QuanFi VMS – Privacy Policy

Effective date: August 21, 2026

Operator: QuanFi LLC (“QuanFi,” “we,” “us”)

This Privacy Policy explains how we collect, use, and share information when you use QuanFi VMS (the “Service”).

1. Who this applies to

• Account users (people who sign up or are invited)
• Website visitors (marketing or docs pages)
• Customer organizations that store business and vendor-related data in the Service

If you use the Service on behalf of a company, your admin may control your account and data.

2. Information we collect

A. Information you provide

• Name, email, password (hashed)
• Organization name and settings
• Billing details (processed by Stripe; we do not store full card numbers)
• Content you upload: vendors, contacts, documents, notes, tasks, etc. (“Customer Data”)
• Support communications

B. Information collected automatically

• Log data (IP address, browser type, approximate location derived from IP)
• Device and usage data (pages viewed, feature use)
• Cookies or similar technologies on our websites (see Cookie Policy)

C. Information from providers

• Authentication and database events (e.g., Supabase)
• Payment status from Stripe
• Optional AI processing when you use extraction features (see below)

3. How we use information

• Provide, secure, and maintain the Service
• Authenticate users and enforce seats/roles/plans
• Process subscriptions and prevent fraud
• Respond to support requests
• Improve product performance and features
• Send transactional emails (invites, security, billing)
• Send product updates if you opt in (where required)
• Comply with law and enforce Terms

4. Customer Data and roles

• Customer organizations determine what vendor and business data is stored.
• We process Customer Data to provide the Service as a service provider / processor relative to that content.
• Organization Owners/Admins manage users and may access member activity within the org.

5. AI features

If you use AI document extraction:

• Relevant file content or metadata may be sent to our AI provider (e.g., OpenAI) to generate structured suggestions.
• You should avoid uploading data you are not permitted to process.
• AI outputs should be reviewed by a human before use.
• We use results to provide the feature you requested and to operate the Service—not to sell personal data.

6. Sharing

We share information with:

We do not sell your personal information.

7. International transfers

We may process data in the United States or other countries where our providers operate. Where required, we use appropriate safeguards.

8. Retention

• Account data: while the account is active and for a reasonable period afterward
• Billing records: as required for tax and accounting
• Backups: limited rolling periods
• You may request deletion subject to legal retention needs and technical limits

9. Security

We use industry-standard measures (encryption in transit, access controls, tenant isolation via application design and database policies). No method of transmission or storage is 100% secure.

10. Your choices and rights

Depending on your location, you may have rights to access, correct, delete, or export personal information, or object to certain processing. Contact us at support@quanfi.app.

We will not discriminate against you for exercising rights under applicable law.

For Customer Data stored solely for your organization, we may direct you to your org admin or process requests in cooperation with the Customer.

11. Children

The Service is not directed to children under 16 (or higher age as required). We do not knowingly collect their data.

12. Changes

We may update this Policy by posting a new version with a revised effective date.

13. Contact

QuanFi LLC

Privacy: support@quanfi.app

General: support@quanfi.app

*QuanFi VMS Privacy Policy*