Privacy Policy

EthixShield Ltd (Company Registration No. 17014454) is the data controller responsible for your personal data.

Registered Address: 4 Firedrake Croft, Coventry, CV1 2DR, United Kingdom

Contact Email: support@ethixshield.com

If you have any questions about this privacy policy or our data practices, please contact us at the email address above.

We collect personal data that you voluntarily provide to us when you:

• Request pilot access or schedule a demo via our contact form (name, email address, company name, message, and optional fields such as phone number, industry, and company size)
• Download our whitepaper (name and email address)
• Subscribe to updates or communications from EthixShield
• Create an account to access the EthixShield dashboard (name, email address, company, and profile information)

We may also automatically collect certain technical data when you visit our website, including IP address, browser type, operating system, referring URLs, and pages visited. This data is collected through cookies and similar technologies as described in our Cookie Policy section below.

We process your personal data for the following purposes:

• Service delivery: To provide access to the EthixShield platform, dashboard, and compliance tools
• Communication: To respond to your enquiries, send pilot access information, and provide product updates
• Whitepaper distribution: To deliver requested downloads and follow up with relevant information
• Account management: To create and manage your user account, including authentication and access control
• Website improvement: To analyse website usage patterns, improve user experience, and optimise performance
• Legal compliance: To comply with applicable laws, regulations, and legal processes
• Security: To detect, prevent, and address technical issues, fraud, or security threats

We process your personal data on the following legal bases under the UK General Data Protection Regulation (UK GDPR):

• Consent: Where you have given clear consent for us to process your personal data for a specific purpose (e.g. downloading the whitepaper, subscribing to updates)
• Contractual necessity: Where processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract (e.g. pilot access, dashboard services)
• Legitimate interests: Where processing is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms (e.g. website analytics, product improvement)
• Legal obligation: Where processing is necessary to comply with a legal obligation to which we are subject

We do not sell your personal data to third parties. We may share your data with:

• Service providers: Trusted third-party services that help us operate our platform, including hosting providers (Vercel), authentication services (Clerk), email delivery services, and analytics providers
• Legal requirements: When required by law, regulation, or legal process, or to protect the rights, property, or safety of EthixShield, our users, or others
• Business transfers: In connection with a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction

All third-party service providers are contractually obligated to handle your data securely and in accordance with applicable data protection laws.

Your personal data may be transferred to and processed in countries outside the United Kingdom. Where we transfer data internationally, we ensure appropriate safeguards are in place, including:

• Standard contractual clauses approved by the UK Information Commissioner's Office (ICO)
• Adequacy decisions where the recipient country has been deemed to provide an adequate level of data protection
• Other lawful transfer mechanisms as permitted under UK GDPR

By using our services, you acknowledge that your data may be processed in jurisdictions outside the UK.

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

• Contact form submissions: Retained for 24 months from the date of submission, or longer if an ongoing business relationship exists
• Whitepaper download data: Retained for 24 months from the date of download
• Dashboard account data: Retained for the duration of your account, plus 12 months after account closure
• Website analytics data: Aggregated and anonymised data may be retained indefinitely; identifiable data is retained for up to 26 months

After the retention period, your data will be securely deleted or anonymised.

Under the UK GDPR, you have the following rights regarding your personal data:

• Right of access: You may request a copy of the personal data we hold about you
• Right to rectification: You may request that we correct any inaccurate or incomplete data
• Right to erasure: You may request that we delete your personal data, subject to certain legal exceptions
• Right to restrict processing: You may request that we limit how we use your data
• Right to data portability: You may request your data in a structured, commonly used, machine-readable format
• Right to object: You may object to the processing of your data based on legitimate interests or for direct marketing purposes
• Right to withdraw consent: Where processing is based on consent, you may withdraw your consent at any time

To exercise any of these rights, please contact us at support@ethixshield.com. We will respond to your request within one month.

Our website uses cookies and similar technologies to enhance your browsing experience. Cookies are small text files stored on your device when you visit our site.

Types of cookies we use:

• Strictly necessary cookies: Essential for the website to function properly (e.g. session management, security). These cannot be disabled.
• Analytics cookies: Help us understand how visitors interact with our website by collecting and reporting information anonymously (e.g. Google Analytics or similar)
• Functional cookies: Enable enhanced functionality and personalisation (e.g. language preferences, authentication state)

Managing cookies:

You can control and manage cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website. You may also manage your cookie preferences through our cookie consent banner when you first visit the site.

For more information about cookies, visit www.allaboutcookies.org.

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

• Encryption of data in transit (TLS/SSL) and at rest
• Multi-factor authentication for dashboard access
• Regular security assessments and monitoring
• Access controls limiting data access to authorised personnel only
• Secure hosting infrastructure with industry-standard protections

While we strive to protect your personal data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If you believe that a child has provided us with personal data, please contact us at support@ethixshield.com and we will take steps to delete such information promptly.

We may update this privacy policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on this page and updating the "Last Updated" date.

We encourage you to review this policy periodically to stay informed about how we protect your data.

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

EthixShield Ltd 4 Firedrake Croft, Coventry, CV1 2DR, United Kingdom Email: support@ethixshield.com

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

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