Privacy Policy

Defox AI is an AI-first software agency that designs, builds, and ships custom digital products for founders, startups, and growing businesses. Our registered business operates under the name Defox AI. When you visit our website (defoxai.com) or engage our services, Defox AI acts as the data controller responsible for your personal information.

For any privacy-related enquiries, you can reach us at: privacy@defoxai.com

We collect the following categories of information:

Information you provide directly:

— Name, email address, and phone number when you contact us or book a consultation

— Project details and business information you share during discovery calls or via forms

— Payment information processed securely through our payment providers (we do not store card details)

Information collected automatically:

— IP address, browser type, operating system, and device information

— Pages visited, time spent on pages, and referral sources via analytics tools

— Cookies and similar tracking technologies (see our Cookies Policy for details)

Information from third parties:

— Calendly booking data when you schedule a meeting with our team

— LinkedIn or social profile data if you connect with us through those platforms

We use your personal information for the following purposes:

— Service delivery: To respond to enquiries, deliver consultations, manage projects, and communicate progress updates

— Billing and contracts: To issue invoices, process payments, and manage our business agreements with clients

— Marketing (with consent): To send newsletters, updates, and relevant content about AI and software development — only if you have opted in

— Analytics and improvement: To understand how visitors use our website so we can improve content and user experience

— Legal compliance: To meet our obligations under applicable laws and regulations

We process your personal data on the following legal grounds:

— Contractual necessity: When processing is required to fulfil a contract with you (e.g. delivering a software project)

— Legitimate interests: For analytics, security, and improving our services, where this does not override your privacy rights

— Consent: For marketing emails and non-essential cookies, where you have given explicit consent

— Legal obligation: Where we are required to process data to comply with applicable law

We do not sell your personal data. We may share your information with:

— Service providers: Trusted third-party tools we use to operate our business, including Calendly (scheduling), Stripe (payments), Google Analytics (analytics), and cloud hosting providers. All processors are bound by data processing agreements.

— Legal requirements: Where required by law, court order, or regulatory authority

— Business transfers: In the event of a merger, acquisition, or sale of business assets, your data may be transferred as part of that transaction, with advance notice provided

We retain personal data only as long as necessary for the purposes it was collected:

— Client project data: Retained for 7 years following project completion for legal and accounting purposes

— Marketing contact data: Retained until you unsubscribe or request deletion

— Analytics data: Anonymised after 26 months

— Enquiry/contact data: Retained for 2 years if no project engagement follows

You may request deletion of your data at any time (see Your Rights below).

Depending on your location, you have the following rights regarding your personal data:

— Access: Request a copy of the personal data we hold about you

— Correction: Request correction of inaccurate or incomplete data

— Deletion: Request that we delete your personal data ("right to be forgotten")

— Restriction: Request that we limit how we process your data

— Portability: Request your data in a structured, machine-readable format

— Objection: Object to processing based on legitimate interests or for direct marketing

— Withdraw consent: Withdraw consent at any time where processing is consent-based

To exercise any of these rights, email us at privacy@defoxai.com. We will respond within 30 days.

We implement industry-standard technical and organisational measures to protect your personal data from unauthorised access, loss, or disclosure. These include encrypted data transmission (SSL/TLS), access controls, regular security reviews, and secure cloud infrastructure.

While we take all reasonable steps to protect your data, no internet transmission is 100% secure. We encourage you to use strong passwords and to contact us immediately if you suspect any unauthorised access.

Some of our service providers may process data outside your country of residence. Where we transfer data internationally, we ensure appropriate safeguards are in place — such as Standard Contractual Clauses (SCCs) approved by relevant authorities — to maintain the same level of protection as required under applicable law.

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Defox AI

Email: privacy@defoxai.com

Website: defoxai.com

You also have the right to lodge a complaint with your local data protection authority if you believe we have not handled your data appropriately.