Privacy Policy

1. Who We Are

Rhenvox is a software engineering and AI research company registered in England and Wales. We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

2.1 Information You Provide Directly

When you use our services or contact us, we may collect:

• Contact Information: Name, email address, phone number, company name, job title
• Communication Data: Messages, inquiries, and any other information you provide when contacting us
• Business Information: Project requirements, technical specifications, and business needs

2.2 Information We Collect Automatically

• Technical Data: IP address, browser type, device information, operating system
• Usage Data: How you interact with our website, pages visited, time spent on pages
• Analytics Data: Website performance metrics and user behavior patterns

3. How We Use Your Information

We process your personal data for the following purposes:

• Service Delivery: To provide software development, AI research, and design services
• Communication: To respond to inquiries, provide support, and manage our business relationship
• Contract Management: To negotiate, execute, and fulfill contractual obligations
• Business Development: To understand your needs and improve our services
• Legal Compliance: To comply with legal obligations and protect our legitimate interests
• Website Improvement: To analyze usage and improve website functionality

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Legitimate Interest: For business communications, service improvement, and business development
• Contract: To perform our contractual obligations and provide requested services
• Consent: Where you have explicitly agreed to specific processing activities
• Legal Obligation: To comply with applicable laws and regulations

5. Data Sharing and Disclosure

We may share your personal data with:

• Service Providers: Third-party vendors who assist in delivering our services (cloud hosting, analytics, communication tools)
• Business Partners: When collaborating on joint projects with your explicit consent
• Legal Authorities: When required by law or to protect our legal rights
• Business Transfers: In case of merger, acquisition, or sale of business assets

International Transfers: Your data may be processed in our Turkey office. We ensure appropriate safeguards are in place for any international data transfers.

6. Data Retention

We retain your personal data for as long as necessary to:

• Fulfill the purposes outlined in this policy
• Comply with legal, accounting, or reporting requirements
• Resolve disputes and enforce our agreements

Typically, we retain business contact information for 7 years after the end of our business relationship, unless a longer retention period is required by law.

7. Your Rights

Under UK GDPR, you have the following rights:

• Access: Request copies of your personal data
• Rectification: Request correction of inaccurate or incomplete data
• Erasure: Request deletion of your personal data in certain circumstances
• Restriction: Request limitation of processing in certain circumstances
• Portability: Request transfer of your data to another organization
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent for consent-based processing

To exercise these rights, please contact us at [email protected]. We will respond to your request within one month.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication mechanisms
• Staff training on data protection principles
• Incident response procedures

9. Cookies and Tracking

Our website uses cookies and similar technologies to improve functionality and analyze usage. You can control cookie settings through your browser preferences. For detailed information about our cookie usage, please refer to our Cookie Policy.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

11. Children's Privacy

Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal data from children under 16. If we become aware that we have collected such data, we will take steps to delete it promptly.

12. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any significant changes by posting the updated policy on our website and updating the "Last Updated" date.

13. Contact Us

If you have any questions about this privacy policy or our data practices, please contact us:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated. Visit www.ico.org.uk for more information.