1. Who we are
Axiometra Ltd is the controller for personal data processed through AxioExtract. We are registered in Scotland under company number SC892597, with our registered office at 3 Prospect Place, Westhill, Aberdeenshire, AB32 6SY. Our VAT number is GB522727107. You can contact us about data protection at contact@axiometra.com.
2. What personal data we collect
We collect and process the following categories of personal data:
- Identity and contact data: your name, email address, company name and the workspace you belong to.
- Account and authentication data: password hashes, authentication session tokens, two-factor authentication status, and audit records of sign-in activity.
- Usage data: documents you upload, extraction jobs you run, credit purchases and consumption, member roles, workspace activity logs, and technical data such as browser type and IP address.
- Communication data: emails or support messages you send us, including any feedback or feature requests.
3. How we use your personal data
We use personal data to:
- provide, operate and maintain the Service;
- authenticate you and manage your account and workspace membership;
- process credit purchases, consumption and refunds;
- improve the Service, diagnose faults and monitor security;
- comply with legal obligations and enforce our terms; and
- respond to your enquiries and exercise your data rights.
4. Lawful basis for processing
We rely on the following lawful bases under UK data protection law:
- Contract: to run your account, deliver extractions and process credits.
- Legitimate interests: for service improvement, security, fraud prevention and enforcing our terms.
- Consent: where required for non-essential cookies or analytics.
- Legal obligation: where we are required to process data by law, for example for tax and accounting records.
5. Data retention
We keep your account data for as long as your account is active. After closure, some data is retained for a reasonable period to comply with legal obligations, resolve disputes and enforce our terms. The table below summarises the main retention periods.
| Category | Retention |
|---|---|
| Uploaded documents and extraction outputs | Until deleted by you, or until the workspace retention period set by the workspace owner/admin expires. |
| Credit purchases and ledger entries | Up to 7 years after the transaction to comply with UK tax and accounting law. |
| Workspace activity logs | Up to 3 years after the event, then automatically deleted. |
| Authentication and security logs | Up to 1 year after the event, then automatically deleted. |
| Closed account profile data | 90 days after account deletion, unless a longer period is required by law. |
6. Recipients and sub-processors
We use carefully selected service providers to host, secure and operate AxioExtract. These include our managed backend infrastructure provider, AI model providers that process document images and text, email delivery providers, and payment processors. A current list of these providers, including their function and location, is available on request from our contact page.
Sub-processors only receive the personal data necessary to perform their function and are contractually bound to keep it confidential and secure. We do not sell personal data.
7. International transfers
Some sub-processors store or process data outside the UK and the European Economic Area. Where this happens, we ensure appropriate safeguards are in place, such as UK-approved Standard Contractual Clauses or equivalent measures.
8. Automated decision-making
We do not make decisions about you that produce legal or similarly significant effects solely by automated means.
9. Your rights
Under UK data protection law, you have the right to:
- access the personal data we hold about you;
- rectify inaccurate or incomplete data;
- erase your personal data in certain circumstances;
- restrict or object to processing;
- receive your data in a portable, machine-readable format; and
- withdraw consent where processing is based on consent.
You can exercise many of these rights directly from Settings → Privacy & data. Alternatively, contact us at contact@axiometra.com. We will respond to requests within one calendar month.
If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner's Office (ICO). The ICO can be contacted at ico.org.uk or by telephone on 0303 123 1113.
10. Personal data in uploaded documents
You may upload documents that contain personal data about third parties (for example employee names, supplier contacts or customer details). When you do this, you are responsible for ensuring you have a lawful basis for the upload and for responding to any data subject requests that relate to those individuals. We act as a processor for that data and process it only to provide the Service, in line with our Data Processing Addendum.
11. Security
We use industry-standard technical and organisational measures to protect personal data, including encryption in transit, access controls, row-level security in the database, and two-factor authentication. See our Security page for further details.
12. Cookies
We use a small number of cookies and similar technologies to keep you signed in, remember your preferences and — only with your consent — collect anonymous usage statistics. See our Cookies page for details and to manage your choice.
13. Data breaches
In the unlikely event of a personal data breach, we will notify affected users and the ICO without undue delay, and in any case within the time limits required by UK GDPR, where the breach is likely to result in a risk to your rights and freedoms.
14. Changes to this notice
We may update this Privacy Notice from time to time. We will notify you of material changes through the Service or by email. Continued use of the Service after an update confirms your acceptance of the revised notice.