Privacy Policy

This policy explains how Privalyx ("we", "us" or "our") handles personal information when you visit our website, contact us, request a demonstration, create or use an account, or use the Privalyx desktop application and its optional online services.

Privalyx is designed for business project teams. This policy covers personal information about visitors, prospective customers, account holders and people invited to collaborate. It does not replace any separate agreement that applies to an organisation's use of Privalyx.

For website enquiries, demo requests and account administration, Privalyx generally determines how and why personal information is used and acts as the controller. If your organisation decides how personal information is used in its project environment, that organisation may be the controller for that information; our role for any related services is set out in the applicable customer agreement.

The information depends on how you interact with us. We aim to collect only what is needed for the relevant request or service.

• Contact enquiries: your name, work details, email address, optional phone number, company and the message you send. Contact form submissions are sent to our support inbox and email provider; the form does not write them to the Privalyx application database.
• Demo requests and registration: your name, job title, work email, optional phone number, company, region, team-size band, selected interests and any detail you provide for an ‘Other’ interest. Demo requests are recorded as leads in our application database and sent to our sales team.
• Account and team information: email address, name, profile image where supplied by your sign-in provider, sign-in method, job and company details, verification and registration status, account timestamps, team membership, roles and licence or seat information.
• Security and technical information: information needed to authenticate accounts, protect the website and diagnose service problems. Our hosting, API and identity providers may process connection details such as IP address, request time, browser or device information and error records as part of operating their services.
• Optional website analytics: only after you accept, we send our analytics service provider approved public page paths, event times, campaign labels, demo and booking-link clicks, form-start and successful enquiry events, broad device category (mobile, tablet or desktop), session landing page, referring website domain without its path or query, and whether a page accumulated 30 seconds of visible, focused time. Engagement is an estimate, not proof of reading. We also send a random browser identifier, a session identifier and a returning-visitor indicator. These identifiers are pseudonymous, not anonymous. Device category is derived locally; the raw browser user-agent string is not included in our event payload. We do not send form contents, personal contact details, account identifiers, full URLs or digital-profile access tokens. Account, authentication and unlisted digital-profile routes are excluded.

We use personal information to respond to enquiries, arrange demonstrations, send request-related confirmations, create and administer accounts, provide licensing and team features, support users, maintain security, prevent misuse and meet legal obligations. We may also use information to improve the reliability of our services and understand a business request you have made.

We do not use information from a contact or demo request for unrelated marketing unless we have an appropriate legal basis and, where required, your permission. Acknowledging this policy in a form is not, by itself, permission to send unrelated marketing messages.

With your consent, we use website analytics to compare campaigns (including LinkedIn posts), understand page journeys and repeat visits, and measure enquiries. This is separate from desktop product telemetry. We do not record sessions or identify visitors across devices. Blocking analytics or declining consent does not prevent website use.

Where data-protection law requires a legal basis, we rely on the basis appropriate to the activity: taking steps you request before entering a contract or providing a service; our legitimate interests in operating, supporting and securing Privalyx; your consent where we ask for it; or compliance with a legal obligation. Where processing is based on consent, you can withdraw it at any time. Withdrawal does not affect processing that already took place lawfully.

Privalyx is an on-premises desktop application. Core project controls, analytics, local-first AI functions and their working outputs are designed to run and remain in your local environment. We do not receive your project files simply because you use those core features.

Some services are optional and involve additional data flows. If you enable sync or backup, selected information is encrypted on your device before upload using the product's zero-knowledge design; Privalyx is designed not to hold the keys needed to read that protected content. Account, access and service metadata may still be needed to provide sync, licensing, sign-in and collaboration.

If you use a feature that relies on Microsoft's language-model service, the application may send the limited algorithmic output needed to fulfil that request. The product is designed not to send the full project dataset by default or retain chat history and report output in Privalyx platform cloud storage. The provider processes request data under its own terms. Review your organisation's requirements before enabling optional services.

Information you choose to share, export, connect to another system or submit to support is handled according to that action and the relevant service. You control whether to use optional connections and what information to share through them.

