Privacy Policy for Finc

Effective Date: 5th June 2025

1. Introduction

VI8 Ltd (“we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you use Finc (the “Add-in”), an Outlook add-in provided by VI8 Ltd.

2. Data We Collect

We collect and process the following types of data:

  • User Profile Information: Your name and email address, accessed from your Microsoft account, are used solely for licensing and identification purposes.

  • User-Provided Information: Any notes or content you manually enter into Finc.

  • Anonymised Usage Analytics: We use Google Analytics to collect anonymised usage data to help us understand how Finc is used and to improve our services. This data does not include the content of your emails, calendar, or contacts unless you manually provide it.

We do not automatically collect any data from your Outlook environment beyond what is required for licensing and what you manually input.

3. How We Use Your Data

Your data is used for the following purposes:

  • Licensing: To verify and manage your license for Finc.

  • Service Provision: To store and display your notes and user-provided content.

  • Analytics: To analyse anonymised usage patterns and improve Finc. Google Analytics is used for this purpose, and no personally identifiable content from your Outlook environment is shared.

4. Data Storage and Security

  • Storage Location: All user-provided content, including notes and profile information, is stored securely in a Microsoft Azure database located in North Central USA.

  • Security: All data is encrypted in transit (using SSL/TLS) and at rest. We implement technical and organisational measures to safeguard your data against unauthorised access, alteration, or loss.

  • Retention: We retain your data only as long as necessary to provide Finc’s services and comply with legal requirements. Upon request, your data will be deleted except for information required to enforce licensing.

5. Data Sharing and Third Parties

  • Google Analytics: We use Google Analytics to collect anonymised usage data. For more information on how Google collects and processes data, see Google’s privacy documentation. We obtain your explicit consent before enabling analytics tracking.

  • Support: We use raiseaticket.com for customer support. If you raise a support ticket, any information you provide is processed according to their privacy policy.

  • No Sale or Unauthorised Sharing: We do not sell or share your personal data with Microsoft or any other third parties except as described above or where required by law.

6. Legal Basis and User Rights (GDPR Compliance)

As a UK-based company, we comply with the UK GDPR and, where applicable, the EU GDPR. You have the following rights:

  • Access: Request a copy of your personal data held by us.

  • Rectification: Request correction of inaccurate or incomplete data.

  • Erasure: Request deletion of your data (“right to be forgotten”).

  • Restriction: Request restriction of processing in certain circumstances.

  • Objection: Object to processing of your data for certain purposes.

  • Data Portability: Receive your data in a commonly used, machine-readable format.

  • Consent Withdrawal: Withdraw your consent for analytics or other processing at any time.

To exercise your rights, contact us at [email protected] or at the address below. We will respond to your request in accordance with GDPR requirements.

7. Children’s Privacy

Finc is intended for users aged 18 and over. We do not knowingly collect or process personal data from children under 18. If you believe a child has provided us with personal data, please contact us and we will promptly delete such information.

8. International Data Transfers

Your data may be stored and processed in countries outside the UK and EEA, including the USA (Microsoft Azure). We ensure that all transfers comply with applicable data protection laws and that appropriate safeguards (such as standard contractual clauses) are in place.

9. Data Deletion and Uninstallation

You may uninstall Finc at any time. To request deletion of your data, email us at [email protected]. We will delete all your data except for information required to enforce licensing or comply with legal obligations.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted within Finc and on our website with an updated effective date.

11. Contact Details