Privacy Policy

Privacy Policy

Your privacy is important to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

1.  Who we are

This Privacy Policy explains how Geovix Solutions d’Intelligence Inc. (“GEOVIX”, “we”, “us”), a company incorporated in Quebec, Canada, with its office at 1445 rue Stanley, Montréal, Québec H3A 3T1, collects, uses, discloses, and protects information in connection with the GEOVIX platform and website (the “Service”). GEOVIX is a billing-integrity and reconciliation tool for 3PLs, fulfillment, and warehousing businesses.

2.  Scope

This Policy applies to visitors of our website and to the authorized users of our customers (the businesses that subscribe to GEOVIX). GEOVIX is a business-to-business service; it is not directed to consumers or to children.

3.  Information we collect

•     Account information — name, business email, company name, role, and sign-in credentials of the users you authorize.

•     Customer Data you provide or connect — rate cards and contracts (including PDFs), warehouse/WMS activity records, invoices and accounting data, customer records, and related billing information. This data may include personal information of your own customers or contacts (such as names and email addresses).

•     Integration credentials — API keys, client IDs/secrets, or OAuth tokens you provide to connect your WMS and accounting systems. These are stored with application-layer encryption and used only to read the data needed to run the Service.

•     Payment information — GEOVIX is designed to process subscription payments through Stripe-hosted payment services. We do not intend to collect or store full payment-card details.

•     Usage and technical data — log data, device/browser information, IP address, and essential session cookies, used for security, diagnostics, and operating the Service.

4.  How we use information

•     To provide, operate, and maintain the Service — including reconciling your rate cards against your WMS and accounting data and flagging discrepancies for your review. Financial matching and discrepancy calculations are deterministic (rule-based), not AI-generated.

•     AI processing. We use OpenAI’s API to extract information (service descriptions, rates, units, dates, currencies, and pricing terms) from uploaded contracts. Under OpenAI’s default API terms, submitted data is not used to train OpenAI’s models unless an explicit opt-in is enabled. No rate is written to your Rate Book until a person on your team approves it. Processing and retention remain subject to the applicable provider settings and policies.

•     To authenticate users, provide support, process billing, send service communications, maintain security, prevent fraud, and comply with legal obligations.

•     Designed not to modify your systems. GEOVIX’s connectors are designed to read from your connected WMS and accounting systems and are intended not to modify your invoices, rates, or billing records. Any correction is reviewed and exported by your team, never billed automatically by GEOVIX.

5.  How we share information

We do not sell your information, and we do not operate a customer-data model-training pipeline. We share information with service providers only as needed to operate the Service:

•     Hosting & storage — Laravel Cloud hosts our application and PostgreSQL database (United States, US East – Virginia); customer files are stored in a separate managed, S3-compatible object-storage resource.

•     Processing & communications — OpenAI (contract extraction), Google Workspace/Gmail (transactional email), Calendly (demo scheduling), and Cloudflare (DNS).

•     When enabled — Stripe (subscription payments), and the QuickBooks and Extensiv connections you authorize. A connected system you authorize may act as your own designated provider rather than our sub-processor.

•     Legal, safety, and business transfers — where required by law or legal process, to protect rights and security, or in connection with a merger, acquisition, or sale of assets, subject to this Policy.

An updated list of relevant service providers and processing purposes is maintained separately and is available on request at georgio@geovix.ai.

6.  Data isolation and security

GEOVIX uses tenant- and workspace-scoped access controls to segregate customer information within a shared-database architecture; we do not currently claim a dedicated database per customer. We serve the Service over HTTPS, use secure session cookies, and apply application-layer encryption to stored integration credentials and OAuth tokens. Customer files are stored in a private object-storage resource with authorization checks on retrieval. Security testing and access reviews are used to assess these controls. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7.  Data retention and deletion

We retain Customer Data while your account is active and, as a target, for 30 days after termination, unless a longer period is required by law or an evidence-preservation hold applies. You may request deletion of your data, and you may disconnect an integration and request purge of its data, by contacting us.

Current limitation: a comprehensive account-level deletion schedule and backup-expiry policy are being finalized. Until they are in place, we cannot yet guarantee immediate or complete erasure of every copy of your data (including backups or copies held by service providers). We will update this Policy when that schedule is finalized.

8.  Your privacy rights

Depending on where you are located, you may have rights to access, correct, delete, or port your personal information, to withdraw consent, and to complain to a regulator. In Quebec and Canada these rights arise under Law 25 and PIPEDA; other laws may apply to some users. Because much of the Customer Data belongs to our customers, we will often direct individual requests to the relevant customer. To exercise your rights, contact our Privacy Officer (below).

9.  International transfers

Our primary production application and database operate in the United States (US East – Virginia). Certain service providers may process information in other jurisdictions as necessary to deliver the Service, subject to applicable agreements and safeguards. We do not currently guarantee that all processing remains within a single country or region.

10.  Cookies

GEOVIX uses essential cookies and related session technologies (for example, for login, security, and service operation). Our developer review found no analytics, telemetry, or error-monitoring trackers in the application. External embeds such as Calendly may set their own cookies when loaded. A complete cookie list — including any third-party cookies, durations, and consent classifications — will be provided following a live browser audit.

11.  Changes to this Policy

We may update this Policy from time to time. We will post the updated version with a new “Last updated” date and, where appropriate, notify you.

12.  Contact us / Privacy Officer

Our Privacy Officer is Georgio Farah. For privacy questions or to exercise your rights, contact: georgio@geovix.ai, 1445 rue Stanley, Montréal, Québec.