We share personal information only as needed for the purposes described in this policy. This can include service providers that host or operate our website, API, database, authentication or email; identity providers such as Microsoft, Google and LinkedIn when you choose them to sign in; Resend for transactional email; Microsoft Bookings if you choose to schedule a meeting; and Microsoft when an optional language-model feature is used.

We may also share information with people in your organisation or team when you use account, team or collaboration features and have granted them access; with professional advisers or authorities where required by law; or with a successor if our business is reorganised or transferred. We do not sell personal information.

Service providers may process information on our behalf under arrangements intended to protect it and limit its use to providing their services. When you leave Privalyx to use an identity, booking or other third-party service, that provider's own privacy terms also apply.

When optional website analytics is enabled and you consent, our analytics service provider processes the analytics events on our behalf. We use an EU-residency project and its EU ingestion endpoint. Connection metadata is necessarily processed to receive requests; our integration disables IP-based geolocation enrichment. EU project residency does not by itself rule out every international access or transfer: the provider's processing terms, subprocessors and applicable safeguards also matter.

The website uses essential session and security cookies for sign-in and account protection, and essential local storage to remember your privacy choice for 180 days. Optional website analytics uses local storage only after you accept. Use Cookie settings in the footer or Cookies Policy to withdraw or change your choice. Withdrawal stops future collection and clears this browser's analytics state, but does not automatically delete previous events. We do not use advertising cookies. Identity and booking providers may use their own cookies on their services. See our Cookies Policy for names, purposes and durations.

Read our Cookies Policy.

Our service providers may process information in countries other than the one where you live. Where a transfer is subject to UK or European data-protection law, we will use an appropriate transfer mechanism and safeguards required by that law. You can contact us for more information about safeguards relevant to your request.

We apply the following retention periods to information in systems we control:

• Contact enquiries: 12 months after the enquiry is resolved. The form sends messages to our support inbox and email provider rather than storing them in the Privalyx application database; copies in provider systems may follow their own retention controls.
• Demo requests and prospective-customer leads: 24 months after the last meaningful interaction. If you become a customer or account holder, relevant records follow the account retention period below.
• Account, team and licence records: while the account is active, then deleted or anonymised from active systems within 30 days after account closure or a verified deletion request, unless we need specific records for legal, security or dispute purposes.
• Security and service logs: up to 12 months, unless a longer period is needed to investigate an incident or meet a legal obligation.
• Optional website analytics: events are retained for up to 12 months. Browser analytics identifiers and campaign state expire no later than the associated 180-day consent choice and are removed on withdrawal. Clearing storage, using another browser or device, or expiry can cause a returning visitor to appear new.
• Optional encrypted sync or backup data: until you or your organisation deletes it or closes the relevant service. We remove it from active systems within 30 days; residual backup copies expire within 90 days after deletion.

Where information must be retained for a legal obligation, an active dispute or security investigation, we restrict its use and delete it when that need ends. Third-party providers may retain copies under their own published retention terms.

We use technical and organisational measures intended to protect information against unauthorised access, loss, alteration or disclosure. These include local-first processing for core project work, access controls and encryption features where applicable. No system or method of transmission is completely secure, so we cannot guarantee absolute security.

Depending on where you live, you may have the right to request access to your personal information, correction, deletion, restriction of processing, a portable copy, or to object to certain processing. Where we rely on consent, you may withdraw it. You may also complain to your local data-protection authority; people in the UK can contact the Information Commissioner's Office.

To exercise a right, contact us using the details below. We may need to verify your identity and will respond within the time required by applicable law. If we process information on behalf of your employer or another organisation, direct your request to that organisation as well; it may be the controller for that information.

We do not link website analytics identifiers to your account or email address. If you request deletion of analytics events, we may need the random identifier from the privalyx_analytics_v1 entry in your browser's local storage to locate them; contact support for help before clearing it. Do not send us authentication cookies or session tokens. If the identifier is no longer available, we may be unable to locate a particular browser's events.

Privalyx is a business service and is not intended for children. We do not knowingly collect personal information from children through this website. If you believe a child has provided us with personal information, contact us so we can review and take appropriate action.

We may update this policy as our services or legal requirements change. We will publish the current version on this page and update the date below. If a change materially affects how we use information already collected, we will take any additional steps required by law.