Privacy Policy

1. Introduction

Exceedity BI ("we", "our", or "the Service") is a business intelligence platform operated by Exceedity Ltd. This Privacy Policy explains how we collect, use, store, and protect your data when you use our Service at bi.exceedity.com.

By using Exceedity BI, you agree to the collection and use of information in accordance with this policy. We are committed to protecting your privacy and handling your data transparently.

2. Data We Collect

2.1 Account Information

When you create an account, we collect:

• Email address (for authentication and notifications)
• Organization name and settings
• Team member information (names, email addresses, roles)

2.2 Integration Data

To provide our business intelligence services, we connect to third-party platforms you authorize. The data we access depends on which integrations you enable:

Google Services (Google Ads, Google Analytics 4)

We access the following Google user data exclusively to display your advertising metrics and website analytics within the Exceedity BI dashboard:

• Google Ads: Daily advertising spend, impressions, clicks, and conversions
• Google Analytics 4: Website session counts

We do not access personal information about your customers, remarketing lists, audience data, or any data beyond the aggregate metrics listed above.

Microsoft Advertising

• Daily advertising spend, impressions, clicks, and conversions

Meta (Facebook) Ads

• Daily advertising spend from your ad accounts

Shopify

• Order data: net sales, order counts, refunds
• Product costs (for gross profit calculation)
• Customer counts (new vs returning, aggregated)

Etsy

• Receipt/order totals and counts

AWIN

• Affiliate transaction data: commissions and network fees

Klaviyo

• Email send counts (for cost calculation based on your billing settings)

Custom Channels (Make.com Integration)

For data sources not covered by our built-in integrations, you can create custom channels and send data via Make.com (or any automation tool) using our API:

• Custom revenue channels: Daily sales figures from additional sales platforms
• Custom marketing channels: Daily advertising spend from additional ad platforms

Data sent to custom channels is stored and processed identically to data from built-in integrations.

3. How We Use Your Data

We use the data we collect solely to provide and improve the Exceedity BI service. Specifically, we use your data to:

• Display business metrics and analytics on your dashboard
• Calculate key performance indicators (KPIs) such as Cost of Sale (COS%), Customer Acquisition Cost (CAC), and Average Order Value (AOV)
• Generate daily summary reports sent via WhatsApp (if you enable notifications)
• Authenticate your access to the Service
• Send important service-related communications

3.1 What We Do NOT Do With Your Data

We explicitly do not:

• Sell, rent, or transfer your data to third parties
• Share your data with advertising platforms, data brokers, or information resellers
• Use your data for advertising purposes, including retargeting or personalized ads
• Use your data to determine creditworthiness or for lending purposes
• Use your data for surveillance or monitoring purposes
• Access data beyond what is necessary to provide the Service
• Use your data to train generalised, shared, or third-party AI or machine-learning models without your explicit, separate consent
• Send your data to third-party AI platforms, advertising systems, or automated decision-making that produces legal or similarly significant effects

3.2 AI-Assisted Analytics (Cortex)

Exceedity BI includes Cortex, Exceedity's own ecommerce analytics assistant. When you ask Cortex a question (in the dashboard chat or, where enabled, via WhatsApp), Cortex processes your question together with the relevant metrics from your account to generate an answer. Cortex runs on AI models hosted on Exceedity-controlled infrastructure in the European Union; your data is not sent to any third-party AI provider to produce your answer.

We use this processing solely to answer the question you asked. We do not use your data to train generalised, shared, or third-party AI models, and we do not use it for advertising or profiling. Cortex's answers are grounded in your own measured data and an expert-reviewed knowledge base.

4. Data Storage and Security

4.1 Where We Store Data

Your data is stored securely in cloud infrastructure provided by Supabase (database) and hosted on servers located in the European Union. We retain integration credentials (API keys, OAuth tokens) in encrypted form.

4.2 Security Measures

We protect your data through:

• Encryption in transit (HTTPS/TLS) for all data transfers
• Row-level security (RLS) policies ensuring users can only access their own organization's data
• Secure OAuth 2.0 authentication for third-party integrations
• Regular security updates and monitoring
• Access controls limiting data access to authorized team members only

5. Data Retention and Deletion

5.1 Retention Period

We retain your integration data (daily metrics, order summaries) for as long as your account is active and you maintain the integration connection. Historical data is kept to provide trend analysis and period comparisons within the dashboard.

5.2 Disconnecting Integrations

You can disconnect any integration at any time through Settings > Integrations. When you disconnect an integration:

• We immediately delete the stored credentials (API keys, OAuth tokens)
• We stop syncing new data from that platform
• Previously synced historical data is retained unless you request deletion

5.3 Account Deletion

You may request complete deletion of your account and all associated data by contacting us. Upon receiving a deletion request, we will:

• Delete all your organization's data within 30 days
• Revoke all OAuth tokens and delete stored credentials immediately
• Remove all user accounts associated with your organization
• Confirm deletion via email once complete

6. Data Sharing

We do not share your data with third parties except in the following limited circumstances:

• Service Providers: We use Supabase for database hosting and Twilio for WhatsApp notifications. These providers process data on our behalf under strict contractual obligations.
• Legal Requirements: We may disclose data if required by law, court order, or governmental authority.
• With Your Consent: We will share data with third parties only if you explicitly authorize us to do so.

7. Your Rights

Under applicable data protection laws (including GDPR), you have the right to:

• Access: Request a copy of the data we hold about you
• Rectification: Request correction of inaccurate data
• Erasure: Request deletion of your data
• Portability: Request your data in a machine-readable format
• Withdraw Consent: Disconnect integrations or close your account at any time
• Object: Object to certain processing of your data

To exercise these rights, contact us.

8. Cookies and Tracking

Exceedity BI uses only essential cookies required for authentication and session management. We do not use:

• Advertising or tracking cookies
• Third-party analytics services that track individual users
• Cross-site tracking technologies

9. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes to how we handle your data, we will notify you via email or through a prominent notice on the Service before the changes take effect.

We encourage you to review this page periodically for the latest information on our privacy practices.

10. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us.

• Company: Exceedity Ltd (Company No. 14683104)
• Registered Address: