Privacy Policy for Inkpot

Effective Date: 2 October 2026
Last Updated: 2 October 2026

1. Introduction

This Privacy Policy explains how XhuluTechnology Solutions ("we", "us", or "our") collects, uses, processes, stores, shares, protects and deletes information when you use Inkpot.

Inkpot is a document and productivity application that provides tools for working with documents, PDF files, images, scanned files and other supported file formats.

By using Inkpot, you acknowledge the practices described in this Privacy Policy.

2. Information We Collect and Process

The information processed by Inkpot depends on the features you choose to use.

2.1 Documents and Files

Inkpot may process documents and files that you voluntarily select, upload, create, scan, convert, edit, compress, merge, split, export, download or otherwise process through the application.

This may include:

• PDF documents
• Images and photographs
• Scanned documents
• Text documents
• Office documents
• Generated documents
• Converted files
• Document metadata
• Other files selected by you

Inkpot only accesses documents or files that you select, upload, create or otherwise authorize the application to access.

2.2 Images and Photos

Certain Inkpot features may require access to images or photographs stored on your device.

This may include:

• PDF creation
• Image conversion
• Image editing
• Background removal
• Document scanning
• Image-to-document tools

2.3 Camera

Inkpot may request access to your device camera when you choose to scan a document, photograph a document or use another feature requiring image capture.

2.4 Files and Storage

Inkpot may request access to files or storage on your device so that you can:

• Select files
• Open documents
• Process documents
• Save generated documents
• Export files
• Download processed files

2.5 Information You Provide

If you contact us or request support, we may receive information such as:

• Your name
• Email address
• Support messages
• Feedback
• Technical issue reports
• Other information you voluntarily provide

3. Automatically Collected Information

Inkpot and services used to operate Inkpot may automatically process limited technical information.

This may include:

• Device type
• Operating system
• Application version
• Browser information
• Device language
• IP address
• Approximate geographic region derived from an IP address
• Crash information
• Diagnostic information
• Performance information
• Application interactions
• Feature usage
• Session information
• Advertising identifiers where applicable

4. How We Use Information

Information may be used to:

• Provide Inkpot features and services
• Process documents and files requested by you
• Create, convert, edit, compress, merge, split or export documents
• Save or download files at your request
• Maintain and improve Inkpot
• Diagnose technical problems
• Improve application stability and performance
• Provide customer support
• Respond to user inquiries
• Prevent fraud, abuse and misuse
• Protect users and our infrastructure
• Comply with applicable legal requirements
• Provide and measure advertising where applicable

5. Document and File Processing

Depending on the feature being used, document processing may occur directly on your device, through infrastructure operated by us, or through a service provider necessary to provide the requested functionality.

Where files must be transmitted for processing, they are processed only to the extent reasonably necessary to provide the feature requested by the user.

Files submitted solely for temporary processing are not intended to be permanently retained.

XhuluTechnology Solutions does not claim ownership of documents, images, photographs, text or other content merely because those items are processed through Inkpot.

6. Advertising

Inkpot may display advertisements.

Where advertising is enabled, advertising providers may process limited information required to deliver, measure, secure or personalize advertisements where permitted.

This information may include:

• Advertising identifiers
• Device information
• IP address
• Approximate location derived from an IP address
• Advertisement impressions
• Advertisement interactions
• General application usage information

Advertising providers may process information under their own privacy policies.

7. Analytics and Diagnostics

Inkpot may use analytics, diagnostic, performance-monitoring and crash-reporting services to understand application performance and identify technical problems.

We do not intend to use the contents of private user documents for advertising analytics.

8. Sharing of Information

We do not sell your private documents or personal information as a commercial database.

Information may be processed by service providers where reasonably necessary to operate Inkpot. Such services may include:

• Cloud infrastructure
• Document processing
• Image processing
• Analytics
• Crash reporting
• Advertising
• Security
• Technical infrastructure

Information may also be disclosed where required by applicable law, lawful process, a court order, or where reasonably necessary to protect users, our rights or our systems.

9. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy or as required by applicable law.

Files submitted solely for temporary processing are not intended to be retained permanently.

Information may be retained where:

• You explicitly choose to store the information
• Continued storage is necessary to provide a requested service
• Retention is necessary for fraud prevention or security
• Retention is required by applicable law

10. Account and Data Deletion

10.1 Files Stored on Your Device

Documents and files stored locally on your device can normally be deleted using Inkpot's file-management features or your device's file manager.

