Privacy Policy

1. Who we are

This Privacy Policy is issued by Wolvix Solutions LLC, a limited liability company with its registered address at 6545 Market Ave North, Ste 100, Canton, OH 44721, USA ("Wolvix Solutions", "we", "us", "our"). We are the controller of the personal data described in this policy and the sending party for all SMS and text message communications described in Section 8. We operate the website https://wolvixsolutions.com (the "Site") and provide website and software development, design, digital marketing, AI automation, customer support and related services (the "Services"). Questions about this policy or your personal data: hello@wolvixsolutions.com, or write to the address above.

2. Scope

This policy applies to personal data we collect through the Site, including its forms, quizzes, calculators, audit tool, plan builder and client portal; through client onboarding and project delivery; through email, telephone, WhatsApp and text message communications; through social media and advertising platforms; and through third party tools we use to run our business. It does not cover the privacy practices of our clients. Where we process personal data on behalf of a client (for example, when we build a website, run an advertising campaign, operate an AI agent or manage a CRM for a client), we act as that client's processor, and the client's own privacy policy governs how that data is used. Client project data is processed only on the client's documented instructions, only to deliver the agreed Services, and under the data processing terms in the client's proposal or a separate agreement. We do not use it for our own purposes, do not combine it with data from other clients, and return or delete it at the end of the engagement. Where a client gives us logins or admin access to their systems, we store credentials in an encrypted password manager with access limited to the team working on the account, use them only for the Services, and remove our access or return the credentials when the engagement ends or on request.

3. Personal data we collect

Identity and contact data: name, job title, company name, email address, telephone number, postal address and social media handle where you contact us there. Enquiry and project data: the content of any enquiry you send us and information you give us about your business, goals, budget and existing systems, including answers you give in our Growth Score quiz, ROI calculator, plan builder and website audit tool, and the URL of any website you submit for audit. Contractual and billing data: proposals, statements of work, change requests, contracts, invoices, payment records, refund and cancellation records and the limited transaction data returned by our payment provider (such as the last four digits of a card, the payment date and the amount); we do not store full card numbers, and payments are handled by PCI compliant processors under their own privacy policies. Communications data: emails, call recordings and transcripts where you have been notified that a call is recorded, text message content and opt in and opt out records, WhatsApp messages, meeting notes, support tickets and transcripts of conversations with any AI assistant on our Site or phone line. Technical and usage data: IP address, browser type and version, operating system, device identifiers, referring URLs, pages viewed, time on page, clicks and similar interaction data collected through cookies and comparable technologies, as described in our Cookie Policy. Marketing and preference data: your marketing preferences, consent records for email and SMS, and your engagement with the marketing we send. Portal data: if you use the client portal, your login details, project records, invoices, tickets and requests. Recruitment data: if you apply for a role, your CV, application form, references and interview notes. We do not intentionally collect special category data (such as health, religious or biometric data) or data relating to criminal convictions, and we ask you not to send it to us.

4. How we collect personal data

We collect personal data when you fill in a form or use a tool on the Site; email, call, text or message us on WhatsApp, LinkedIn or another platform; chat with the AI assistant on our Site or phone line; book a meeting through a scheduling link; enter into a contract with us or receive an invoice; subscribe to our newsletter or download a resource; leave a review on Trustpilot, Google or another platform; interact with our advertising on Google, Meta, LinkedIn or another platform; browse the Site, through cookies and similar technologies; log in to the client portal; or apply for a job with us. We also receive personal data from third parties including business directories, professional networking platforms, review platforms, referral partners and analytics and advertising providers.

