Privacy Policy

Effective Date: 8th April, 2025

Product: PyxelForge Invoice & Estimate System

Provider: PyxelForge Ltd. (“PyxelForge”, “we”, “our”, or “us”)

Registered Office: Livesey Branch Road, Blackburn, BB2 4QJ, UK

1. Introduction

This Privacy Policy explains how PyxelForge Ltd., based in the United Kingdom, collects, uses, shares, and protects your personal data when you use our Invoice & Estimate System (“the Service”). We are committed to protecting your privacy and complying with our obligations under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

PyxelForge Ltd. is the data controller for the information you provide when using the Service.

Contact Email: [email protected]

3. What Personal Data We Collect

We may collect and process the following types of information:

a. Your Account Details

• Name

• Business name

• Email address

• Telephone number

• Login credentials

b. System Usage Data

• IP address and browser type

• Device and operating system details

• Access times, page visits, and user interactions

c. Your Client Data

• Names, contact details, and invoice/estimate records for clients you manage within the Service

d. Payment and Billing Information

• Subscription plan, billing address

• Payment method (via a secure third-party processor)

4. Lawful Basis for Processing

We process your data on the following legal bases:

• Contractual necessity: To deliver and manage your account and access to the Service.

• Legitimate interests: For business operations, product improvement, and security.

• Legal obligation: Where required to comply with UK law or tax regulations.

• Consent: Where applicable, for optional communications or cookies.

5. How We Use Your Information

We use your data to:

• Create and manage your account

• Provide access to estimates and invoicing features

• Respond to support requests

• Send essential service-related communications

• Improve functionality and usability of the Service

• Comply with our legal obligations

6. Data Sharing and Transfers

We may share your data with:

• Trusted third-party providers who support our operations (e.g., cloud hosting, analytics, payment processors)

• Legal authorities if required by law or for legal protection

• Buyers or successors in the event of a company sale, merger, or acquisition

We do not sell your data.

If data is transferred outside the UK (e.g., to hosting services), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or a UK adequacy decision.

7. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you

• Request rectification of inaccurate data

• Request erasure (the “right to be forgotten”)

• Restrict or object to certain types of processing

• Data portability (in some cases)

• Withdraw consent (where applicable)

• Lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk

To exercise your rights, contact us at [Insert email].

8. Data Retention

We retain your data for as long as necessary:

• To provide the Service

• To comply with legal and tax requirements

• Or until you request deletion

You can request account and data deletion at any time, subject to legal obligations.

9. Security Measures

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

• Encrypted data transmission (HTTPS)

• Encrypted storage of sensitive information

• Role-based access control

• Regular vulnerability checks

However, no system is completely secure, and you are responsible for maintaining your own login security.

10. Cookies and Tracking

We may use cookies and similar technologies for:

• Session management

• Preferences and authentication

• Analytics (e.g., to improve the platform)

You can manage or block cookies via your browser settings. For full details, refer to our Cookie Policy.

11. Children’s Privacy

Our Service is designed for use by individuals aged 18 and over. We do not knowingly collect data from minors.

12. Changes to This Policy

We may update this Privacy Policy from time to time. You will be notified of significant changes via email or within the Service. Continued use after updates implies acceptance of the new policy.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle your data:

Email: [email protected]

Registered Office: Livesey Branch Road, Blackburn, BB2 4QJ

ICO Website: www.ico.org.uk