Privacy Policy

1. Information We Collect

1.1 Personal Information You Provide

We collect information you voluntarily provide when you:

• Contact Form Submissions: First name, last name, email address, company name (optional), service interest (optional), and your message
• Newsletter Subscriptions: Email address and explicit consent to receive marketing communications
• Meeting Scheduling (Cal.com): Name, email address, phone number (if provided), and scheduling preferences
• Email Communications: Any information you choose to share when corresponding with us at hello@vexaralabs.com
• Consulting Services: Business information, technical requirements, and project details as necessary to provide our services

1.2 Information Collected Automatically

When you visit our website, we may automatically collect certain technical information only if you consent to analytics:

• Usage Data: Pages visited, time spent on pages, navigation patterns, and referring website information
• Device Information: Browser type and version, operating system, device type (desktop, mobile, tablet)
• Location Data: General geographic location at the country/city level (not precise geolocation)
• IP Address: Anonymized IP addresses for security and analytics purposes

Important: We only collect analytics data if you explicitly consent through our cookie banner. You can decline analytics tracking and still use our website fully.

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Service Delivery

• Respond to contact form inquiries within 24 hours
• Schedule and manage consultation appointments
• Provide consulting services and technical support
• Communicate about projects, deliverables, and timelines
• Send transactional emails related to your service requests

2.2 Marketing Communications (With Consent)

• Send newsletter emails about cloud infrastructure best practices, industry trends, and company updates
• Share relevant case studies and technical content
• Notify you about new services or special offers
• Note: You must explicitly consent via checkbox to receive marketing emails. You can unsubscribe at any time using the link in every email.

2.3 Website Improvement (With Analytics Consent)

• Understand how visitors use our website
• Identify popular content and improve navigation
• Optimize website performance and user experience
• Test new features and layouts

2.4 Legal and Security

• Comply with legal obligations and regulatory requirements
• Protect against fraud, abuse, and security threats
• Enforce our Terms of Service and legal rights
• Respond to legal requests and prevent harm

3. Information Sharing and Third-Party Services

We do not sell, trade, or rent your personal information to third parties. We may share limited information with trusted service providers who help us operate our website and deliver our services.

3.1 Third-Party Service Providers

We use the following third-party services, each governed by their own privacy policies:

3.2 Other Circumstances

We may also share your information in the following limited circumstances:

• With Your Consent: When you explicitly authorize us to share your information
• Legal Requirements: To comply with court orders, subpoenas, or legal processes
• Rights Protection: To enforce our Terms of Service and protect our legal rights
• Safety: To protect the safety and security of our users and the public
• Business Transfers: In connection with a merger, acquisition, or sale of assets (you will be notified via email)

4. Data Security

We implement industry-standard technical and organizational measures to protect your personal information:

• Encryption: All data transmitted to and from our website uses HTTPS/TLS encryption
• Secure Hosting: Website hosted on Vercel with enterprise-grade security infrastructure
• Access Controls: Limited access to personal data on a need-to-know basis
• Regular Security Audits: Ongoing monitoring and security assessments
• Third-Party Standards: Our service providers maintain SOC 2, ISO 27001, or equivalent certifications

Important: While we implement robust security measures, no internet transmission is 100% secure. We cannot guarantee absolute security but continuously work to protect your data.

5. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy:

• Contact Form Submissions: Retained for 2 years or until you request deletion
• Newsletter Subscriptions: Retained until you unsubscribe or request deletion
• Meeting/Scheduling Data: Retained for 3 years for business continuity and follow-up
• Consulting Client Data: Retained for 7 years for legal and tax compliance
• Analytics Data: Aggregated and anonymized data retained for 26 months (Google Analytics default)
• Server Logs: Retained for 30 days for security monitoring

After the retention period, data is securely deleted or anonymized. You can request earlier deletion by contacting us at privacy@vexaralabs.com.