10.2 Data Stored by Inkpot

Where Inkpot stores personal information, uploaded files, account information, saved application data or other user-related information, you may request deletion of eligible data.

A deletion request may include:

• Account profile information
• Personal information associated with your account
• Uploaded documents stored by Inkpot
• Saved application data
• Support-related personal information
• Other eligible information associated with your use of Inkpot

10.3 Account Deletion

Where Inkpot provides user accounts, users may request permanent deletion of their Inkpot account and associated eligible personal data.

10.4 Submit an Account or Data Deletion Request

You may submit an account or data deletion request using the form below.

The request will be sent directly to contact@xhulutech.com.

10.5 What Happens After a Deletion Request

After a valid deletion request has been received, we may contact you to verify that you are authorized to request deletion of the relevant account or information.

Once verified, we will take reasonable steps to delete eligible personal information and account data associated with the request.

Information may be removed from active systems first and may temporarily remain in backups, archives, logs or other technical systems until those systems are overwritten or deleted through normal retention processes.

10.6 Information That May Be Retained

Certain information may be retained where reasonably necessary to:

• Comply with legal or regulatory obligations
• Prevent fraud, abuse or misuse
• Maintain system and application security
• Resolve disputes
• Exercise or defend legal claims
• Maintain records required by applicable law

Information retained for these purposes will be limited to what is reasonably necessary.

11. Security

XhuluTechnology Solutions takes reasonable technical and organizational measures designed to protect information processed through Inkpot.

These measures may include:

• Encrypted network connections
• Access controls
• Restricted administrative access
• Secure infrastructure
• Application security controls
• System monitoring
• Security updates

However, no electronic transmission, device, application, network or storage system can be guaranteed to be completely secure.

12. Device Permissions

Depending on the features you use, Inkpot may request access to:

• Camera
• Photos
• Images
• Media
• Files
• Storage
• Downloads

You can normally review or revoke permissions through your device settings.

13. Third-Party Services

Inkpot may use third-party services to support functionality such as:

• Advertising
• Analytics
• Crash reporting
• Cloud infrastructure
• Document processing
• Image processing
• Security

Third-party providers may process information under their respective privacy policies and terms.

14. International Data Processing

Some technology and infrastructure providers used by Inkpot may operate outside Zambia.

Where information is processed internationally, we take reasonable steps to use providers and arrangements intended to appropriately protect personal information.

15. Children's Privacy

Inkpot is a general-purpose document and productivity application and is not specifically directed at young children.

Where parental or guardian consent is required by applicable law, children should use Inkpot only with appropriate authorization or supervision.

If we become aware that personal information relating to a child has been processed contrary to applicable legal requirements, we will take reasonable steps to appropriately handle or delete that information.

16. Your Privacy Rights

Depending on applicable law and your circumstances, you may have rights including the right to:

• Request access to personal information held about you
• Request correction of inaccurate personal information
• Request deletion of eligible personal information
• Request deletion of your account where applicable
• Object to certain processing
• Request restriction of certain processing
• Withdraw consent where processing is based on consent
• Request information about how your personal information is processed
• Request data portability where applicable
• Lodge a complaint with an appropriate data protection authority

17. Zambia Data Protection

XhuluTechnology Solutions operates from Zambia and recognizes applicable obligations under Zambia's data-protection framework, including the Data Protection Act No. 3 of 2021 , where applicable.

Nothing in this Privacy Policy is intended to restrict rights available to users under applicable data-protection laws.

18. Cookies and Web Technologies

Where Inkpot is accessed through a website or web application, cookies, local storage and similar technologies may be used for:

• Essential functionality
• Security
• User preferences
• Analytics
• Performance measurement
• Advertising where applicable

19. Ownership of User Content

XhuluTechnology Solutions does not claim ownership of documents, photographs, images, text or other content you process through Inkpot merely because you use the service.

You retain any ownership rights you hold in your content.

You authorize us only to process your content to the extent reasonably necessary to provide the Inkpot functionality requested by you.

You remain responsible for ensuring that content processed through Inkpot does not violate copyright, privacy, confidentiality, intellectual property or other applicable rights.

20. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to Inkpot, our technology, service providers, practices or applicable legal requirements.

When changes are made, the Last Updated date at the top of this page will be revised.

21. Contact Us

For privacy inquiries, personal data requests, account deletion, data deletion or questions regarding this Privacy Policy, contact:

contact@xhulutech.com

22. Acceptance

By using Inkpot, you acknowledge that you have read and understood this Privacy Policy and understand how information may be handled in connection with your use of Inkpot.