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ItemScale

Privacy

Your data stays yours.

What we collect, why, where it is hosted, how long it is kept — and how to take it all back if you leave.

This document is a working draft prepared with the product team. It must be reviewed and approved by legal counsel, and completed with the publisher's company details, before going into production. The French version is the one that governs.

01Who processes your data

The ItemScale platform is published and operated from Cameroon. For any question about your personal data, write to contact@itemscale.com.

Two roles coexist on the platform. For your equipment data and your colleagues' accounts, your organisation is the controller and ItemScale acts as processor. For the website and billing data, ItemScale is the controller.

02What we collect

We collect only what the service needs in order to work:

  • Account: name, email address, hashed password, role, organisation.
  • Inventory: the asset attributes you enter, photos, attached documents, and the history of movements and interventions.
  • Technical log: date and time of sign-in, IP address, device type and actions taken, for security and audit purposes.
  • Billing: company name, plan subscribed, payment history. No complete bank details are stored on our servers — they travel encrypted through our payment providers.
  • Website: the content of contact forms and aggregate audience measurement, with no advertising profiling.

03Purposes and legal bases

Your data is used to provide the service you subscribed to (performance of the contract), to secure access and trace sensitive actions (legitimate interest and security obligation), to issue invoices and meet our accounting obligations (legal obligation), and to tell you about a change to the service (legitimate interest, with the option to unsubscribe at any time).

We never use the contents of your inventory for commercial or advertising purposes, or to train models, and we sell it to nobody.

04Hosting and processors

The service relies on a deliberately small number of providers, each covered by a processing agreement:

  • A PostgreSQL database and file storage, to host your inventory and your documents.
  • Our payment provider, K-Pay, to collect subscriptions.
  • A transactional email service for invoices, invitations and alerts.
  • A delivery network and application protection for service availability.
  • An error monitoring tool, fed by technical logs with no business content.

05Installing on your own server

If your organisation opts for an instance installed on its own premises, your inventory data lives on your hardware. ItemScale accesses it only for maintenance, through a secure tunnel, at your request or under the terms of the maintenance agreement, and every intervention is logged.

06How long we keep it

Your inventory data is kept for as long as your account is active. On termination, we provide a complete extract, and the data is then deleted from our active systems within thirty days.

Accounting records are kept for the period required by applicable regulation. Messages received through the contact form are kept for three years from the last exchange.

07Security

Exchanges are encrypted in transit (TLS) and sensitive data is encrypted at rest. Passwords are stored as irreversible hashes. Sign-in attempts are rate-limited to contain repeated-guess attacks, and each organisation has a data space isolated at database level.

In the event of a data breach likely to create a risk for the people concerned, we inform the affected organisations and the competent authorities as soon as possible.

08Your rights

You have the right to access, rectify, erase, restrict and object, as well as the right to portability of your data. Most of these rights are exercised directly from the application: editing your profile, exporting your data, deleting a record.

For anything else, write to contact@itemscale.com. We answer within thirty days. If your data is managed by your employer inside their ItemScale space, please contact your organisation's administrator first.

09Cookies

The website uses no advertising cookie and no third-party tracker for profiling. Only the cookies strictly necessary for it to work are set, along with a session cookie to keep you signed in to the application. A session cookie, devise, remembers whether prices are shown in CFA francs or in dollars according to the country you browse from; it carries no identifier.

10Changes

This policy may change with the service. Any substantial change is announced by email to the administrators of customer organisations at least thirty days before it takes effect.

This document is a translation. In the event of any discrepancy, the French version prevails.