Privacy Policy

1. Introduction

Koutei Systems ("we", "our", "us") operates the Koutei PDF service. This Privacy Policy explains how we collect, use, and protect your information when you use our PDF and image generation platform.

2. Information We Collect

Account Information: When you sign up, we collect your email address and, if you use Google OAuth, your Google profile information (name and email). Authentication is handled by Supabase Auth.

Usage Data: We track your credit usage, API key creation, and generation history to provide the service and enforce usage limits.

Payment Information: Payment processing is handled by third-party billing providers. We do not store your credit card or bank details. The applicable provider's privacy policy governs how your payment data is processed.

Document Data: Template variables and data you submit for PDF/image generation are processed in real-time and are not stored after generation completes.

3. Third-Party Services

We use the following third-party services to operate our platform:

• Supabase — authentication and database hosting
• Vercel — frontend hosting and analytics
• Railway — backend engine hosting
• Paystack or Paddle — payment processing, depending on the checkout flow in use
• Google — OAuth authentication provider

Each of these services has its own privacy policy governing data processing.

4. How We Use Your Information

• To provide and maintain the PDF/image generation service
• To manage your account and credit balance
• To process payments and manage subscriptions
• To communicate service updates and important notices
• To prevent abuse and enforce our terms of service

5. Data Security

We implement industry-standard security measures including encrypted connections (HTTPS), secure authentication via Supabase Auth, and row-level security on database records. API keys are hashed before storage.

6. Your Rights

You may request access to, correction of, or deletion of your personal data at any time by contacting us. You may also delete your account, which will remove all associated data.

7. Data Retention

We retain your account information for as long as your account is active. If you delete your account, we will remove your personal data within 30 days, except where retention is required by law (e.g., billing records for tax purposes, which may be retained for up to 5 years).

Document data submitted for PDF/image generation is processed in real-time and is not stored after the generation request completes.

8. Cookies & Tracking Technologies

We use essential cookies required for authentication and session management. These cookies are strictly necessary for the Service to function and cannot be disabled. We do not use tracking cookies, advertising cookies, or third-party analytics cookies.

9. International Data Transfers

Your data may be processed and stored outside of South Africa by our third-party service providers (Supabase, Vercel, Railway, Paystack). These providers maintain security standards and data protection measures consistent with applicable data protection laws. By using the Service, you consent to the transfer of your information to these providers.

10. Data Breach Notification

In the event of a data breach that compromises your personal information, we will notify you and the relevant regulatory authorities as soon as reasonably possible, in accordance with applicable data protection laws.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of any material changes via email or a notice on our website.

12. Contact

For privacy-related inquiries, please contact us at privacy@kouteisystems.com.