Privacy Policy

01. Who we are

OWIONE ("OWIONE", "we", "us") is the Operations Intelligence Manager for SMEs — a platform that keeps your business audit-ready by managing compliance, documents, tenders, and actions in one place. This policy explains what information we collect when you use OWIONE, why we collect it, and the choices you have.

02. Information we collect

We collect information in three broad categories:

• Account & company information — your name, work email, password (stored as a salted hash, never in plain text), job role, and details about your company such as registration number, industry, and size.
• Content you upload — compliance certificates, insurance documents, licences, tender submissions, and any other files or records you add to your workspace.
• Usage & device data — pages you visit, actions you take within the app, browser and device type, and IP address, collected automatically to keep the product secure and reliable.

03. How we use your information

We use the information above to:

• Provide the core service — surface compliance status, expiring documents, tender deadlines, and action items in your workspace.
• Operate the AI extraction engine — structure the evidence found in documents you upload so it can be applied to your compliance record.
• Communicate with you — service notices, renewal reminders, and (only if you opt in) product updates.
• Maintain security — detect and prevent unauthorised access, fraud, or misuse of the platform.
• Improve the product — understand which features are used and where the experience breaks down, using aggregated and anonymised data wherever possible.

04. How AI processes your documents

OWIONE's AI engine reads documents you upload and structures the evidence they contain, this is what makes fields like expiry dates and certification status appear in your workspace automatically. Clear, unambiguous evidence is applied to your compliance record without a person needing to review it. Anything uncertain, conflicting, or high-impact is queued for a human on your team to review before it changes your record. The rule engine, not the AI model, always makes the final compliance determination. You can review, correct, or override any AI-extracted field at any time.

05. Who we share information with

We do not sell your data. We share information only with:

• Infrastructure providers who host the platform and process data on our behalf under contract (for example, cloud hosting and authentication providers), bound to use it solely to deliver the service to you.
• Other members of your company workspace, according to the role and permissions your company owner assigns them.
• Authorities, only where we are legally required to disclose information, or to protect the rights, property, or safety of OWIONE, our users, or the public.

06. Data retention

We retain your account and company data for as long as your workspace is active. If you close your account, we retain data only as long as necessary to meet legal, accounting, or regulatory obligations, then delete or anonymise it. You can request deletion of your data sooner by contacting us — see "Contact us" below.

07. Security

We use industry-standard safeguards to protect your information, including encryption in transit and at rest, role-based access controls, and authentication through a managed identity provider. No system is perfectly secure, but we work continuously to protect your data and will notify you promptly if we become aware of a breach affecting your account.

08. Your rights

Depending on where you're based, you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Request deletion of your data, subject to our legal retention obligations.
• Export your data in a portable format.
• Object to or restrict certain processing.

09. Cookies

We use essential cookies to keep you signed in and to remember your workspace preferences. We do not use third-party advertising cookies. You can control cookies through your browser settings, though disabling essential cookies will affect your ability to use the platform.

10. Changes to this policy

We may update this policy as OWIONE evolves. If we make material changes, we'll notify account owners by email before the changes take effect.

11. Contact us

Questions about this policy or your data? Reach us at hello@owione.com or through the Contact page.