Privacy Policy

1. Introduction

Procuralex ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our procurement intelligence platform.

2. Information We Collect

2.1 Personal Information

We may collect the following personal information:

• Name, email address, and contact details
• Organisation and job title information
• Account credentials and authentication data
• Usage preferences and settings

2.2 Usage Information

We automatically collect certain information about your use of the Service:

• Platform usage statistics and feature interactions
• Search queries and document analysis requests
• System logs and performance data
• Device and browser information

2.3 Documents and Content

When you use our document analysis features, we may process:

• Uploaded documents for analysis and redlining
• Text content for knowledge base queries
• Generated reports and analysis results

3. How We Use Your Information

We use the collected information to:

• Provide, maintain, and improve the Service
• Process your requests and respond to inquiries
• Generate AI-powered insights and recommendations
• Monitor usage and enforce service limits
• Send important service updates and notifications
• Ensure platform security and prevent misuse

4. Data Processing and AI Services

Our Service utilises third-party AI services for document analysis and knowledge base queries. When you submit content for analysis:

• Document content may be processed by OpenAI services for analysis
• Text is processed to generate embeddings and semantic understanding
• No personal data is intentionally shared with AI services
• We implement data minimization practices to protect sensitive information

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share information only:

• With your explicit consent
• To comply with legal obligations or court orders
• To protect our rights, property, or safety
• With trusted service providers under strict confidentiality agreements
• In connection with a business transfer or merger

6. Data Security

We implement appropriate security measures to protect your information:

• Encryption of data in transit and at rest
• Multi-factor authentication and access controls
• Regular security audits and monitoring
• Secure cloud infrastructure with enterprise-grade protection
• Staff training on data protection and privacy practices

7. Data Retention

We retain your information only as long as necessary to provide the Service and comply with legal obligations. Specific retention periods include:

• Account information: Duration of active subscription plus 7 years
• Usage logs: 2 years for service improvement and security
• Document analysis data: 30 days unless saved by user
• Support communications: 3 years

8. Your Rights (GDPR Compliance)

Under the General Data Protection Regulation (GDPR), you have the right to:

• Access: Request copies of your personal data
• Rectification: Request correction of inaccurate data
• Erasure: Request deletion of your personal data
• Portability: Request transfer of your data to another service
• Restriction: Request limitation of processing
• Objection: Object to processing of your personal data

9. Cookies and Tracking

We use cookies and similar technologies to enhance your experience:

• Essential cookies for authentication and security
• Functional cookies for user preferences and settings
• Analytics cookies to understand platform usage (anonymized)

You can control cookie settings through your browser preferences.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data in accordance with applicable data protection laws.

11. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18.

12. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Email: info@procuralex.co.uk
• Data Protection Officer: dpo@procuralex.co.uk

14. Supervisory Authority

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Phone: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF