1. Introduction
Axis Digital ("we", "our", "us") operates the store management platform at axisdigital.ai and axis.wildbirdscolorado.com (the "Service"). This Privacy Policy describes how we collect, use, store, and protect your information when you use our Service.
2. Information We Collect
Account Information: When you create an account, we collect your name, email address, role, and store assignments.
Business Data: Through your use of the Service, we process business data including:
- Sales transactions and line item data (imported from ERPLY)
- Inventory counts and product information
- Employee schedules and labor hours
- Banking statements and cash flow records
- Supplier orders and pricing data
Third-Party Integrations: When you connect third-party services such as QuickBooks Online, we access data as authorized during the connection process. For QuickBooks Online, this includes:
- Company information (name, address)
- Chart of accounts and account balances
- Journal entries for reconciliation purposes
We only access the data necessary to provide the features you use. We store OAuth tokens in encrypted form and never store your QuickBooks Online login credentials.
Usage Data: We collect login timestamps, session information, and feature usage for security and service improvement purposes.
3. How We Use Your Information
We use your information to:
- Provide and operate the Service, including dashboards, reports, and alerts
- Perform sales reconciliation between your point-of-sale system and accounting software
- Generate inventory analysis, low stock alerts, and ordering recommendations
- Process banking statements and manage cash flow forecasts
- Send system notifications (scheduling changes, alert thresholds, etc.)
- Maintain security, detect fraud, and troubleshoot issues
4. Data Storage and Security
Your data is stored on secure servers hosted by DigitalOcean. We implement the following security measures:
- All data transmitted over HTTPS/TLS encryption
- Database credentials and API tokens stored with AES encryption
- Role-based access control limiting data visibility to authorized users and stores
- OAuth 2.0 with CSRF protection for third-party integrations
- Regular security audits and vulnerability assessments
Files containing personally identifiable information (such as banking statements) are stored in private cloud storage and accessed only via time-limited presigned URLs.
5. Data Sharing
We do not sell, rent, or trade your personal or business data to any third party.
We may share data only in these limited circumstances:
- Service Providers: Infrastructure providers (DigitalOcean, Google Cloud) that host and operate the Service, bound by confidentiality agreements
- Third-Party Integrations: Data is sent to services you explicitly connect (e.g., QuickBooks Online), only as needed to perform the integration
- Legal Requirements: If required by law, subpoena, or legal process
6. Third-Party Integrations
The Service integrates with third-party platforms including ERPLY, QuickBooks Online, and Wild Birds Unlimited systems. When you connect these services:
- You authorize the specific data access during the connection process
- You can disconnect at any time, which revokes our access
- We store only the data necessary to provide the features you use
- Each third-party service has its own privacy policy governing their handling of your data
7. Data Retention
We retain your data for as long as your account is active. Specifically:
- Account data is retained until you request deletion
- Business data (sales, inventory, etc.) is retained for historical reporting purposes
- Uploaded files (reports, statements) are automatically purged after 30 days; processed data remains
- OAuth tokens for disconnected integrations are immediately invalidated and deleted
Upon account termination, we will delete or anonymize your data within 90 days, except where retention is required by law.
8. Your Rights
You have the right to:
- Access: Request a copy of the data we hold about you
- Correction: Request correction of inaccurate data
- Deletion: Request deletion of your account and associated data
- Disconnect: Revoke access to any connected third-party service at any time
- Export: Request an export of your business data in a standard format
To exercise any of these rights, contact us at contact@axisdigital.ai.
9. Cookies and Tracking
The Service uses session cookies for authentication and maintaining your login state. We do not use third-party advertising trackers or sell data to advertisers. We may use analytics to understand feature usage and improve the Service.
10. Children's Privacy
The Service is designed for business use and is not directed at individuals under 18. We do not knowingly collect personal information from children.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify active users of material changes via email or in-app notification. The "Last updated" date at the top reflects the most recent revision.
12. Contact
For questions about this Privacy Policy or your data, contact us at:
Axis Digital
Email: contact@axisdigital.ai