Privacy Policy

Last updated: December 2024

1. Introduction

Advanced Fluid Dynamics ("Company", "we", "us", or "our") operates the oqui platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

We are committed to protecting your privacy and complying with applicable data protection laws, including the Protection of Personal Information Act (POPIA) in South Africa and the Australian Privacy Act.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• Email address
• Name
• Organization name (for team accounts)
• Payment information (processed securely by our payment provider)

2.2 Documents You Upload

To provide our affordability assessment service, you upload financial documents which may contain:

• Bank statements with transaction history
• Payslips with employment and income information
• Credit reports with credit history
• Identity documents
• Rental agreements

These documents may contain personal information of third parties (data subjects). You are responsible for ensuring you have proper authorization to process this information.

2.3 Assessment Data

When processing documents, we extract and analyze financial data including:

• Transaction amounts, dates, and descriptions
• Income sources and amounts
• Expense categories and patterns
• Credit account details and payment history
• Names and identifiers from documents

2.4 Usage Information

We automatically collect:

• Log data (IP address, browser type, pages visited)
• API usage data (endpoints called, timestamps)
• Feature usage patterns

3. How We Use Your Information

We use the information we collect to:

• Provide the Service: Process documents, generate assessments, and deliver results
• Maintain your account: Authenticate users, manage credits, and process payments
• Improve the Service: Analyze usage patterns to enhance features and fix issues
• Communicate with you: Send service updates, security alerts, and support responses
• Ensure security: Detect and prevent fraud, unauthorized access, and abuse
• Comply with legal obligations: Meet regulatory requirements and respond to legal requests

4. Legal Basis for Processing (POPIA Compliance)

Under POPIA and similar data protection laws, we process personal information based on:

• Consent: You consent to processing when you create an account and upload documents
• Contract: Processing is necessary to provide the services you have requested
• Legitimate interest: Processing for service improvement, security, and fraud prevention
• Legal obligation: Processing required by law or regulatory requirements

5. Data Sharing and Third Parties

5.1 AI Processing

We use AI services to process and analyze documents. Document content is transmitted securely to our AI processing providers. Our providers are contractually bound by data processing agreements and do not use your data to train their models.

5.2 Service Providers

We work with trusted third parties who assist in operating our Service:

• Cloud infrastructure: Data storage and computing services
• Payment processing: Secure payment handling
• Authentication: Secure login services

These providers are contractually obligated to protect your information and use it only for the purposes we specify.

5.3 Legal Requirements

We may disclose information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

5.4 No Sale of Data

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

6. Data Retention

6.1 Assessment Data

Assessment data (including uploaded documents, extracted transactions, and generated reports) is retained in your account until you request deletion. You may delete individual assessments at any time through the dashboard.

6.2 Account Data

Account information is retained for as long as your account is active. If you close your account, we will delete your data within 30 days, except where retention is required for legal or regulatory purposes.

6.3 Deletion Requests

You may request deletion of your data at any time by contacting us at privacy@oqui.io. We will process deletion requests within 30 days.

7. Data Security

We implement appropriate technical and organizational measures to protect your information:

• Encryption of data in transit (TLS) and at rest
• Secure authentication with multi-factor options
• Row-level security ensuring data isolation between accounts
• Regular security assessments and monitoring
• Access controls limiting employee access to data

While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

8. Your Rights

Under POPIA, the Australian Privacy Act, and similar laws, you have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Objection: Object to certain types of processing
• Data portability: Request your data in a machine-readable format
• Withdraw consent: Withdraw consent where processing is based on consent

To exercise these rights, contact us at privacy@oqui.io. We will respond within 30 days.

9. International Data Transfers

Our Service operates from infrastructure in multiple regions. Your data may be transferred to and processed in countries outside your country of residence, including Australia and the United States (where cloud infrastructure may be located).

When transferring data internationally, we ensure appropriate safeguards are in place, including standard contractual clauses and compliance with applicable data protection laws.

10. Children's Privacy

The Service is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and, where appropriate, by email. Your continued use of the Service after changes constitutes acceptance of the updated policy.

12. Information Officer (POPIA)

In accordance with POPIA, our designated Information Officer can be contacted at:

Information Officer
Advanced Fluid Dynamics
Email: privacy@oqui.io

13. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Advanced Fluid Dynamics
Drouin, Australia
Pretoria, South Africa
Email: privacy@oqui.io

You also have the right to lodge a complaint with the relevant data protection authority:

• South Africa: Information Regulator (www.justice.gov.za/inforeg)
• Australia: Office of the Australian Information Commissioner (www.oaic.gov.au)