Privacy & Cookies Policy – VoxelWiz.ai

1. Information We Collect

Welcome to VoxelWiz.ai (“VoxelWiz,” “we,” “our,” or “us”). This Privacy & Cookies Policy explains how we collect, use, share, and safeguard your personal information when you use our website, applications, and services (collectively, the “Services”).

We are committed to protecting your privacy and ensuring compliance with:

• The General Data Protection Regulation (UK GDPR)
• The Data Protection Act 2018
• The Privacy and Electronic Communications Regulations (PECR)

This Policy applies to all individuals located in the United Kingdom who interact with VoxelWiz.ai, whether as a visitor, registered user, customer, or partner.

By using our Services, you acknowledge that you have read and understood this Privacy & Cookies Policy.

2. Personal Information We Collect

We collect different types of personal information depending on how you interact with our Services.

2.1 Information You Provide Directly

• Account information: Name, email address, username, and password.
• Billing details: Payment method, billing address, VAT number (if applicable).
• Support requests: Any communications you send to our support team.
• Preferences: Marketing subscriptions, notification settings, feature choices.

2.2 Information Collected Automatically

When you interact with our Services, we automatically collect:

• Device information: IP address, operating system, device identifiers.
• Usage activity: Pages visited, features used, time spent on the platform.
• Log files: Technical logs for error tracking and fraud prevention.
• Cookies and similar technologies: Explained in Section 5.

2.3 Information from Third Parties

We may receive data about you from trusted sources:

• Marketing platforms: To understand engagement and campaign effectiveness.
• Payment processors: Confirmation of successful transactions.
• Business partners: Lead generation or referral partners.

2.4 Payment Information

We do not store card details. All payment transactions are processed securely through PCI-DSS compliant third-party payment providers.

3. How We Use Personal Information

We process personal information only where we have a valid legal basis. Typical uses include:

• To provide services: Account management, feature delivery, technical support.
• To process payments: Handling subscriptions, VAT invoicing, and renewals.
• To improve our platform: Analytics, feature testing, and usability studies.
• To communicate: Sending service updates, billing notices, and support responses.
• For marketing: With your consent, we send newsletters, offers, and updates.
• To ensure security: Detecting fraud, abuse, or technical issues.
• Legal compliance: Meeting tax, accounting, and regulatory obligations.

4. Legal Bases for Processing (UK GDPR)

Under the UK GDPR, we rely on the following lawful bases:

• Consent (Article 6(1)(a)) – e.g., marketing emails or non-essential cookies.
• Contractual necessity (Article 6(1)(b)) – e.g., processing payments and delivering Services.
• Legal obligation (Article 6(1)(c)) – e.g., maintaining tax records.
• Legitimate interests (Article 6(1)(f)) – e.g., improving Services, preventing fraud, ensuring network security.

5. Cookies & Tracking Technologies

5.1 What Are Cookies?

Cookies are small files stored on your device when you visit our website. They help us deliver a secure, personalised, and efficient user experience.

5.2 Types of Cookies We Use

• Strictly necessary cookies: Essential for core site functionality (login, checkout).
• Functional cookies: Remember preferences, e.g., language settings.
• Performance cookies: Analytics to understand site usage and improve services.
• Marketing cookies: Track engagement for advertising campaigns.

5.3 Cookie Consent (UK PECR)

By law, we must obtain your consent before using non-essential cookies. You can manage preferences via our cookie banner. Strictly necessary cookies do not require consent.

5.4 Managing Cookies

You can disable or delete cookies in your browser settings. Please note, disabling cookies may limit functionality.

6. How We Share Data

We may share personal data with:

• Service providers: Hosting, analytics, payment processing, customer support.
• Legal authorities: When required by law or in connection with legal proceedings.
• Business transfers: In mergers, acquisitions, or asset sales, data may be transferred to the new entity.

We do not sell personal data to third parties

7. Your Rights under UK GDPR

You have the following rights:

• Access: Request a copy of the data we hold about you.
• Rectification: Correct inaccuracies in your personal data.
• Erasure: Request deletion (“right to be forgotten”).
• Restriction: Temporarily limit processing.
• Portability: Receive your data in a machine-readable format.
• Objection: Stop processing based on legitimate interests or marketing.
• Withdraw consent: For cookies or marketing, at any time.

How to Exercise Your Rights

Send a request to support@voxelwiz.ai. We may need to verify your identity. We aim to respond within 30 days, extendable by a further 60 days for complex requests.

8. Data Retention

We retain personal information only as long as necessary:

• Account information: Retained while active. Deleted within 90 days of closure.
• Financial records: Retained for 6 years to meet HMRC obligations.
• Marketing data: Retained until you unsubscribe.
• Logs and analytics: Typically retained for 12–24 months.

9. International Data Transfers

If we transfer your data outside the UK, safeguards include:

• Adequacy decisions (where the destination country is recognised as secure).
• UK Standard Contractual Clauses (SCCs) for non-adequate countries.
• Encryption & access controls to protect data in transit and storage.

10. Data Security

We implement technical and organisational measures such as:

• Encryption: TLS for data in transit, AES-256 for sensitive storage.
• Access controls: Role-based access and monitoring.
• Incident response: Procedures for detecting and addressing breaches.
• Regular audits: Security testing of systems and third-party providers.

While we take all reasonable steps, no system is 100% secure.

11. Children’s Data

Our Services are not designed for children under 13. We do not knowingly collect data from children. If discovered, such data will be deleted. Parents or guardians can contact us to review or delete a child’s information.

12. Other Websites Disclaimer

Our Services may contain links to third-party websites. We are not responsible for their privacy practices. You should read their policies before submitting personal data.

13. Changes to this Privacy Policy

We may update this Policy to reflect changes in law or business practices. Significant updates will be notified via email or website notice.

14. Contact Information

VoxelWiz.ai
Email: info@voxelwiz.ai

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.