Privacy Policy

1. Introduction

Reconify (“Reconify,” “we,” “our,” or “us”) operates continuous financial integrity monitoring and reconciliation software through a managed service, public API, website, and documented self-hosted deployment path. This Privacy Policy applies to the services we operate.

A self-hosted deployment does not send financial evidence to the managed Reconify service unless you configure an external integration that does so. This policy still applies when you use our website, contact support, or use another managed service.

By using the Reconify website or cloud service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We collect the following categories of information:

Account information

When you create a Reconify account, we collect your name, email address, and company name. Information submitted through a demo or support form may also include your role, company context, and the contents of your request.

Payment information

Subscription billing is handled by Paddle. Reconify does not store your full credit card number, CVV, or raw bank account details. We receive provider identifiers, subscription status, billing period, and transaction references needed to manage your subscription. Paddle processes payment details under Paddle’s Privacy Policy.

Usage and activity data

When you use the Reconify cloud platform, we collect data about your activity, including submitted monitoring events, reconstructed operations, findings, reconciliation runs, workspace settings, integration state, investigation actions, and delivery history. This data is necessary to provide the configured service.

Technical and device data

We collect standard web server logs and analytics data when you visit our website or use the platform, including:

• IP address and approximate geographic location
• Browser type and version
• Operating system
• Referring URL and pages visited
• Session duration and interaction events
• Device type and screen resolution

Support and communications

If you contact us by email or through the contact form, we retain the contents of that communication and your contact details to respond to your inquiry and improve our support.

3. How We Limit Financial Evidence

Reconify processes financial evidence to provide monitoring and reconciliation. We limit how that evidence is used:

• We do not sell your data to third parties under any circumstances.
• We do not use your financial evidence for advertising or to train machine learning models without explicit written consent.
• We use financial evidence only to provide and secure the configured service. Monitoring events and reconciliation files may contain transaction context, but Reconify does not use that evidence for an unrelated commercial purpose.
• We do not collect sensitive personal data such as Social Security numbers, government IDs, or health records as part of the core service.

4. How We Use Your Information

We use the information we collect for the following purposes:

• Service delivery: Reconstructing monitored operations, opening findings, running configured reconciliation workflows, managing workspaces, and preserving investigation history.
• Billing and account management: Processing payments, issuing invoices, handling plan changes, and enforcing subscription limits.
• Security and fraud prevention: Detecting unauthorized access, investigating anomalies, and protecting the integrity of the platform.
• Customer support: Responding to your questions and resolving issues with your account, monitoring, integrations, or reconciliation runs.
• Product improvement: Understanding how the platform is used to prioritize features and fix reliability issues.
• Legal compliance: Meeting obligations under applicable law, including responding to lawful requests from government authorities.

5. How We Share Your Information

We share personal data only in the following limited circumstances:

• Payment processors: Paddle processes all subscription payments on our behalf.
• Cloud infrastructure: We use managed hosting, database, storage, email, observability, and deployment providers to operate the managed service. The active production architecture is reviewed as those providers change.
• Analytics: We use Google Analytics on our marketing website to understand how visitors interact with our content. We use PostHog on the Reconify dashboard to understand how the product is used, track errors, and improve reliability. Analytics is configured to avoid raw financial event evidence.
• Customer feedback and support: We use Featurebase to collect product feedback, display the product roadmap, and provide in-app helpdesk support. If you submit feedback or interact with the Featurebase widget, your name, email address, and the content of your submission are shared with Featurebase. Featurebase’s data handling is governed by their privacy policy.
• Legal requirements: We may disclose information when required by law, court order, or government request, or when necessary to protect the rights and safety of Reconify, our users, or the public.
• Business transfers: If Reconify is acquired or merges with another entity, your data may be transferred as part of that transaction. We will notify you before your data is subject to a materially different privacy policy.

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

6. Data Retention

We retain personal data for as long as necessary to provide the service and comply with legal obligations:

• Active account data is retained for the duration of your subscription and for 90 days after account deletion, to allow for recovery if the deletion was unintentional.
• Customer-facing evidence history follows the active plan: 30 days for Team, one year for Business, and a policy defined by agreement for Enterprise. Security, billing, finding, delivery, and legal records may have different retention requirements.
• Billing records are retained for 7 years to comply with tax and accounting requirements.
• Anonymized analytics may be retained indefinitely in aggregated form.

You may request deletion of your personal data at any time (see Section 8). Deletion requests are processed within 30 days, subject to legal retention obligations.

7. How We Protect Your Data

Reconify applies technical and organizational security measures to the supported processing paths:

• Sensitive evidence envelopes, provider attempts, and stored integration secrets use authenticated encryption.
• Production deployment guidance requires HTTPS for browser and public API traffic.
• Access to production systems is restricted to authorized personnel only, controlled through role-based access policies and multi-factor authentication.
• Customer-facing credentials and queries are scoped to an organization.
• We maintain incident handling processes and provide notices required by applicable law or an agreement.

For a complete description of our security controls, see our Security page.

8. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete personal data.
• Deletion: Request deletion of your personal data, subject to legal retention requirements.
• Portability: Request an export of your account and supported financial evidence in a machine-readable format.
• Objection and restriction: Object to or request restriction of certain processing activities.
• Opt-out of marketing: Unsubscribe from marketing communications at any time using the link in any email we send, or by contacting us directly.

To exercise any of these rights, contact us at kolawole@reconifyhq.com. We will respond within 30 days. If you are located in the European Economic Area, you also have the right to lodge a complaint with your local supervisory authority.

9. Cookies and Tracking

We use cookies and similar tracking technologies on our website and platform:

• Essential cookies are required for the platform to function, including session authentication and CSRF protection. These cannot be disabled.
• Analytics cookies (Google Analytics) help us understand how the website is used. You can opt out by declining analytics in the website cookie notice or using browser-level controls.
• Preference cookies remember settings such as your display preferences and dismissed banners.
• Feedback and support cookies (Featurebase) are used to power the in-app feedback widget and roadmap viewer. These cookies are set when you interact with the Featurebase widget embedded in the platform or website.

We do not use cookies for advertising or cross-site behavioral tracking.

10. Children’s Privacy

Reconify is a business-to-business service not directed at children under the age of 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal information, please contact us at kolawole@reconifyhq.com and we will promptly delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. For material changes, we will provide at least 30 days’ notice by email or through a prominent notice in the platform before the change takes effect. The “Last updated” date at the top of this page reflects when the policy was most recently revised. Continued use of the service after the effective date of any changes constitutes acceptance of those changes.

12. Contact Us

If you have questions about this Privacy Policy or how your data is handled, contact us at: