Privacy Policy

This policy explains what personal data Ipcosys collects, why we collect it, and the choices you have. It covers visitors to this website and people who use an Ipcosys workspace, including requesters, approvers, buyers, stores staff, finance users and vendor contacts.

1. Data we collect on this website

• Details you submit in the sign up and contact forms: name, work email, company, designation, industry, purchase order volume, current systems and your message.
• Basic technical data needed to run the site and protect forms from abuse, such as IP address, browser type and a session cookie used for the form check.

2. Data processed inside a workspace

When your company uses Ipcosys, we process data on its behalf to run the service. This includes user names, work emails and roles; purchase requests, orders, goods receipts and invoices; vendor details such as contact names, GSTIN, PAN, bank account details and MSME status; and the audit trail of approvals and decisions.

For workspace data, your company decides what is collected and why. We act on its instructions and do not use that data for any other purpose.

3. How we use data

• To create workspaces, send login credentials and respond to enquiries.
• To read invoices, match them against orders and receipts, and show variances to the right people.
• To keep the service secure, prevent misuse and investigate problems.
• To send service messages such as approval reminders, payment run notices and account notices.

Invoices and documents in your workspace are not used to train AI models for other customers.

4. Sharing

We do not sell personal data. We share it only with service providers who help us run Ipcosys, such as hosting, email delivery and document processing, under contracts that require them to protect it, and where the law requires us to.

5. Security

Data is encrypted in transit and at rest. Access inside a workspace is controlled by role, and access by our staff is limited to what is needed to support you. More detail is on our security page.

6. Retention

Enquiry data is kept for as long as needed to respond and follow up. Workspace data is kept for the length of the subscription and for a limited period afterwards to allow export, unless your company asks us to delete it sooner or the law requires longer retention of financial records.

7. Your rights

You can ask to access, correct or delete your personal data, or withdraw consent where processing is based on consent. If your data is held in a company workspace, we will pass your request to that company and help them respond.

8. Cookies

This website uses a session cookie for the form check and no advertising cookies. You can block cookies in your browser, but the sign up and contact forms need the session cookie to work.

9. Changes and contact

We may update this policy as the service changes, and will post the new version here. For privacy questions or requests, reach us through the contact page.