Privacy Policy

This Privacy Policy describes how TagFlow AI (TagFlow Intelligent Solutions Limited) collects, uses, and protects your personal information. We are committed to protecting your privacy and handling your data responsibly. This policy explains what information we gather, how we use it, and the rights you have regarding your data.

Who We Are and Data Controller

We operate a smart categorization and expense tagging platform designed specifically for small and medium-sized enterprises (SMEs) in Winnipeg. Our service uses deep learning algorithms to automatically categorize financial transactions, helping businesses streamline their accounting and expense management processes. We are the data controller responsible for your personal information and how it is processed.

Information We Collect

We collect information in several ways:

• Account Information: When you register for our service, we collect your name, email address, company name, business address, and contact details.
• Financial Data: We process transaction data you upload or connect to our platform, including transaction amounts, dates, merchant names, and account information.
• Usage Data: We collect information about how you interact with our platform, including pages visited, features used, login times, and device information.
• Communication Data: When you contact us for support, we retain your messages, inquiries, and our responses.
• Cookies and Tracking: We use cookies and similar technologies to enhance your browsing experience and understand how you use our services.

Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Consent: We process data based on your explicit consent when you sign up for our service or agree to our terms.
• Legitimate Interests: We process data to improve our platform, ensure security, prevent fraud, and provide you with better services.
• Legal Obligation: We may process data to comply with Canadian tax laws, financial regulations, and other applicable legal requirements.
• Contract Performance: We process data necessary to provide the services you have requested and to fulfill our contractual obligations to you.

How We Use Your Information

We use the information we collect for the following purposes:

• Providing and maintaining our expense categorization and transaction tagging services.
• Improving our algorithms and platform features based on usage patterns and feedback.
• Communicating with you about your account, updates, and customer support inquiries.
• Analyzing platform performance and user behavior to optimize our service.
• Complying with legal obligations and regulations applicable to financial services in Canada.
• Preventing fraud, ensuring security, and protecting against unauthorized access.
• Sending you occasional updates about new features or service improvements.

Data Retention

We retain your personal information for specific periods based on the type of data and its purpose:

• Account Information: We retain your account details while your account is active and for up to 24 months after account closure or last interaction, to comply with tax and financial record-keeping requirements.
• Transaction Data: Financial transaction records are retained for up to 36 months to support reconciliation, audit requirements, and service improvement.
• Support Communications: Messages and support tickets are retained for up to 24 months after resolution to address follow-up inquiries and maintain service records.
• Analytics and Usage Data: Aggregated and anonymized usage data is retained for up to 12 months to analyze platform performance.
• Server Logs: Technical logs containing IP addresses and access information are retained for up to 12 months for security and troubleshooting purposes.
• Cookie Data: Cookie identifiers are retained for up to 13 months to provide continuity in your browsing experience.

Your Rights and Choices

You have the following rights regarding your personal information:

• Right of Access: You can request a copy of the personal information we hold about you.
• Right to Correction: You can request that we correct any inaccurate or incomplete information.
• Right to Deletion: You can request that we delete your personal information, subject to legal retention requirements.
• Right to Portability: You can request your data in a portable format for transfer to another service provider.
• Right to Withdraw Consent: You can withdraw your consent to our processing of your data at any time.
• Right to Opt-Out: You can opt out of non-essential communications and marketing emails by using the unsubscribe feature in our emails.
• Right to Lodge a Complaint: You have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada if you believe we have violated your privacy rights.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our platform. Cookies are small files stored on your device that help us remember your preferences and understand how you use our service. We use session cookies (which expire when you close your browser) and persistent cookies (which remain on your device). You can control cookie settings through your browser preferences. Please note that disabling cookies may limit your ability to use certain features of our platform. For more detailed information about cookies, please visit our separate Cookie Policy.

Data Security

We implement industry-standard security measures to protect your personal information from unauthorized access, alteration, and disclosure. Our platform uses encryption for data in transit and at rest. We maintain secure servers with controlled access, regular security audits, and staff training on data protection practices. However, no security system is completely impenetrable. While we strive to protect your information, we cannot guarantee absolute security. We encourage you to use strong passwords and to contact us immediately if you suspect any unauthorized access to your account.

Third-Party Services

Our platform may integrate with third-party financial services, accounting software, and banking systems to provide seamless transaction categorization. When we share your data with third parties, we ensure they maintain equivalent privacy and security standards. We do not sell your personal information to third parties for marketing purposes. Any third-party service providers we work with are bound by confidentiality agreements and data processing contracts. You can control which third-party integrations are active on your account through your account settings.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by email or by posting a prominent notice on our website. Your continued use of our platform following such notification constitutes your acceptance of the updated policy. We encourage you to review this policy periodically to stay informed about how we protect your information.