Privacy Policy

1. Introduction

Quox LTD ("we", "our", or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller:
Quox LTD
Company Number: 16994929
Suite RA01, 195-197 Wood Street
London, E17 3NU
United Kingdom
Data Protection Contact: [email protected]

Scope: This Privacy Policy covers quox.ai and every subdomain that sends analytics data into our shared, first-party analytics system, currently quox.ai, qluster.quox.ai (Qluster fleet console), and demo.quox.ai (public product demo environment, reset periodically). One set of terms applies across all three rather than a separate policy per host.

2. Information we collect

2.1 Information you provide directly

We collect information you voluntarily provide when you:

• Purchase products or services from our store
• Create an account or register for services
• Contact us via email, contact forms, or support channels
• Subscribe to newsletters or marketing communications

This may include:

• Name and email address
• Billing address and country
• Company or organisation name
• Payment information (processed by Stripe - see Section 5)
• Communication preferences
• Any other information you choose to provide

2.2 Information collected automatically

When you visit our website, we may automatically collect:

• IP address (anonymised for analytics)
• Browser type and version
• Device type and operating system
• Pages visited and time spent
• Referring website or source
• General geographic location (country/region level)

2.3 Information we do not collect

We do not collect sensitive personal data (special category data) such as racial or ethnic origin, political opinions, religious beliefs, health data, or biometric data. We do not knowingly collect data from children under 16.

3. Legal basis for processing (GDPR Article 6)

We process your personal data under the following legal bases:

3.1 Contract performance

Processing necessary to fulfil our contract with you, including:

• Processing purchases and delivering license keys
• Providing customer support
• Managing your account

3.2 Legitimate interests

Processing necessary for our legitimate business interests, including:

• Improving our products and services
• Analysing website usage to enhance user experience
• Preventing fraud and ensuring security
• Marketing our products to existing customers (with opt-out)

3.3 Legal obligations

Processing necessary to comply with legal requirements, including:

• Tax and accounting obligations
• Responding to lawful requests from authorities

3.4 Consent

Where you have given explicit consent, such as:

• Marketing communications to non-customers
• Non-essential cookies and analytics

4. How we use your information

We use your information to:

• Process and fulfil your orders and deliver license keys
• Send transactional emails (order confirmations, receipts, license keys)
• Provide customer support and respond to enquiries
• Send important service updates and security notices
• Improve our website, products, and services
• Detect and prevent fraud or abuse
• Comply with legal and regulatory obligations
• Send marketing communications (with your consent or for existing customers)

5. Payment processing

All payment processing is handled by Stripe, Inc., a PCI-DSS Level 1 certified payment processor. When you make a purchase:

• Your payment card details are sent directly to Stripe
• We never see, store, or have access to your full card number
• We receive only a tokenised reference and basic transaction details
• Stripe stores your payment information under their privacy policy

Stripe's privacy policy: stripe.com/privacy

6. Data sharing and disclosure

We do not sell your personal data.

We may share your information with:

6.1 Service providers (sub-processors)

6.2 Legal requirements

We may disclose your information if required by law, court order, or government request.

6.3 Business transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you of any such change.

7. International data transfers

Your data may be transferred to and processed in countries outside the UK/EEA. When this occurs, we ensure appropriate safeguards are in place:

• EU-US Data Privacy Framework certification (for US providers)
• Standard Contractual Clauses (SCCs) approved by the UK/EU
• Adequacy decisions by the UK/EU Commission

8. Data retention

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

• Purchases and licenses: 7 years from purchase (UK tax requirements)
• Account information: Until you request deletion or account closure
• Support communications: 3 years from last contact
• Marketing preferences: Until you unsubscribe or request deletion
• Website analytics: 26 months (anonymised data)

9. Your rights (UK GDPR)

Under the UK GDPR, you have the following rights:

9.1 Right of access

You can request a copy of all personal data we hold about you.

9.2 Right to rectification

You can request correction of inaccurate or incomplete data.

9.3 Right to erasure ("right to be forgotten")

You can request deletion of your data, subject to legal retention requirements.

9.4 Right to restrict processing

You can request limitation of how we process your data.

9.5 Right to data portability

You can request your data in a machine-readable format.

9.6 Right to object

You can object to processing based on legitimate interests or for direct marketing.

9.7 Rights related to automated decision-making

We do not make automated decisions that significantly affect you without human involvement.

Exercising your rights

To exercise any of these rights, please contact us at [email protected]. We will respond within one month of receiving your request. We may request verification of your identity before processing certain requests.

10. Cookies and tracking

Our website, and the qluster.quox.ai and demo.quox.ai subdomains that share our first-party analytics system (see Scope in Section 1), use cookies to:

• Essential cookies: Required for website functionality (no consent needed)
• Analytics cookies: Help us understand how visitors use our site (consent required)

Alongside our first-party analytics, quox.ai uses Google Analytics 4, operated by Google LLC, to measure aggregate site usage. Google Analytics sets no cookies and stores no identifiers in your browser unless you accept the cookie consent banner; until then it operates in a cookieless mode that records only aggregate, non-identifying signals. Google processes this data on our behalf; see Google's privacy policy for how Google handles it.

You can control cookie preferences through your browser settings or our cookie consent banner. Disabling certain cookies may affect website functionality.

11. Security measures

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit (TLS/SSL)
• Encryption of sensitive data at rest
• Access controls and authentication
• Regular security assessments
• Staff training on data protection

However, no method of transmission over the Internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

12. Children's privacy

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

13. Third-party links

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

14. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the updated policy on this page with a new "Last updated" date, and for material changes, we may also notify you by email.

15. Complaints

If you have concerns about how we handle your personal data, please contact us first at [email protected].

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority:

Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Website: ico.org.uk
Helpline: 0303 123 1113

16. Contact us

For any questions about this Privacy Policy or our data practices:

Data Protection Enquiries: [email protected]
General Enquiries: [email protected]
Address: Suite RA01, 195-197 Wood Street, London, E17 3NU, United Kingdom