Privacy policy
This policy explains what Definite collects, why we collect it, and how we handle information belonging to you and to your institution.
Who we are
Definite provides software that checks a financial institution's books against published regulatory rulebooks and assembles the resulting filings. Where we handle data belonging to your institution, we act as a processor on your instructions.
What we collect
- Account information. Name, work email, job title, and the institution you represent.
- Institution data. Ledger, subledger, loan, deposit, and payroll extracts that you connect, plus filings published by regulators.
- Usage data. Pages viewed, features used, and diagnostic logs, used to operate and improve the service.
How we use it
- To run the checks, produce exceptions, and assemble the filings you ask us to produce.
- To maintain the evidence record behind every figure we report.
- To support your team, investigate issues, and keep the service secure and available.
- To send product updates where you have asked to receive them.
Institution data
Data your institution connects is used only to deliver the service to that institution. We do not sell it, we do not share it with other customers, and we do not use it to train models that serve anyone else.
Connections are read-only. Definite cannot post entries, amend records, or initiate payments in your systems.
Sharing
- Service providers. Infrastructure, hosting, and support vendors bound by contract to protect the data.
- Legal. Where we are required to disclose by law or valid legal process.
- Corporate transactions. If the business is acquired, subject to this policy continuing to apply.
Retention
Institution data and the evidence record are retained for as long as your agreement is in force, and afterwards for the period you specify so that filings remain defensible during examination. You can ask us to delete data sooner where no legal or contractual obligation requires us to keep it.
Security
Our controls are described on the security page. No system is perfect, but we design so that a gap fails visibly rather than silently.
Your rights
Depending on where you are, you may have rights to access, correct, export, or delete personal information we hold about you, and to object to certain processing. Where we process data on behalf of your institution, we will direct such requests to them.
Contact
Questions about this policy can go to mazin@usedefinite.com.