Privacy & Data Protection
Your Business Data Is Handled for a Business Purpose
Customers rely on SiMX to process information required for critical business operations.
Our privacy approach starts with a straightforward principle:
Customer information should be accessed and processed only when necessary to provide the services the customer has authorized.
SiMX designs its solutions and operational practices to limit unnecessary access to customer information and to provide customers with control over how their systems are deployed and integrated.
What Information Does SiMX Process?
The information processed by SiMX depends on the solution and the customer's specific business process.
Examples may include:
SiMX solutions can process searchable PDFs, scanned documents, spreadsheets, Word documents, HTML, text files, XML, JSON, images, and other business data formats.
Why Is Customer Data Processed?
Information is processed to perform services configured for the customer.
These activities may include:
Document retrieval
Data ingestion
Document classification
Data extraction
Data transformation
Data validation
Business‑rule processing
Matching
Exception management
Reporting
System integration
Data export
Application support
Troubleshooting
The exact processing activities depend on the customer's implementation.
Data Minimization
Our goal is to process the information required to perform the customer's requested workflow without unnecessarily expanding the scope of data collection.
Different solutions require different information.
A COA processing solution, for example, may require supplier, product, lot, specification, and test-result information, while an HCM solution may require information contained in payroll and employee reports.
SiMX works with customers during implementation to identify the information needed for the automated process.
Access to Customer Information
Access to customer data is limited to authorized users, systems, and personnel that require access for legitimate operational purposes.
SiMX personnel may need access when performing activities such as:
Access requirements depend on whether the solution is SiMX-hosted or customer-hosted.
Customer-Hosted Data
Organizations with strict internal data-control requirements can deploy supported SiMX solutions within their own infrastructure.
In a customer-hosted environment, the customer controls the underlying servers, networks, databases, security policies, access mechanisms, backup infrastructure, and other environment-level controls.
This model can be particularly useful for organizations with internal requirements governing data location or infrastructure control.
SiMX-Hosted Data
For customers selecting a managed SiMX environment, SiMX manages the infrastructure required to operate the solution.
Operational safeguards include controlled system access, monitoring, backup procedures, application maintenance, and other measures appropriate to the hosted environment.
Customers should discuss specific hosting, retention, security, and data-location requirements with SiMX as part of their implementation.
Sharing Data With Other Systems
Many SiMX solutions are specifically designed to move validated information between enterprise systems.
At the customer's direction, information may therefore be transferred to systems such as:
These integrations are configured as part of the customer's authorized business process.
Data Retention
Retention requirements vary significantly among customers and applications.
Factors may include:
Retention expectations should therefore be established as part of the applicable solution configuration or customer agreement rather than assumed to be identical across all SiMX implementations.
Data Accuracy and Validation
Privacy and data protection also depend on maintaining the integrity of the information being processed.
SiMX solutions can incorporate validation, business rules, cross-referencing, matching, and exception handling to identify information requiring review.
For applications such as Certificate of Analysis processing, extracted information can be validated against product specifications so discrepancies can be identified before data is transmitted downstream.
Data and Artificial Intelligence
Some SiMX solutions may use AI-assisted technologies as part of configuration or data-processing workflows.
AI use depends on the particular product, implementation architecture, customer requirements, and approved processing model.
SiMX recognizes that organizations may impose restrictions on:
Transmission of confidential information to AI services
Use of third‑party AI providers
Data residency
Data retention by AI providers
Use of AI in production workflows
These requirements should be addressed during implementation.
Website Privacy vs. Customer Data
Information processed through SiMX enterprise solutions is different from information collected through the public SiMX website.
The legal terms governing website visitors and website-related information should be addressed separately in the SiMX Privacy Policy. This Trust Center page is intended primarily to explain SiMX's approach to protecting information processed while delivering enterprise software and automation services.
Questions About Privacy?
SiMX works with customers completing privacy reviews and vendor assessments.