Privacy Policy

1. Information We Collect

Information you provide to us

• Contact and inquiry data — your name, email address, company name, and any message you submit through our contact form or email.
• Newsletter signup — your email address, if you subscribe to product updates.
• Account and product data — information you provide when you create an account or use a RigeSys Sustainable Technologies LLP product (such as SmartDocs), including files you choose to process, where applicable.
• Communications — records of correspondence if you contact our support or sales team.

Information collected automatically

• Usage data — pages viewed, time spent, links clicked, referring URLs, and general interaction with the Site.
• Device and technical data — IP address, browser type and version, operating system, device identifiers, and screen resolution.
• Cookies and similar technologies — as described in the Cookies section below.

We do not intentionally collect sensitive personal information (such as government ID numbers, health data, or financial account details) through the Site unless you voluntarily provide it, and we ask that you avoid including sensitive information in contact form submissions.

2. SmartDocs and Your Documents

This section applies specifically to SmartDocs and any other RigeSys Sustainable Technologies LLP document-processing product, and describes how we handle the files and documents you process through them.

• Your documents remain yours. Documents and files you upload or process through SmartDocs remain your property at all times. RigeSys Sustainable Technologies LLP does not claim any ownership rights over your documents.
• We do not sell, rent, or share your documents. RigeSys Sustainable Technologies LLP does not sell, rent, or share your documents with any third party for any purpose, including advertising or marketing.
• Local processing wherever supported. Wherever a SmartDocs feature supports local, on-device processing, your documents are processed locally on your device and are not transmitted to RigeSys Sustainable Technologies LLP servers.
• Future cloud-based features. If RigeSys Sustainable Technologies LLP introduces cloud-based processing features in the future, documents will only be transmitted to our servers to the extent required to provide that specific feature, with appropriate safeguards in place, and this policy will be updated to describe that processing before it applies to you.
• No permanent storage by default. RigeSys Sustainable Technologies LLP does not permanently store your documents unless a feature you have explicitly requested requires it (for example, a future cloud-sync or version-history feature). Where temporary processing storage is used, files are automatically deleted after processing completes or after a short retention window.
• Support access requires your consent. Our support personnel do not access your documents unless you explicitly share a document with us for the purpose of troubleshooting an issue, and only for as long as necessary to resolve that issue.
• License information. We may collect license-related information — such as a license key, activation status, and device or installation identifiers — to activate, validate, and enforce software licenses and to prevent fraud.
• Basic diagnostic information. We may collect basic, non-document diagnostic information (such as feature usage, crash reports, and performance metrics) to help us improve SmartDocs. This diagnostic information does not include the content of your documents.
• No use of your documents for AI training. We do not use your personal documents or their content to train any AI or machine learning model.

3. How We Use Your Information

We use the information we collect to:

• Respond to inquiries, provide customer support, and communicate with you about our Services;
• Provide, operate, maintain, and improve the Site and our products;
• Send product updates, newsletters, and marketing communications, where you've opted in (you can unsubscribe at any time);
• Monitor and analyze usage trends to improve performance, security, and user experience;
• Detect, investigate, and prevent fraudulent transactions, abuse, and other illegal activity, and protect the rights and safety of RigeSys Sustainable Technologies LLP and our users;
• Comply with legal obligations and enforce our Terms of Service.

We do not use automated decision-making that produces legal or similarly significant effects about you without human involvement.

4. Cookies and Tracking Technologies

We use cookies and similar technologies (such as local storage) to operate the Site, remember your preferences (like your cookie consent choice and light/dark display settings), and understand how visitors use our Site. You can manage cookie preferences through the banner presented on your first visit, and most browsers let you refuse or delete cookies through their settings. Disabling cookies may affect certain features of the Site.

We use the following categories of cookies:

• Strictly necessary — required for core functionality, such as remembering your cookie consent choice.
• Functional — remember settings and preferences to improve your experience.
• Analytics — help us understand how the Site is used so we can improve it (used only where enabled).

5. How We Share Your Information

We do not sell your personal information. We may share information in the following limited circumstances:

• Service providers — vendors who perform services on our behalf, such as hosting, email delivery, analytics, and customer support tools, under contractual obligations to protect your information.
• Legal and safety reasons — where required to comply with applicable law, legal process, or governmental request, or to protect the rights, property, or safety of RigeSys Sustainable Technologies LLP, our users, or the public.
• Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to standard confidentiality arrangements.
• With your consent — for any other purpose disclosed to you at the time we collect the information, with your consent.

Third-party providers we use

SmartDocs and our other products may rely on trusted third-party providers where required to deliver a specific feature. Examples include:

• Microsoft Outlook / Microsoft 365 — used to support the SmartDocs Outlook add-in integration, where applicable.
• Supabase — used as application database and backend infrastructure.
• Payment providers (future) — where paid plans are introduced, a third-party payment processor will handle billing and payment information.

Each of these providers processes information only to the extent necessary to provide the specific service they support, and only under contractual confidentiality and data protection obligations. We do not use these providers to collect more information than is required for that purpose.

6. Data Retention

We retain personal information for as long as necessary to provide the Services, fulfill the purposes described in this policy, and comply with our legal obligations. When information is no longer needed, we securely delete or anonymize it. Document-specific retention is described in Section 2 above.

7. Data Security

We implement reasonable technical and organizational measures designed to protect your information from unauthorized access, alteration, disclosure, or destruction, including:

• Encryption in transit — data sent between your device and our servers is encrypted using industry-standard protocols (TLS).
• Local-first architecture — wherever SmartDocs supports local processing, your documents never leave your device, minimizing exposure by design.
• Access controls — internal access to customer information and any temporarily stored files is restricted to personnel who need it to do their job.
• Secure deletion — temporary processing files are securely deleted once processing is complete or the applicable retention window ends.
• Regular security reviews — we periodically review our security practices and update them as needed.

No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

8. Your Privacy Rights

If you are in India (DPDP Act)

You have the right to access a summary of the personal data we hold about you and the processing activities carried out on it, to request correction or erasure of your personal data, to nominate another individual to exercise your rights in the event of death or incapacity, and to a readily available means of grievance redressal. You may exercise these rights or raise a grievance by contacting our Grievance Officer as described below.

If you are in the European Economic Area or United Kingdom (GDPR)

You have the right to access, correct, delete, or port your personal information, to object to or restrict certain processing, and to withdraw consent at any time. Our legal bases for processing include your consent, our legitimate interests in operating and improving the Site, and compliance with legal obligations.

If you are a California resident (CCPA/CPRA)

You have the right to know what personal information we collect, to request deletion or correction of that information, to opt out of the sale or sharing of personal information (we do not sell or share personal information as defined by California law), and to not be discriminated against for exercising these rights.

Exercising your rights

To exercise any of these rights, contact us at support@rigesys.com. We may need to verify your identity before fulfilling your request, and we will respond within the time required by applicable law.

9. International Data Transfers

RigeSys Sustainable Technologies LLP's registered jurisdiction has not yet been finalized as part of its ongoing incorporation. Information we collect may be processed and stored in the country where RigeSys Sustainable Technologies LLP or its service providers operate. Where required, we use appropriate safeguards — such as contractual data protection obligations — to protect information transferred internationally, and this section will be updated with more specific detail once incorporation is complete.

10. Children's Privacy

Our Site and Services are not directed to individuals under the age of 18, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.

11. Third-Party Links

The Site may contain links to third-party websites, including LinkedIn and GitHub. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies before providing any information.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will post the updated policy on this page with a revised "Last updated" date. Material changes will be communicated through the Site or, where appropriate, by email.