5. Why we use personal data and our legal basis

Purpose	Legal basis
Responding to your enquiry, running our tools and scoping a project	Legitimate interests and steps taken at your request before entering a contract
Delivering the Services, managing the project, operating the client portal and providing support	Performance of a contract
Invoicing, payment collection and accounting	Performance of a contract and legal obligation
Sending service messages, appointment confirmations and project updates by email or SMS	Performance of a contract and legitimate interests
Sending marketing emails and SMS	Consent, which you can withdraw at any time
Recording calls for training and quality purposes	Legitimate interests, with notice given at the start of the call
Operating, securing and improving the Site and our AI assistants	Legitimate interests
Analytics and advertising cookies	Consent, managed through our cookie banner
Displaying reviews you have published on third party platforms	Legitimate interests; the review is already public
Recruitment	Steps taken at your request before entering a contract, and legitimate interests
Complying with legal, regulatory and tax obligations	Legal obligation
Establishing, exercising or defending legal claims	Legitimate interests

6. Who we share personal data with

Group companies and delivery teams: our affiliated companies and delivery teams in the United States, the United Kingdom, the United Arab Emirates and Canada, to deliver the Services and run our business. Service providers: hosting and cloud infrastructure, email and communications platforms, CRM and project management tools, telephony, SMS and AI platforms, payment processors, accounting software, analytics providers, review platforms and IT support providers, each acting under contract and permitted to use the data only to provide its service to us. Advertising platforms: Google, Meta, LinkedIn and similar platforms, for measuring and targeting our own advertising, only where you have consented to advertising cookies. Professional advisers: lawyers, accountants, auditors and insurers. Authorities: courts, regulators, law enforcement and tax authorities, where required by law. Business transfers: a buyer or prospective buyer of all or part of our business, subject to confidentiality. We do not sell personal data and we do not share your personal data with third parties for their own direct marketing purposes.

7. International transfers

We have delivery teams and service providers outside the United States, so your personal data may be transferred to, stored in and accessed from other countries, including the United Kingdom, the United Arab Emirates and Canada. Where we transfer personal data from the United Kingdom or the European Economic Area, we rely on the UK International Data Transfer Agreement or Addendum or the EU Standard Contractual Clauses, with supplementary measures where needed. You can request a copy of the relevant transfer mechanism by contacting us.

8. SMS and text messaging

This section applies to text messages sent by Wolvix Solutions LLC using our business telephone numbers. What we collect: when you provide your mobile phone number to Wolvix Solutions through a form on our website, during a call, in person, by email or in writing, and agree to receive text messages from us, we collect and store your phone number together with a record of your consent, including the date, time and method of opt in. How you opt in: we collect SMS consent in two ways. Verbal: Wolvix Solutions collects SMS consent verbally in person or by phone. Customers provide their phone number and are asked if they would like to receive customer support SMS messages. They are informed that msg and data rates may apply, msg frequency varies, reply HELP for support or STOP to opt out. Privacy Policy at wolvixsolutions.com/privacy-policy. Website: on our website there is a contact form to fill out to get information, and a phone number is requested with a disclaimer for opting in if they want to receive customer support SMS messages from Wolvix Solutions. We inform that msg and data rates may apply and msg frequency varies. Reply STOP to opt out or HELP for support. Privacy Policy at wolvixsolutions.com/privacy-policy. What we send: customer support messages you have agreed to receive, including replies to your enquiries, appointment and meeting confirmations, project and account updates and service notifications. We only send promotional or marketing text messages if you have separately and expressly opted in. No sharing of mobile data: no mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt in data and consent will not be sold, rented or shared with any third parties, excluding vendors and service providers who assist us in delivering the messages and who are bound by contract to use the information solely for that purpose. All other categories of personal information described in this policy exclude text messaging originator opt in data and consent, which is never shared with any third party. Opting out and getting help: reply STOP to any message to opt out; we send one final confirmation message and no further messages. For help, reply HELP or email hello@wolvixsolutions.com. Message and data rates may apply. Message frequency may vary. Retention: we retain your phone number and consent records for as long as needed to provide the messaging service and to demonstrate compliance with applicable law; if you opt out, we keep a record of your opt out so that we do not message you again. The full terms governing our text messaging program are at https://wolvixsolutions.com/sms-terms.

9. Marketing

We may send you marketing by email about our Services where you have opted in, or where you are an existing client and the marketing relates to services similar to those you have bought and you have not opted out. We only send marketing text messages with your express prior consent. You can stop receiving marketing at any time by clicking the unsubscribe link in any email, replying STOP to any text message, or emailing hello@wolvixsolutions.com. We will continue to send service messages that are necessary to deliver the Services.