6. Your Privacy Rights

Depending on your location, you have various rights regarding your personal information:

6.1 Rights for All Users

• Right to Access: Request a copy of the personal information we hold about you
• Right to Correction: Request correction of inaccurate or incomplete information
• Right to Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Right to Opt-Out: Unsubscribe from marketing emails at any time via the unsubscribe link or by contacting us
• Right to Withdraw Consent: Withdraw consent for analytics tracking via browser settings or cookie preferences

6.2 GDPR Rights (European Union/EEA Users)

If you are located in the European Union or European Economic Area, you have additional rights under GDPR:

• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Restriction: Request restriction of processing in certain circumstances
• Right to Object: Object to processing based on legitimate interests or direct marketing
• Right to Lodge a Complaint: File a complaint with your local data protection authority
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

Legal Basis for Processing: We process your personal data based on:

• Your explicit consent (newsletter subscriptions, analytics)
• Contract performance (consulting services)
• Legitimate interests (improving our services, security)
• Legal compliance (tax, accounting requirements)

6.3 CCPA Rights (California Residents)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA):

• Right to Know: Know what personal information we collect, use, and share
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out of Sale: We do not sell personal information (no action needed)
• Right to Non-Discrimination: We will not discriminate against you for exercising your rights

6.4 How to Exercise Your Rights

To exercise any of these rights, please contact us:

• Email: privacy@vexaralabs.com
• Subject Line: "Privacy Rights Request - [Type of Request]"
• Include: Your full name, email address, and specific request details

We will respond to your request within 30 days (or as required by applicable law). We may request additional information to verify your identity before processing your request.

7. Cookies and Analytics

Cookie Consent

We respect your privacy choices. When you first visit our website, we will ask for your consent before using any analytics cookies. You can:

• Accept Analytics: Allows us to collect anonymous usage data
• Decline: No analytics data will be collected
• Change your preference at any time by clearing your browser data

Google Analytics

If you consent, we use Google Analytics to understand how visitors interact with our website. This helps us improve our services and user experience. The data collected includes:

• Pages visited and time spent on each page
• General geographic location (country/city level only)
• Browser type and device information
• How you arrived at our website

Important Privacy Protections:

• We never collect personally identifiable information through analytics
• IP addresses are anonymized
• We never sell or share analytics data with third parties
• Analytics data is only used to improve our website and services

Managing Cookies

You can control and delete cookies through your browser settings. Please note that disabling cookies may affect the functionality of our website. For more information about managing cookies, visit your browser's help documentation.

8. Third-Party Links and Services

Our website may contain links to third-party websites, social media platforms, and services (such as LinkedIn, Twitter/X, GitHub). These third-party sites have their own privacy policies and terms of service.

Important: We are not responsible for the privacy practices or content of external sites. We encourage you to review their privacy policies before providing any personal information. When you click a link to a third-party site, you leave our website and this Privacy Policy no longer applies.

9. Children's Privacy

Our services are designed for businesses and are not directed to individuals under 18 years of age. We do not knowingly collect, use, or share personal information from anyone under 18.

If you are a parent or guardian and believe we have collected information from a child under 18, please contact us immediately at privacy@vexaralabs.com, and we will promptly delete such information.

10. International Data Transfers

Vexara Labs operates from the United States. If you are located outside the United States, your information may be transferred to, stored, and processed in the United States and other countries where our service providers operate.

Data Protection Measures:

• We use service providers with strong data protection practices and certifications
• Data transfers comply with applicable data protection laws (GDPR, CCPA, etc.)
• For EU data transfers, we rely on Standard Contractual Clauses (SCCs) where required
• All international transfers maintain the same level of protection outlined in this policy

By using our services, you acknowledge and agree to the transfer and processing of your information as described above. If you have concerns about international transfers, please contact us at privacy@vexaralabs.com.

11. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons.

How We Notify You:

• Material Changes: We will notify you via email (if you have subscribed) or prominent notice on our website at least 30 days before changes take effect
• Minor Changes: We will update the "Last updated" date at the top of this page
• Version History: Previous versions available upon request

Your continued use of our services after the effective date of changes constitutes acceptance of the updated policy. If you disagree with changes, please discontinue use and contact us to delete your data.

12. Contact Us

If you have any questions, concerns, or requests regarding this privacy policy or our data practices, we're here to help.