1. Introduction
Cost Compass ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered IT cost analysis service.
Cost Compass is operated by App Factory, a trading name of App Factory Dev Ltd, registered in England and Wales (Company No. 16567409).
2. Information We Collect
Account Information: When you create an account or request a demo, we collect your name, email address, company name, and job title.
Organisational Data: To provide cost analysis, you may upload data from your procurement, financial, HR, CMDB, and service management systems. This may include supplier names, contract details, cost figures, employee information, and IT asset data.
Usage Data: We automatically collect information about how you interact with our service, including IP addresses, browser type, features used, and analysis queries.
Device Information: We may collect information about your device, including device type, operating system, and unique device identifiers.
3. How We Use Your Information
We use the information we collect to:
- Provide AI-powered cost analysis and relationship mapping
- Improve the accuracy of our machine learning models
- Process your transactions and manage your account
- Send you technical notices, updates, and support messages
- Respond to your questions and customer service requests
- Monitor and analyse usage patterns to improve the service
- Detect, prevent, and address technical or security issues
4. Data Processing and AI
Our AI processes your organisational data to discover relationships between entities (suppliers, contracts, services, etc.) and calculate cost breakdowns. Your data is:
- Processed in isolated environments specific to your organisation
- Never shared with other customers or used to train models that serve other customers
- Retained only as long as needed to provide the service
5. Data Retention
We retain your personal information and organisational data for as long as your account is active or as needed to provide you services. Upon account termination, you may request data export within 30 days. We will then delete your data within 90 days, except where retention is required for legal compliance.
6. Data Security
We implement robust technical and organisational measures to protect your data:
- All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
- Access controls and audit logging on all data operations
- Regular security assessments and penetration testing
- SOC 2 Type II compliance (in progress)
7. Your Rights (GDPR)
If you are in the UK or EU, you have the right to:
- Access your personal data
- Rectify inaccurate personal data
- Request erasure of your personal data
- Restrict processing of your personal data
- Data portability (receive your data in a structured format)
- Object to processing of your personal data
- Withdraw consent at any time
To exercise these rights, contact us at privacy@app-factory.dev.
8. Cookies
We use essential cookies to enable core functionality and maintain your session. We may also use analytics cookies to understand how visitors interact with our service. You can control cookies through your browser settings.
9. Third-Party Services
We may use third-party services to help operate Cost Compass:
- Cloud hosting providers (for secure data storage)
- Analytics services (for usage insights)
- Payment processors (for billing)
Each third-party service has its own privacy policy and we ensure appropriate data processing agreements are in place.
10. International Data Transfers
Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers, including Standard Contractual Clauses where required.
11. Children's Privacy
Our service is not intended for children under 16. We do not knowingly collect personal information from children under 16.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page, updating the "Last Updated" date, and for significant changes, sending you an email notification.
13. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
- Email: privacy@app-factory.dev
- Website: app-factory.dev