Privacy Policy — EvoxOneScan

The client organization is responsible for the data it scans (the "data controller"). Evox Systems acts as the technology provider ("data processor"): we host and secure the infrastructure, and access to an organization's documents is isolated by subdomain and cannot be viewed by another organization.

Images of invoices, receipts, and other accounting documents captured via camera or imported from the device's photo library.

Data extracted from these documents: vendor name, invoice number, dates, amounts, taxes (GST/QST), currency.

Account credentials and authentication token, used to securely connect to the organization's subdomain.

Technical metadata related to document processing (status, automated analysis confidence score).

Scanned images are sent to a third-party artificial intelligence provider (OpenAI or Anthropic, depending on the organization's configuration) to automatically extract data (vendor, amounts, taxes, dates). These providers process the documents solely to produce the analysis result and do not use them to train their models as part of this integration.

Data is used exclusively for scanning, validating, and importing documents into the organization's accounting system (creating disbursements and journal entries), as well as for technical support.

Aside from the AI analysis provider mentioned above, we do not sell or share your data with third parties for advertising purposes. Data only travels between the app and the organization's secure subdomain (*.evoxsystems.cloud), hosted by Evox Systems.

Communications are encrypted (HTTPS/TLS). The session token is stored in the operating system's secure vault (Keychain on iOS, Keystore on Android).

Scanned documents and extracted data are retained for a configurable period, typically 7 years, in accordance with accounting record retention obligations applicable in Quebec.

Any request to access, correct, or delete scanned documents must be directed to the organization that submitted them, or to [email protected]. You also have the right to file a complaint with the Commission d'accès à l'information du Québec.

The app requests access to the camera and photo library solely to allow capturing or importing documents to be scanned. No other device data is collected through these permissions.

This policy may be updated from time to time. The last updated date appears at the top of the page.

For any privacy-related question: [email protected]