Privacy Policy
Last updated: 1 August 2026 · Contact: privacy@refstamp.com
1. Who we are
RefStamp provides software to generate verifiable document reference numbers and QR authentication stamps inside Microsoft Word. The data controller is Onyx Blu Service, 4 Boriowo Close, Unity Estate, Lagos, Nigeria. For any privacy question, or to exercise your rights, contact privacy@refstamp.com.
2. What personal data we process
| Data | Purpose | Lawful basis |
|---|---|---|
| Account email | Login, account identity, service communications | Contract |
| Password (stored only as a scrypt hash) | Authentication | Contract |
| Organization name | Tenant identity; may appear on generated stamps | Contract |
| Payment identifiers (via Paystack) | Billing for paid plans | Contract; legal obligation |
| Reference metadata (issuer name, document title) | Audit trail; public verification of issued references | Legitimate interest |
| Invited member email | Sending team invitations | Legitimate interest |
| Operational logs (account/org identifiers, error details) | Security, reliability, abuse prevention | Legitimate interest |
We do not process special-category data, and we do not knowingly collect data from children. Our error and performance logs are designed to exclude the contents of your requests. Your documents are not uploaded to us — the add-in inserts a reference and QR image into the document on your device. Optional integrity checking stores only a one-way hash of the text, which cannot be reversed into the document.
3. Cookies
We use only strictly-necessary cookies to keep you signed in and protect your session. We do not use analytics, advertising or tracking cookies. See our Cookie Policy.
4. Who we share data with
We use a small number of sub-processors to run the service: Neon (database hosting, EU region), Render (application hosting), Paystack (payment processing), Resend (transactional email), and Telegram / UptimeRobot (operational alerting and uptime monitoring). We do not sell personal data.
5. International transfers
Where a sub-processor stores data outside your region, we rely on an appropriate transfer mechanism (such as Standard Contractual Clauses or an adequacy decision). Our primary database is hosted in the EU (eu-central-1).
6. How long we keep it
- Account data: for the life of the account, then deleted within 30 days.
- Payment records: as required by applicable tax and accounting law.
- Operational logs: 90 days.
- Invitations: until accepted or expired, then removed.
- Issued reference records: retained so recipients can continue to verify documents. On account erasure they are anonymised (personal fields removed) rather than deleted, so verification links keep working.
7. Your rights
Subject to applicable law you have the right to access, rectify, erase, restrict, object to, and port your personal data, and to lodge a complaint with a supervisory authority. You can export your data and delete your account directly in the app (Account & Privacy), or contact privacy@refstamp.com. We respond within the statutory timeframe (generally one month).
8. Security
Passwords are stored only as salted scrypt hashes; traffic is encrypted in transit; access is scoped per organization; and we apply rate limiting, security headers and continuous monitoring. No system is perfectly secure, but we take reasonable technical and organizational measures.
9. Changes
We will post any changes to this policy here and update the date above. Material changes will be notified as required by law.