1. Who this policy covers
This Privacy Policy explains how Kxmeleon Solutions ("we", "us" or "our") handles personal data when you visit or use Eaxy Office, contact support, receive a document or signature request, or otherwise interact with the service.
For account and platform data, we act as the data controller. When a customer uploads information about their clients, staff, suppliers or document recipients, that customer determines why the data is used and we generally process it on their behalf.
2. Information we collect
- Account data: name, email address, password hash, verification status and account role.
- Business and document data: business profile, logo, tax or registration details, client records, document content, templates and status history.
- Payment data: selected plan, amount, currency, payment reference and transaction status. Paystack handles card and bank-payment details; we do not store full card numbers or security codes.
- Signing data: signer name and email, consent record, timestamp, IP address, browser details and a document fingerprint.
- Communications: support requests, recipients and delivery status for emails sent through the service.
- Technical data: IP address, device and browser information, security logs, session identifiers and service diagnostics.
- AI inputs: contract instructions and draft content you choose to send to an enabled AI provider.
3. How and why we use information
We use personal data to provide and secure the service, authenticate users, create and deliver documents, process payments, fulfil signature requests, provide support, prevent fraud, maintain audit records, improve reliability and comply with legal obligations. Depending on the activity, we rely on performance of a contract, consent, compliance with law, or our legitimate interests in operating a secure and useful service.
5. International transfers
Some service providers may process data outside Nigeria. Where this occurs, we use appropriate contractual, organisational or legal safeguards and consider the protection available in the receiving location.
6. Retention
We keep account and document data while the account is active and for a reasonable period afterwards where needed for recovery, security, disputes, tax, audit or legal compliance. Payment and signing records may be retained longer because they evidence transactions and consent. We delete or anonymise information when it is no longer required, subject to backups and legal obligations.
7. Security
We use access controls, password hashing, encryption for stored provider credentials, secure sessions, upload validation, audit logging and other technical and organisational measures. No online service can guarantee absolute security. Keep your password confidential and notify us promptly if you suspect unauthorised access.
8. Your choices and rights
Subject to applicable law, you may ask to access, correct, delete, restrict or object to the processing of your personal data, request portability, withdraw consent, or complain to the Nigeria Data Protection Commission. Some requests may be limited where retention is required by law or where we process information on behalf of a customer. We may verify your identity before acting on a request.
10. Children
The service is intended for people who can enter a binding business agreement. It is not directed to children, and we do not knowingly create accounts for children without appropriate authorisation.
11. Changes and contact
We may update this policy when the service or legal requirements change. The revised date will be shown on this page. Material changes may also be communicated in the application or by email.
For privacy questions or requests, email hello@kxmeleonsolutions.com. You may also contact the Nigeria Data Protection Commission.