Privacy Policy

Effective Date: 01/09/2025 Last Updated: 01/09/2025

1. Introduction

This Privacy Policy describes how Phoenix Solutions ("we," "us," or "our") collects, uses, and protects information when you use Omni Text, our file processing API service (the "Service").

Contact Information:

Company: Phoenix Solutions
Location: New South Wales, Australia
Privacy Contact: phoenix@phoenixsolutions.com.au

2. Information We Collect

2.1 Account Information

Email address (required for registration)
Full name and company name (optional, provided in your dashboard)
Authentication data managed through Supabase OAuth and credential systems

2.2 API Usage Data

We collect technical information about your API usage, including:

API request details and frequency
File types and sizes processed
Request processing time and compute time
API key usage patterns
Error logs (without file content)

2.3 Website Analytics

Page visit data collected through Vercel analytics
Authentication cookies managed by Supabase
No tracking of personal browsing behavior outside our service

2.4 Files and Content

Uploaded files: Processed only for the duration of each API request (synchronous or asynchronous via webhooks)
Generated content: Text extractions, embeddings, and metadata belong to you
No permanent storage: Files are deleted immediately after processing and response delivery

3. How We Use Your Information

3.1 Service Provision

Process your files through our API endpoints
Generate requested text, embeddings, and metadata
Deliver results via synchronous responses or webhook notifications
Maintain your account and API access

3.2 Service Improvement

Monitor API performance and reliability
Analyze usage patterns for capacity planning
Improve our processing algorithms and infrastructure

3.3 Communication

Send service-related notifications
Provide customer support
Notify you of privacy policy updates

4. Information Sharing and Third Parties

4.1 Third-Party Services

We use the following third-party services:

Google Cloud Platform: Hosting and processing infrastructure across 40 global regions
Supabase: Authentication and user management services
Vercel: Website hosting and analytics
OpenAI: AI processing using API keys you provide (your data is processed according to OpenAI's terms when you use their services through our API)

4.2 No Sale of Personal Data

We do not sell, rent, or trade your personal information to third parties.

4.3 Legal Requirements

We may disclose information if required by law, court order, or to protect our rights and safety.

5. Data Security and Storage

5.1 Security Measures

Industry-standard encryption for data in transit and at rest
Secure API key management
Regular security assessments of our infrastructure

5.2 Data Location

Your data is processed on Google Cloud Platform servers across 40 global regions
We may transfer data internationally to provide our global service
All transfers comply with applicable data protection laws

5.3 Data Retention

Files: Deleted immediately after processing completion
Account data: Retained until account deletion
Usage analytics: Retained for service improvement and compliance purposes
Logs: Automatically purged according to our retention schedules

6. Your Rights and Choices

6.1 Access and Control

Access your account information through your dashboard
Update your profile information at any time
Control your API usage and settings

6.2 Data Deletion

Delete your account and all associated data instantly through your dashboard
Account deletion immediately removes all your personal information and usage data
Contact us at phoenix@phoenixsolutions.com.au if you need assistance with account deletion

6.3 Additional Rights (EU/UK Users)

Under GDPR, you have additional rights including:

Right to portability of your data
Right to restrict processing
Right to object to processing
Right to lodge a complaint with supervisory authorities

6.4 California Privacy Rights

California residents have additional rights under CCPA:

Right to know what personal information is collected
Right to delete personal information
Right to opt-out of sale (we don't sell personal information)
Right to non-discrimination

7. International Data Transfers

As we operate globally through Google Cloud Platform's infrastructure, your data may be transferred to and processed in countries other than your residence. We ensure appropriate safeguards are in place for international transfers in compliance with applicable privacy laws.

8. Children's Privacy

Our Service is intended for developers and businesses. We do not knowingly collect personal information from children under applicable age limits.

9. AI and Machine Learning

9.1 Current Practices

We do not currently use uploaded files or generated content to train AI models
All AI processing uses your own API keys (e.g., OpenAI)

9.2 Future Changes

If we decide to use data for AI training in the future:

We will update this privacy policy
We will notify all users via email
We will provide opt-out mechanisms
We will seek appropriate consent where required

10. Changes to This Privacy Policy

10.1 Updates

We may update this privacy policy periodically
Changes will be posted on this page with updated effective date
Material changes will be communicated via email to registered users

10.2 Continued Use

Your continued use of our Service after policy updates constitutes acceptance of the revised terms.

11. Contact Us

For any privacy-related questions, concerns, or requests:

Email: phoenix@phoenixsolutions.com.au
Subject Line: Privacy Policy Inquiry - Omni Text

We will respond to privacy inquiries within 30 days of receipt.

This privacy policy is designed to comply with major privacy frameworks including GDPR, CCPA, and Australian Privacy Act. However, it does not constitute legal advice. Consider consulting with a privacy lawyer for specific legal guidance.