10. AI assistants and automated tools

Our Site and phone line may use AI assistants to answer questions, collect enquiry details and book calls. Conversations are stored, may be reviewed by our team to improve the service and to follow up your enquiry, and are processed by third party AI providers under contract. The assistant will tell you it is an AI, and you can ask for a human at any time. Our Growth Score, ROI calculator, plan builder and website audit tools produce automated outputs for guidance only; they do not make any decision with legal or similarly significant effects on you.

11. Cookies and similar technologies

The Site uses cookies and similar technologies to make it work, to understand how it is used and, with your consent, to support our advertising. Details of the cookies we use, how long they last and how to manage them are in our Cookie Policy at https://wolvixsolutions.com/cookie-policy.

12. How long we keep personal data

Enquiry and tool data where no contract follows: 24 months from last contact. Client contract, project, portal and billing records: 7 years from the end of the contract, to meet tax and accounting requirements. Marketing consent and preference records: while you remain subscribed, plus 3 years after you unsubscribe. SMS opt in and opt out records: for the life of the messaging program plus 4 years. Call recordings and AI assistant transcripts: 12 months unless needed for a dispute. Website audit results: 24 hours in cache, then as enquiry data. Recruitment data for unsuccessful candidates: 6 months after the role closes. Technical and usage data: as set out in our Cookie Policy. When data is no longer needed we delete or anonymize it.

13. Security

We use technical and organizational measures appropriate to the risk, including encryption in transit and at rest, access controls, multi factor authentication on core systems, staff confidentiality obligations and contractual security commitments from our service providers. No system is completely secure, and we cannot guarantee the security of data transmitted to us over the internet.

14. Your rights

Depending on where you live, you may have the right to be told how we use your personal data; to access a copy; to have inaccurate data corrected; to have it deleted in certain circumstances; to restrict or object to certain processing, including direct marketing at any time; to receive it in a portable format where processing is based on consent or contract; to withdraw consent at any time where we rely on consent; and not to be subject to a decision based solely on automated processing that has a legal or similarly significant effect on you. To exercise any of these rights, email hello@wolvixsolutions.com. We respond within one month, or as otherwise required by the law that applies to you, may need to verify your identity, and do not charge a fee unless a request is manifestly unfounded or excessive.

Texas residents: under the Texas Data Privacy and Security Act you have the rights to access, correct, delete and obtain a copy of your personal data, and to opt out of targeted advertising, sale and profiling. We do not sell personal data. You can opt out of targeted advertising cookies through our cookie banner. If we decline a request you may appeal by emailing hello@wolvixsolutions.com with "Privacy Appeal" in the subject line.

California residents: under the California Consumer Privacy Act you have the right to know the categories and specific pieces of personal information we have collected, the sources, the purposes and the categories of third parties we share it with, the right to delete, the right to correct, and the right not to be discriminated against for exercising these rights. We do not sell personal information and do not share it for cross context behavioral advertising except through advertising cookies you can decline in our cookie banner.

Other US states: residents of states with comprehensive privacy laws have similar rights of access, correction, deletion, portability and opt out, which you can exercise by the same route.

Canadian residents: under PIPEDA you have the right to access and correct your personal information and to withdraw consent, and may complain to the Office of the Privacy Commissioner of Canada.

United Kingdom and EEA residents: you have the right to complain to your supervisory authority; in the UK this is the Information Commissioner's Office at https://ico.org.uk. We would appreciate the chance to resolve any concern first.

15. Children

The Site and the Services are directed at businesses and are not intended for anyone under 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact us and we will delete it.

16. Third party links and embedded content

The Site contains links to other websites and embedded content from Trustpilot, Google, YouTube, Vimeo and our scheduling provider. We are not responsible for the privacy practices of those services and encourage you to read their policies.

17. Changes to this policy

We may update this policy from time to time. The effective date at the top shows when it was last changed. Where a change materially affects how we use your personal data, we notify you by email or through a notice on the Site.

18. Contact

Wolvix Solutions LLC, 6545 Market Ave North, Ste 100, Canton, OH 44721, USA. Phone: (713) 919-8311. Email: hello@wolvixsolutions.com.