Privacy Policy

1. Data Controller

ProcureLabs™ Pte. Ltd. (UEN: 202606070W) (“we”, “our”, “us”) is the data controller for personal data processed through this application. We are committed to protecting your privacy and handling your data in an open and transparent manner.

For any data protection inquiries, please contact our Data Protection Officer at support@procure-labs.com

2. Data We Collect

We collect and process the following categories of personal data:

• Account Information: Email address, full name, profile picture, organization name
• Usage Data: Features accessed, session duration, preferences
• Procurement Data: Spend data, supplier information, and other business data you upload
• AI Interactions: Chat messages and queries with our AI assistants
• Technical Data: IP address, browser type, device information for security and analytics

3. Legal Basis for Processing

We process your personal data under the following legal bases:

• Contract Performance: To provide our services as agreed in our terms of service
• Consent: For optional analytics, marketing communications, and AI-powered features
• Legitimate Interest: For security, fraud prevention, and service improvement
• Legal Obligation: To comply with applicable laws and regulations

4. Third-Party Data Sharing

We share data with the following third-party service providers:

5. Your Rights (GDPR)

Under the General Data Protection Regulation (GDPR), you have the following rights:

6. Data Retention

We retain your data for the following periods:

• Account Data: Until you request deletion
• Audit Logs: 7 years (regulatory compliance requirement)
• Analytics Data: 365 days
• Chat History: 90 days, or until account deletion

7. Data Security

We implement industry-standard security measures to protect your data:

• Encryption in transit (TLS 1.3) and at rest
• Row-Level Security (RLS) for multi-tenant data isolation
• Regular security audits and penetration testing
• SOC 2 Type II compliance (in progress)
• Multi-factor authentication for administrative access

8. Cookies

We use cookies and similar technologies for:

• Essential: Authentication and security (required)
• Analytics: Understanding usage patterns (optional)
• Preferences: Remembering your settings (optional)

You can manage your cookie preferences through our cookie consent banner or in Settings. For a detailed list of cookies, see our Cookie Policy.

9. International Transfers

Your data may be processed in countries outside your residence. We ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) with our service providers, to protect your data in accordance with GDPR requirements.

10. Automated Decision-Making (GDPR Article 22)

ProcureLabs uses automated processing to support procurement decisions, including:

• Fraud Detection: Automated scoring of invoices and transactions for potential fraud indicators (e.g., duplicate payments, split purchases, ghost vendors)
• Supplier Risk Scoring: Automated composite risk assessments based on financial, compliance, and performance data
• Compliance Flagging: Automated identification of potential regulatory or policy violations

Your rights regarding automated decisions:

11. Age Restriction

ProcureLabs is a business-to-business enterprise platform. Our services are not directed at, and we do not knowingly collect personal data from, individuals under the age of 18. If you are under 18, you may not use this service. If we become aware that we have collected personal data from a person under 18, we will take steps to delete that information promptly. If you believe a minor has provided us with personal data, please contact us at support@procure-labs.com.

12. Updates to This Policy

We may update this privacy policy from time to time. We will notify you of significant changes via email or through a notice in the application. Your continued use of the service after such updates constitutes acceptance of the revised policy.