Privacy policy

1. What this covers

OctaGems is inventory, job work, memo, invoicing and payments software for diamond, jewelry and watch businesses. This policy covers octagems.com, the OctaGems web app and the OctaGems Android app.

2. Information we collect

Information you give us

• Account details: your name, email address, company name and the sign-in details you use.
• Business records: the inventory, customers, vendors, memos, job orders, purchase orders, invoices, payments and notes you or your team enter.
• Photos, videos and files: what you upload or take with your camera and attach to records.
• Audio: if you use a feature that uses the microphone, the audio you record while using it.
• Messages to us: what you send when you contact us.

Information collected automatically

• Technical data: when you use the Services, our servers receive information such as your IP address, device and browser type, and the date and time of each request.
• Notification token: if you allow notifications, an identifier that lets us send them to your device.
• Browser storage: the web app uses cookies or similar storage to keep you signed in and remember your settings.

3. Android app permissions

The Android app may ask for these permissions:

Android asks for your permission before the app can use the camera or microphone, or send notifications. You can turn any of them off at any time in your phone's settings. Only the feature that needs that permission stops working.

4. How we use information

• To provide the Services: store your records, show them to your team and run the features you use.
• To create and secure your account.
• To send notifications you have allowed and messages about your account.
• To answer your questions and support requests.
• To fix problems and improve the Services.
• To meet legal obligations and enforce our terms.

We do not use your business records, photos, files or audio for advertising.

5. How we share information

We do not sell personal information. We share it only in these cases:

• Within your company: records you enter are visible to other users in your company account, according to the roles your administrator sets.
• Service providers: companies that help us run the Services, such as hosting and file storage. They may use the information only to provide their service to us.
• People you send documents to: when you send a memo, invoice or other document, it goes to the recipient you choose.
• Legal reasons: when the law requires it, or to protect the rights, safety or property of our users, the public or us.
• Business transfers: if OctaGems is part of a merger, acquisition or sale of assets, information may transfer as part of it, and this policy will still apply to it.

6. Business data you store with us

The records your business keeps in OctaGems, including details about your own customers and vendors, belong to your business. We process them on your behalf to provide the Services. If your information is held by one of our customers and you want to see or delete it, please contact that business, and we will help them respond.

7. Keeping and deleting information

We keep your account and business records while your account is active. When you delete your account, we delete your information, except where the law requires us to keep certain records. See Delete your account for how to do this.

8. Security

We take reasonable steps to protect your information. Each business's data is kept separate, and access inside a company account is controlled by the roles its administrator sets. No system is completely secure, so please use a strong password and contact support@octagems.com right away if you think your account has been used without your permission.

9. Your choices and rights

• You can see and update your account details in the app.
• You can turn off camera, microphone and notification permissions in your phone's settings.
• You can delete your account at any time. See Delete your account.
• You can ask us for a copy of your personal information by emailing support@octagems.com.

10. US state privacy rights

Depending on where you live, including California, Colorado, Connecticut, Virginia, Utah and Texas, you may have the right to know what personal information we hold about you, get a copy of it, correct it, delete it, and opt out of its sale or use for targeted advertising. We do not sell personal information or use it for targeted advertising. We will not treat you differently for using these rights.

To make a request, email support@octagems.com from the address on your account. We will confirm it is you before we act, and respond within the time the law requires. If we decline your request, you can appeal by replying to our decision.

11. Children

The Services are made for businesses and are not directed at children. We do not knowingly collect personal information from children under 13. If you believe a child has given us information, contact support@octagems.com and we will delete it.

12. Changes to this policy

If we change this policy, we will update the effective date at the top. If the changes are significant, we will tell you in the app or by email.

13. Contact us

Questions about this policy or your information: support@octagems.com