1 Who is responsible for what
Two different situations, with different responsibilities:
| Data | Who controls it | What we do |
|---|---|---|
| Your account | VEXANITY | We decide how it is used, as set out below. |
| Records you enter | You | We process it on your instructions only. Customers, staff, students, parents, suppliers, your data, your responsibility. |
Where you enter other people's information into the service, you are responsible for having the legal right to do so, for telling them, and for obtaining any consent the law requires.
2 What we collect
- Account details: name, email, phone, organisation, role, password (stored hashed, never in readable form).
- Billing details: plan, invoices, payment status. Card and mobile-money details are handled by our payment provider; we do not store full numbers.
- Records you enter: whatever you put into the service.
- Technical data: IP address, device and browser type, timestamps, pages used, error logs.
- Support messages: what you send us when you ask for help.
3 Why we use it
- To provide, maintain and secure the service
- To authenticate users and prevent fraud and abuse
- To bill you and keep financial records we are required to keep
- To provide support and respond to you
- To diagnose faults and improve reliability
- To send service notices, outages, security alerts, changes to these documents
- To meet legal and regulatory obligations
We do not sell personal information. We do not share it with advertisers. Marketing email is sent only with consent and every message can be unsubscribed from.
4 Who we share it with
Only with service providers who need it to make the product work, hosting, backup, payment processing, email delivery, error monitoring, customer support tooling, each bound to protect it and to use it only on our instructions.
We may also disclose information where required by law, court order, or a lawful request by an authority, or to establish or defend legal claims. If our business is sold or merged, information may transfer to the acquirer under the same protections.
5 How long we keep it
Account and record data is kept while your subscription is active and for [30] days after it ends, to allow export. Financial records are kept for [the period required by tax law]. Backups may persist for up to [90] days before being overwritten. Logs are kept for [12 months].
6 Security
We use encryption in transit and at rest, role-based access control, audit logging and regular backups. Access to customer data by our staff is restricted and logged.
These are reasonable measures, not a guarantee. See clause 8 of the Terms of Service, which sets out what we are and are not responsible for.
7 Rights over your information
Depending on where you live, you may have the right to access, correct, delete, restrict, object to, or receive a portable copy of your personal information, and to withdraw consent or complain to a data-protection authority.
Contact us at [privacy@vexanity.com] and we will respond within the period the law requires. If your information was entered by an organisation using our service, ask them first, we will refer your request to them.
8 Children's information
ALTAIR holds records about school pupils, many of whom are minors. Those records belong to the school, which is responsible for the lawful basis for holding them and for any parental consent required.
We process pupil information solely to provide the service to the school. We do not use it for advertising, profiling, or any purpose of our own, and we never sell it. Schools must ensure their own privacy notices cover the use of ALTAIR.
9 Where information is stored
Information may be stored or processed in [list countries / regions]. Where information leaves its country of origin, we use lawful transfer mechanisms and require equivalent protection.
10 Contact
Privacy questions: [privacy@vexanity.com]
Data protection officer: [name / not appointed]
Postal address: [registered address]