Privacy Policy

1Who we are

Zoxen Digital ("we", "us", "our") is a digital agency that provides website and app development, digital marketing, advertising, SEO, branding, automation and AI services (including chatbots and calling agents). This policy applies to zoxendigital.com, the Zoxen Digital client portal, and any form, chat or messaging channel we operate.

If you have any question about this policy, contact us at support@zoxendigital.com.

2Information we collect

We only collect what we need to talk to you, deliver our services and get paid.

• Contact details you give us: name, business name, email, phone or WhatsApp number, and the message you send through our forms.
• Project information: business details, goals, brand files, logins you choose to share for the work, content, images and other files you upload in the onboarding form or portal.
• Account information for the client portal: name, email, password (stored encrypted, we cannot read it) and the device and browser used to sign in.
• Billing information: invoices, amounts, payment status and payment method type. Card details are handled by the payment provider and are never stored on our systems.
• Messages: chat in the client portal, and messages you send to our Facebook Page, Instagram account or WhatsApp business number, if we connect those channels.
• Technical data: IP address, approximate location (country/city), device type, pages visited and cookies, used for security, sign-in alerts and analytics.

3How we use your information

• To reply to your enquiry and send you quotes, proposals and contracts.
• To deliver the services you buy, manage your project and keep you updated.
• To create and send invoices, record payments and send payment reminders.
• To provide the client portal, chat and notifications (in-app, email and push).
• To keep accounts secure: sign-in records, new-device alerts and fraud prevention.
• To measure and improve our website and advertising (for example, with Meta Pixel and analytics).
• To meet legal, tax and accounting obligations.

We do not sell your personal information. We do not use your project files or client data for anything other than delivering your work.

4Messages from Facebook, Instagram and WhatsApp

If you message our Facebook Page, Instagram account or WhatsApp business number, Meta Platforms shares that message, your public profile name and your profile ID with us so our team can read and reply to it inside our portal.

We use these messages only to reply to you and to follow up on your enquiry. We do not use them for unrelated purposes and we do not share them with anyone outside our team and the service providers listed below.

You can ask us to delete these messages at any time. See our Data Deletion page at zoxendigital.com/data-deletion.

5Who we share information with

We share information only with service providers that help us run our business, and only as much as they need:

• Hosting and infrastructure (for example, Vercel) and our database provider (MongoDB Atlas).
• File storage for uploads (Vercel Blob).
• Email and notification services used to send you messages and alerts.
• Google (for example, Google Calendar and Google Meet when we schedule meetings) and Meta (Facebook, Instagram, WhatsApp) when you contact us there.
• Payment providers and banks that process your payments.
• Professional advisers (accountants, lawyers) or authorities when required by law.

Each provider is bound by its own privacy and security terms. Some providers may process data outside your country, including in the United States.

6Cookies and analytics

We use essential cookies to keep you signed in to the portal and remember settings such as light or dark mode. Our website may use analytics and advertising cookies (such as Meta Pixel) to understand visits and measure ads.

You can block or delete cookies in your browser settings. The portal will not work without its essential sign-in cookie.

7How long we keep information

• Enquiries that do not become projects: up to 2 years, then deleted.
• Client projects, files and chat: for the length of our relationship and up to 3 years after, unless you ask us to delete them earlier.
• Invoices and payment records: as long as tax and accounting laws require (usually up to 7 years).
• Security records (sign-in history, audit logs): up to 1 year.
• Deleted items stay in our recycle bin for 30 days and are then permanently removed.

8How we protect information

We use encrypted connections (HTTPS), encrypted passwords, role-based access so team members only see what they need, sign-in alerts, audit logs and regular backups. No system is 100% secure, but we work to protect your data and will tell you without undue delay if a breach affects you.

9Your rights

Depending on where you live, you may have the right to:

• Ask what personal information we hold about you and get a copy.
• Ask us to correct information that is wrong.
• Ask us to delete your information (see our Data Deletion page).
• Opt out of marketing emails at any time (use the unsubscribe link or email us).
• Object to or limit certain uses of your information.

To use any of these rights, email support@zoxendigital.com. We reply within 30 days. We will not treat you differently for using your rights.

10Children

Our services are for businesses and adults. We do not knowingly collect information from children under 13. If you believe a child has sent us information, contact us and we will delete it.

11Changes to this policy

We may update this policy from time to time. The date at the top shows the latest version. If a change is important, we will let active clients know by email or in the portal.

12Contact

Zoxen Digital

Email: support@zoxendigital.com

Website: zoxendigital.com