This policy explains how AXENEXA SYSTEMS LTD ("AxeNexa", "we", "us", "our") collects, uses, and protects your personal data when you visit axenexa.co or engage our services. We are committed to handling your data lawfully and transparently under the UK GDPR and the Data Protection Act 2018.
1. Who We Are
AXENEXA SYSTEMS LTD is the data controller for personal data collected through this website.
- Registered address: 182–184 High Street North, East Ham, Office 20535, London, England, E6 2JA
- Company number: 17386676 (registered in England & Wales)
- Email: hello@axenexa.co
2. What Data We Collect
2.1 Data you provide directly
- Contact form: Name, email address, company name, and message content when you submit an enquiry.
- Project briefs: Any information you share with us during onboarding or project discussions.
- Client portal: Account credentials and billing details managed via our billing platform.
2.2 Data collected automatically
- Analytics (with consent only): Pages visited, time on site, referral source, browser type, and approximate location — collected via Google Analytics 4 only if you accept analytics cookies.
- Theme preference: Your light/dark mode choice is stored locally in your browser (
localStorage) and never sent to our servers. - Server logs: Standard web server logs including IP address, request path, and timestamp, retained for up to 30 days for security purposes.
3. How We Use Your Data
- To respond to your enquiries and manage client projects
- To send project updates, invoices, and service communications
- To understand how our website is used and improve it (analytics, with your consent)
- To comply with legal obligations and protect our legitimate interests
4. Legal Basis for Processing
- Contract performance — processing necessary to deliver our services to you
- Legitimate interests — security logging, fraud prevention, and service improvement
- Consent — analytics cookies (you may withdraw consent at any time via Cookie Settings)
- Legal obligation — where required by law (e.g. financial records)
5. Cookies
We use cookies only as described in our Cookie Policy. Analytics cookies are only placed after you give explicit consent via our cookie banner. You can change your preferences at any time using the "Cookie Settings" link in the footer.
6. Data Sharing
We do not sell your personal data. We may share data with trusted third parties only where necessary:
- Web3Forms — processes contact form submissions on our behalf
- Google Analytics — processes anonymised usage data (with your consent)
- Billing platform — processes client account and payment data
- Legal authorities — where required by law or court order
All processors are bound by data processing agreements and comply with UK GDPR requirements.
7. International Transfers
Some third-party services (including Google Analytics) may transfer data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK ICO.
8. Data Retention
- Contact enquiries: Retained for 2 years from last contact
- Client project data: Retained for 7 years for legal and financial record-keeping purposes
- Analytics data: Retained in Google Analytics for 14 months
- Server logs: Retained for 30 days
9. Your Rights
Under UK GDPR, you have the right to:
- Access — request a copy of your personal data
- Rectification — request correction of inaccurate data
- Erasure — request deletion of your data ("right to be forgotten")
- Restriction — request we limit how we process your data
- Portability — receive your data in a structured, machine-readable format
- Objection — object to processing based on legitimate interests
- Withdraw consent — at any time where processing is consent-based
To exercise any right, email us at hello@axenexa.co. We will respond within 30 days.
10. Complaints
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
11. Changes to This Policy
We may update this policy from time to time. The "Last updated" date at the top of this page will reflect any changes. Continued use of our website following changes constitutes acceptance of the updated policy.
12. Contact Us
For any privacy-related questions: hello@axenexa.co