Privacy Policy

1. Introduction

OfficeSuiteX (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, mobile application, and related services (“Services”). By using our Services, you consent to the practices described in this policy. We may update this policy from time to time; the “Last Updated” date above indicates when it was last revised. Continued use after changes constitutes acceptance of the updated policy.

2. Information We Collect

We collect information that you provide directly and information that is collected automatically when you use our Services.

Information you provide

• Account data: Name, email address, phone number, and password when you register or update your account.
• Payment and billing: Billing name, address, city, state, postal code, country, and phone when you complete a purchase. Payment card details are processed by our payment providers; we do not store full card numbers on our servers.
• Communications: Content of messages or support requests you send to us.

Information collected automatically

• Device and usage: Device type, operating system, unique device identifiers, IP address, browser type, and usage data (e.g., app launches, feature use) for license validation, security, and improving our Services.
• Session and logs: Session IDs, login timestamps, and activity logs for security and fraud prevention.

Document and file data

Documents and files you create or edit in the OfficeSuiteX app are processed on your device. We do not access, store, or transmit the content of your documents for purposes other than optional cloud sync or backup that you explicitly enable. Where cloud sync is used, data is transmitted and stored in encrypted form as described in our security section.

Data we do not collect

We do not collect the actual text, formulas, or content inside your documents unless you explicitly enable a feature that requires it (e.g., cloud backup or sync). We do not scan your documents for advertising or marketing. We do not use your document content to train AI or machine-learning models for purposes unrelated to providing the Services you have purchased.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Providing the Services: To create and manage your account, process subscriptions, issue and validate license keys, and deliver the app and related functionality.
• Billing and support: To process payments, send order and license key confirmations, respond to support requests, and communicate about your account.
• Security and integrity: To authenticate users, prevent fraud and abuse, enforce our Terms of Service, and protect our systems and users.
• Improvement and analytics: To understand how our Services are used, fix errors, and improve performance and user experience (using aggregated or anonymized data where appropriate).
• Legal and compliance: To comply with applicable laws, respond to lawful requests from authorities, and protect our rights and the rights of others.

We do not sell your personal information to third parties for their marketing purposes.

We use data only as described in this policy and in our Terms of Service. We do not use your information for purposes incompatible with the reasons for which it was collected without providing notice and, where required by law, obtaining your consent.

4a. Data Usage Summary (For Your Reference)

The following is a concise summary of how we use the main categories of data. This does not replace the full policy above.

• Account & identity: To create and manage your account, authenticate you, and communicate about your account and orders.
• Billing & payment: To process payments, issue invoices, and comply with tax and financial record-keeping obligations.
• Device & usage (e.g., device ID, IP, app usage): To validate your license, prevent fraud and abuse, debug issues, and improve our app and website. We may use aggregated or anonymized usage data for analytics; we do not use it to build advertising profiles about you.
• Support & communications: To respond to your requests and send transactional messages (e.g., order confirmation, license key, password reset). We do not use your contact details for unrelated marketing unless you have opted in.

We do not sell, rent, or trade your personal information. We do not use your document content for advertising or for training AI/models for unrelated products.

4b. Legal Basis for Processing (Where Applicable)

Where required by law (e.g., under GDPR or similar frameworks), we process your data based on: (a) your consent; (b) performance of a contract with you (e.g., providing the Services you purchased); (c) our legitimate interests (e.g., security, fraud prevention, improving our Services); or (d) compliance with legal obligations.

5. Sharing and Disclosure of Information

We may share your information in the following circumstances:

• Service providers: With trusted third parties who assist us in operating our website, app, payment processing, email delivery, and analytics. These providers are contractually bound to use your information only for the purposes we specify and in accordance with this policy.
• Payment processors: Payment and billing data is shared with our payment gateway providers to process transactions. Their use of your data is governed by their own privacy policies.
• Legal and safety: When required by law, court order, or government request, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others, or to investigate fraud or violations of our Terms.
• Business transfers: In connection with a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred as part of that transaction, subject to the same privacy commitments.

We do not share your personal information with third parties for their direct marketing purposes.

6. Data Retention

We retain your information only for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required or permitted by law. In general:

• Account data: Retained while your account is active and for a reasonable period after closure for legal, security, and dispute-resolution purposes.
• Transaction and billing: Retained for the period required for accounting, tax, and legal compliance (typically several years after the transaction).
• Logs and security: Retained for a limited period necessary for security, fraud prevention, and debugging.

After the retention period, we securely delete or anonymize your data where feasible.

7. Data Security

We implement administrative, technical, and physical measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These include:

• Encryption of sensitive data in transit (e.g., TLS) and at rest where applicable.
• Secure storage of passwords using industry-standard hashing.
• Access controls and authentication to limit access to personal data to authorized personnel.
• Regular review of our security practices and systems.

No method of transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to handling your data responsibly. You are responsible for keeping your account credentials and license keys confidential.

We do not use your data for any purpose other than those stated in this Privacy Policy and in our Terms of Service. Access to personal data within our organization is limited to personnel who need it to perform their duties (e.g., support, billing, security). We require our service providers to protect your information under contractual obligations consistent with this policy.

8. Cookies and Similar Technologies

Our website may use cookies, session storage, and similar technologies to maintain your session, remember preferences, and analyze usage. You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our website. We do not use third-party advertising cookies that track you across unrelated sites for ad targeting.

9. Your Rights and Choices

Depending on your location, you may have the right to:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal information, subject to legal and contractual exceptions.
• Restriction and portability: In some jurisdictions, request restriction of processing or a portable copy of your data.
• Objection and withdrawal of consent: Object to certain processing or withdraw consent where processing is consent-based.
• Complaint: Lodge a complaint with a supervisory authority in your country.

To exercise these rights, contact us at privacy@officesuitex.com. We will respond within the time frame required by applicable law. We may need to verify your identity before processing your request.

10. Children’s Privacy

Our Services are not directed to individuals under the age of 16 (or higher where required by local law). We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us and we will take steps to delete such information.

11. Third-Party Links and Services

Our website or app may contain links to third-party websites or services (e.g., payment pages, social media, or external resources). This Privacy Policy does not apply to those third parties. We are not responsible for their privacy practices or content. We encourage you to read the privacy policies of any third-party sites or services you visit. We do not control the data they collect or how they use it.

12. International Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure that such transfers are subject to appropriate safeguards (e.g., standard contractual clauses or other mechanisms recognized by applicable law) so that your data receives an adequate level of protection.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and update the “Last Updated” date. Material changes may be communicated via email or a notice in our app or website. We encourage you to review this policy periodically.

14. Jurisdiction-Specific Rights

Depending on where you live, you may have additional rights (e.g., under GDPR in the European Union, CCPA/CPRA in California, or similar laws). These may include the right to know what personal information we collect, the right to delete or correct data, the right to opt out of “sale” or “sharing” of personal information, and the right to non-discrimination. We do not sell or share personal information for cross-context behavioural advertising as defined under such laws. To exercise your rights, contact us at privacy@officesuitex.com. We will respond in accordance with applicable law and may need to verify your identity.

15. Contact Us

For privacy-related questions, requests, or complaints, contact us at privacy@officesuitex.com. For general or legal inquiries, you may also contact legal@officesuitex.com.