Privacy Policy | Legal

Effective date: July 3, 2026

This Privacy Policy explains how Ziteox ("we," "us," or "our") collects, uses, and protects your information when you use our services or visit our website.

Information We Collect

Direct Collection

We directly collect information you provide to us, including:

Name and contact information (email, phone number)
Payment and billing information
Website access credentials and project materials
Communication records and conversations
Support requests and feedback

Chat Assistant (ZiX)

Our website includes an AI chat assistant ("ZiX"). When you use it, your messages — and any information you share such as your name, email, or project details — are sent to a third-party AI provider to generate responses and stored in our systems so our team can follow up on genuine enquiries. A session identifier is stored in a cookie to keep the conversation going across page reloads, and a copy of your recent messages is kept in your browser's local storage. Providers used are listed on our Subprocessors page.

Clearing the chat removes it from your browser, but server-side transcripts remain until deleted. To request deletion, contact [email protected].

Automatic Collection

We use industry-standard analytics tools to automatically collect:

Website usage data and visitor behavior
IP address and browser information
Pages visited and time spent on our site
Referring website and search terms used
Device and operating system information

This data helps us improve our website functionality and user experience.

Security and Abuse Prevention

To keep our website and chat assistant available and safe, we process IP addresses and anonymous visitor identifiers transiently for rate limiting and abuse prevention. These identifiers are used only for security purposes and are automatically removed after short retention windows. Providers used for this are listed on our Subprocessors page.

Client Portal Accounts

If you are a client with an account on our client portal, we additionally collect and store:

Account credentials (email address and a securely hashed password) and profile details such as your display name
Organization and billing details you or our team provide (company name, contact and billing email, phone, address, and tax ID where applicable)
Invoices, payment status records, project information, and domain details related to your engagement
Security audit logs, which may include your IP address and browser information, kept to protect your account and our systems

How We Use Your Information

We use your information to:

Provide and deliver our web development services
Respond to enquiries made through our contact form or chat assistant
Process payments and manage billing
Communicate with you about projects, updates, and support
Improve our services and website functionality
Comply with legal obligations and protect our rights

Cookies and Tracking Technologies

What Are Cookies

Cookies are small text files stored on your device that help us improve your experience on our website.

Types of Cookies We Use

Essential Cookies: Required for basic website functionality, including chat assistant sessions and client portal login sessions
Analytics Cookies: Help us understand how visitors use our site
Performance Cookies: Allow us to improve site speed and functionality

Cookies We Set Directly

zv_visitor_id — an anonymous visitor identifier used by the chat assistant and enquiry follow-up (expires after 365 days)
zv_session_id — links your chat messages to an active chat session (expires after 7 days, or when the session is closed)
Client portal login sessions use secure authentication cookies managed by our authentication provider (listed on our Subprocessors page)

We also use browser local storage for preferences and chat state (such as your recent chat history and cookie consent choices).

Managing Cookies

When you first visit our website, a consent banner lets you accept or reject analytics and advertising cookies; analytics consent is denied by default until you choose. You can also control cookies through your browser settings. Note that disabling certain cookies may affect website functionality.

We do not sell, rent, or trade your personal information. We may share your data with:

Service Providers: Trusted third parties who help us operate our business (hosting providers, payment processors, email services, database and AI providers). A current list is maintained on our Subprocessors page.

When Ziteox hosts a client website that collects personal data from visitors, Ziteox acts as a data processor on behalf of the client. This relationship is governed by the Hosting Data Processing Addendum, not this Privacy Policy. This Privacy Policy covers only data that Ziteox collects directly — for example through the ziteox.com website and contact channels.

Legal Requirements: When required by law or to protect our rights
Business Transfers: In connection with a merger, sale, or transfer of assets

Data Security

We implement appropriate technical and organizational measures to protect your information, including:

Encryption of sensitive data in transit and at rest
Access controls and authentication systems
Regular security assessments and updates
Secure hosting and backup systems

Your Rights and Choices

You have the right to:

Access and review your personal information
Request corrections to inaccurate data
Request deletion of your personal information
Opt out of marketing communications
Withdraw consent where applicable

To exercise these rights, contact us at [email protected].

Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations. As a guideline:

Project files and communications: typically retained for 3 years after project completion
Chat assistant transcripts: retained for as long as needed for enquiry follow-up and service improvement, and deleted upon verified request
Billing records: retained as required by applicable tax and accounting laws

You may request earlier deletion of your personal data at any time by contacting [email protected].

International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data.

Children's Privacy

Our services are not intended for children under 13 (or a higher age where required by local law). We do not knowingly collect personal information from children.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or website notice, and material changes take effect 14 days after notice unless a shorter period is required by law. Your continued use of our services after that period constitutes acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy, please contact us at:

Email: [email protected]
Website: https://ziteox.com