Privacy Policy

1. Introduction

VoxIt Media Consulting AB ("FINOVO", "we", "us", or "our"), org nr 559316-5862, is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered accounting platform and related services at finovoapp.com.

We comply with the General Data Protection Regulation (GDPR), the Swedish Data Protection Act, the Zambia Data Protection Act, No. 3 of 2021, and other applicable data protection laws.

For users and data subjects in Zambia, FINOVO is registered with the Zambia Data Protection Commission. Depending on the data concerned, we act as a Data Controller (for our own account, authentication and billing data) and as a Data Processor (for the personal data our business customers upload about their employees, customers and suppliers, which we process on their behalf and on their instructions).

2. Information We Collect

2.1 Account Information

• Name, email address, and contact details
• Company name, organization number, and VAT registration
• Billing information and payment details
• User credentials and authentication data

2.2 Financial Data

• Receipts, invoices, and financial documents you upload
• Bank transaction data you import or connect
• Expense categories and accounting classifications
• Vendor and supplier information extracted from documents

2.3 Usage Data

• Log data (IP address, browser type, pages visited)
• Device information and identifiers
• Feature usage patterns and preferences
• Error reports and performance data

3. How We Use Your Information

We use your information to:

• Provide Services: Process documents, extract data using AI, and perform reconciliation
• Improve Our Platform: Analyze usage patterns to enhance features and user experience
• Communicate: Send service updates, security alerts, and support messages
• Ensure Security: Detect fraud, prevent abuse, and maintain platform integrity
• Legal Compliance: Meet regulatory requirements and respond to legal requests

4. AI and Automated Processing

FINOVO uses artificial intelligence to extract and categorize data from your financial documents. This automated processing helps provide accurate bookkeeping services. You have the right to:

• Review and correct AI-extracted data before it's finalized
• Request human review of automated decisions
• Opt-out of certain AI features while maintaining core functionality

5. Data Sharing and Disclosure

We do not sell your personal data. We may share information with:

• Service Providers: Cloud hosting, payment processors, and analytics services
• Professional Advisors: Accountants or auditors at your request
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with mergers or acquisitions (with notice)

6. Data Security

We implement robust security measures including:

• AES-256 encryption for data at rest and TLS 1.3 for data in transit
• Multi-factor authentication (MFA) support
• Regular security audits and penetration testing
• SOC 2 Type II compliance (in progress)
• Role-based access controls and audit logging

7. Data Retention

We retain your data for as long as your account is active or as needed to provide services. Financial records are retained for 7 years to comply with accounting regulations. You can request data deletion at any time, subject to legal retention requirements.

8. Your Rights (GDPR & Zambia Data Protection Act)

Under the GDPR and the Zambia Data Protection Act, 2021, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data ("right to be forgotten")
• Portability: Receive your data in a machine-readable format
• Restriction: Limit how we process your data
• Objection: Object to certain types of processing

To exercise these rights, contact us at privacy@finovoapp.com or use the data tools in your account settings.

9. International Transfers and Cross-Border Processing

FINOVO operates on managed cloud infrastructure. Personal data may be processed and stored on servers located outside your country, including outside the EU/EEA and outside Zambia. When we transfer data internationally we use appropriate safeguards such as Standard Contractual Clauses (SCCs), contractual data-protection commitments with our sub-processors, and encryption.

For data subjects in Zambia: in accordance with the Zambia Data Protection Act, 2021, the cross-border transfer of your personal data to our cloud infrastructure is carried out on the basis of your consent and/or because it is necessary for the performance of the service you have requested, together with appropriate technical and organisational safeguards. Where required, we will obtain the authorisation of, and otherwise comply with the directions of, the Zambia Data Protection Commission regarding such transfers.

10. Cookies and Tracking

We use essential cookies to operate our platform and optional analytics cookies to improve our services. You can manage cookie preferences in your browser or through our cookie banner.

11. Children's Privacy

FINOVO is not intended for individuals under 18 years of age. We do not knowingly collect data from children.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or through our platform. Continued use after changes constitutes acceptance.

13. Contact Us

For privacy-related questions or to exercise your rights:

• Email: privacy@finovoapp.com
• Data Protection Officer: dpo@finovoapp.com
• Mail: VoxIt Media Consulting AB, Basungatan, Gothenburg, Sweden

You also have the right to lodge a complaint with the Zambia Data Protection Commission, the Swedish Authority for Privacy Protection (Integritetsskyddsmyndigheten), or your local data protection authority.