Privacy Policy

1. Information We Collect

We collect information in several ways depending on how you interact with our Service.

1.1 Information You Provide Directly

Account Information:

• Name (first and last)
• Email address
• Password (stored in encrypted/hashed form)
• Phone number
• Job title and role
• Organization name and details

Organization Information:

• Company name and legal entity details
• Business address
• Organization subdomain
• Branding preferences (logos, colors)
• Subscription and billing information
• Tax identification numbers (when required)

Business Contact Information:

• Contact names and display names
• Email addresses and phone numbers
• Physical addresses
• Organization codes and identifiers
• Contact categories (vendors, customers, growers, carriers, inspectors)

Financial and Transaction Data:

• Invoices (numbers, amounts, dates, line items)
• Bills and purchase orders
• Payment amounts and due dates
• Bank account information (for payment processing)
• Routing and account numbers (encrypted)

Documents and Content:

• Uploaded documents (invoices, bills of lading, purchase orders, inspection reports)
• Extracted text and data from documents
• Quality inspection records and metrics
• Photos and attachments

Communications:

• Email content and attachments
• Messaging content
• Support inquiries and correspondence
• Notes and comments within the Service

1.2 Information Collected Automatically

Usage Data:

• Features accessed and actions taken
• Date and time of access
• Duration of sessions
• Clickstream data

Device Information:

• IP address
• Browser type and version
• Operating system
• Device identifiers

Cookies and Tracking Technologies:

• Session cookies (for authentication)
• Security cookies (for fraud prevention)

Note: We do not use analytics or advertising cookies. We only use essential cookies required for the Service to function.

1.3 Information from Third Parties

When you connect third-party services to your Payve account, we receive information from those services, which may include:

Accounting & ERP Systems:

• Company information and identifiers
• Invoices, bills, and purchase orders
• Customer and vendor records
• Payment status and history

Banking & Payment Services:

• Bank account information
• Account and routing numbers
• Account balances and verification data
• Payment instrument details

Email & Productivity Platforms:

• Email addresses and display names
• OAuth tokens (encrypted)
• Email content (when authorized)

1.4 Sensitive Information

We may collect certain sensitive information necessary for our financial services:

• Bank account numbers and routing numbers
• Partial Social Security Number (last 4 digits only)
• Date of birth
• Tax identification numbers

This sensitive information is collected solely for payment processing verification (KYC/KYB) through our payment partners. All sensitive information is encrypted at rest and in transit.

2. How We Use Your Information

2.1 Service Delivery and Operations

• Creating and managing your account
• Processing documents and extracting data
• Facilitating payment processing and collections
• Synchronizing data with integrated third-party services
• Providing quality inspection tracking
• Managing workflows and automation
• Enabling communication features

2.2 Service Improvement

• Analyzing usage patterns to improve features
• Troubleshooting technical issues
• Developing new features and services

2.3 AI-Powered Document Processing

We use artificial intelligence services to process and extract data from your documents. These AI services may be used for:

• Document classification and categorization
• Text extraction and optical character recognition
• Structured data extraction from invoices, bills of lading, purchase orders, and inspection reports
• Document validation and data verification

Your documents are transmitted securely to these AI services for processing. We do not use your document data to train third-party AI models.

2.4 Security and Compliance

• Detecting and preventing fraud
• Enforcing our terms of service
• Complying with legal obligations
• Protecting the rights and safety of users

3. How We Share Your Information

We do not sell, rent, or lease your personal information to third parties. We share information only in the following circumstances:

3.1 With Your Consent

We share information when you explicitly authorize us to do so, such as when you connect third-party integrations.

3.2 Service Providers

We share information with trusted service providers who assist in operating our Service, including:

• Cloud infrastructure for data storage and hosting
• Payment processors for facilitating payments
• Communication services for email and messaging
• AI/ML services for document processing
• Customer support services

These providers are contractually obligated to protect your information and use it only for the purposes we specify. A list of our current sub-processors is available upon request.

3.3 Third-Party Integrations

When you connect third-party services (such as accounting systems, email platforms, or productivity tools), we share necessary data to enable the integration. These third parties have their own privacy policies governing their use of your data.

3.4 Legal Requirements

We may disclose information when required by law, including in response to lawful requests by public authorities, to comply with legal process, to protect our rights, or in connection with an investigation of suspected illegal activity.

4. Data Retention

We retain your information for as long as necessary to provide the Service to you, comply with legal and regulatory obligations, resolve disputes and enforce agreements, and maintain business records.

5. Data Security

We implement comprehensive security measures to protect your information:

Technical Safeguards:

• Encryption in transit (TLS/SSL)
• Encryption at rest (AES-256-GCM for sensitive data)
• Secure password hashing
• OAuth token encryption
• Row-level security in databases
• Regular security assessments

Administrative Safeguards:

• Access controls and authentication
• Employee security training
• Incident response procedures
• Vendor security reviews

6. Your Rights and Choices

6.1 Account Settings

You can access and update your account information through the Service settings at any time.

6.2 Data Portability

You may request a copy of your data in a structured, commonly used format by contacting us at privacy@payve.com.

6.3 Account Deletion

You may request deletion of your account by contacting us or through account settings. Note that we may retain certain information as required by law.

7. State-Specific Privacy Rights

If you are a California resident (CCPA/CPRA) or resident of Virginia, Colorado, Connecticut, Utah, or other states with comprehensive privacy laws, you have rights to:

• Know what personal information we collect about you
• Request deletion of your personal information
• Request correction of inaccurate personal information
• Opt out of the sale or sharing of your personal information (Note: We do not sell your personal information)
• Data portability
• Non-discrimination for exercising your privacy rights

To exercise these rights, contact us at privacy@payve.com.

8. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we learn that we have collected information from a child under 18, we will promptly delete that information.

9. International Data Transfers

Your information may be processed and stored in the United States or other countries where our service providers operate. When we transfer information internationally, we implement appropriate safeguards including standard contractual clauses and data processing agreements.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last Updated" date at the top of this policy and notify you through the Service or by email. Your continued use of the Service after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: