We collect only the information needed to answer enquiries, plan and deliver creative work, maintain security, meet legal obligations, and process agreed payments through third-party providers. This website does not currently use first-party analytics, advertising pixels, or marketing cookies, and Vixen Solution does not sell personal information.
Who we are
Vixen Solution is a creative agency providing branding, design, UI/UX, social media, print, packaging, presentation, and AI-video services. For personal information described in this policy, Vixen Solution is responsible for deciding why and how the information is used.
Our primary privacy contact is agency@vixensolution.com.
Information we collect
Contact details
Name, email address, telephone or messaging details, company name, and other details you choose to provide.
Project information
Selected project type, brief, messages, files, brand materials, feedback, requirements, and correspondence.
Transaction records
Invoices, payment status, currency, provider, and accounting records. We do not collect card numbers or online-banking credentials through this website.
Technical data
IP address, browser/device information, timestamps, referral information, and security logs that may be generated by hosting or form-service providers.
We collect information directly from you when you submit the website form, email us, message us through WhatsApp or another platform, enter into a project, or make a payment. We may also receive technical information automatically from infrastructure and service providers.
Please do not send government identifiers, payment credentials, health information, biometric data, precise geolocation, or other highly sensitive information unless it is genuinely necessary and we have agreed a secure method for receiving it.
How we use information
- Respond to enquiries, prepare proposals, and take steps requested before entering a contract.
- Plan, manage, produce, revise, deliver, and support creative projects.
- Communicate about timelines, approvals, files, invoices, payments, and customer service.
- Operate, troubleshoot, secure, and improve the website and business systems.
- Maintain financial, contractual, and compliance records and establish or defend legal claims.
- Prevent fraud, abuse, spam, security incidents, and unlawful activity.
- Send direct marketing only where permitted by law and with consent where consent is required. You may opt out at any time.
We do not use personal information for solely automated decisions that produce legal or similarly significant effects.
Legal bases
We process personal information only when there is a valid reason to do so under applicable privacy and data-protection requirements. Depending on the circumstances, we may rely on the following grounds:
| Purpose | Typical information | Legal basis |
|---|---|---|
| Answering enquiries and preparing a project | Contact and project information | Taking requested steps before a contract and our legitimate interest in responding to business enquiries |
| Delivering services and taking payment | Contact, project, invoice, and transaction records | Performance of a contract |
| Security, fraud prevention, and service improvement | Technical data, correspondence, and incident records | Legitimate interests in maintaining a secure and effective service |
| Accounting, compliance, and record keeping | Identity, transaction, and contract records | Compliance with legal obligations |
| Optional marketing or non-essential technologies | Contact details, preferences, and device data | Consent where required, or legitimate interests where permitted |
| Legal claims and serious safety issues | Relevant records | Legitimate interests, legal obligations, consent, or another lawful basis available in the circumstances |
Where processing is based on consent, you may withdraw consent at any time. Withdrawal does not affect processing that was lawful before withdrawal.
Sharing & service providers
We disclose personal information only as reasonably necessary for the purposes described above. Recipients may include:
- Web3Forms, which transmits contact-form submissions to us.
- Hosting, email, cloud-storage, cybersecurity, and technical-support providers used to operate the website and business.
- Communication platforms such as WhatsApp/Meta when you choose to contact us through those services.
- Payment and marketplace providers selected for a project, which may include bank transfer, Payoneer, Binance, Upwork, Fiverr, Western Union, or MoneyGram. Those providers process payment data under their own privacy notices.
- Professional advisers and authorities, such as accountants, lawyers, insurers, courts, regulators, law-enforcement agencies, or tax authorities, when necessary and lawful.
- Business transaction parties if we reorganize, merge, sell, or transfer all or part of the business, subject to appropriate confidentiality and legal safeguards.
We require processors acting on our behalf to handle personal information only under appropriate instructions and safeguards. We do not sell personal information and do not share it for cross-context behavioural advertising.
International transfers
We use online service providers, communication platforms, payment services, and technical infrastructure that may process personal information from different locations.
When personal information is transferred across borders, we use safeguards required by applicable law. These may include contractual protections, access restrictions, security reviews, data minimisation, vendor assessments, and other recognised transfer mechanisms.
You may contact us for more information about safeguards relevant to your information.
How long we keep data
We keep personal information only for as long as reasonably necessary for the relevant purpose, including legal, accounting, security, and dispute-resolution requirements. Our normal approach is:
- Unsuccessful or inactive enquiries: normally deleted or anonymised within 24 months after the last meaningful contact.
- Client and project records: kept for the life of the engagement and then for the period reasonably needed for warranties, portfolio permissions, disputes, tax, and accounting obligations.
- Security and technical records: kept for the shortest practical period consistent with investigating abuse or incidents and the configuration of our service providers.
- Consent and opt-out records: kept as needed to demonstrate and respect your preference.
When retention is no longer justified, we delete, de-identify, or securely isolate the information.
Cookies & tracking
This portfolio does not intentionally set first-party analytics cookies, use advertising pixels, or conduct cross-site behavioural advertising. The site loads Google Fonts, so Google may receive ordinary technical request data such as an IP address and browser information when the fonts are requested.
Following an external link—such as WhatsApp or a payment provider—takes you to a service governed by that provider’s own privacy and cookie practices. If we introduce non-essential cookies or analytics, we will update this policy and provide suitable notice or consent controls where required.
Where legally required, we will respect recognised browser-based privacy preference signals. Because we do not currently sell personal information or share it for targeted advertising, no separate sale or targeted-advertising opt-out mechanism is needed for our current practices.
Your privacy rights
Depending on the law that applies, you may have some or all of the rights described below. We will review valid requests fairly and may extend comparable controls where practical.
Access & transparency
You may ask whether we hold personal information about you and request information about how it is collected, used, shared, and retained.
Correction
You may ask us to correct incomplete, outdated, or inaccurate personal information.
Deletion & restriction
You may ask us to delete information or limit how it is used, subject to legal, contractual, security, and record-keeping requirements.
Choice & objection
You may withdraw consent, object to certain processing, opt out where applicable, or request a portable copy of eligible information.
How to exercise a right
- Access your information
- Correct inaccurate details
- Delete information
- Restrict or object
- Receive a portable copy
- Withdraw consent
- Opt out where applicable
- Submit a privacy complaint
Email us with the subject “Privacy Request” and describe the right you wish to exercise. We may ask for proportionate information to verify your identity and protect against unauthorised disclosure. An authorised agent may submit a request where permitted, subject to proof of authority and identity verification.
We aim to acknowledge requests promptly and respond within the period required by applicable law. We will not discriminate against you for exercising a legal privacy right.
Make a privacy request
Tell us what you need and include enough detail for us to identify the relevant information.
Security & data breaches
We use reasonable technical and organisational measures appropriate to the nature of the information and the risks involved. These may include access controls, secure transmission, account protection, service-provider review, backups, minimisation, and restricted disclosure.
No website, email, messaging platform, or storage system can be guaranteed completely secure. If a personal-data breach occurs, we will investigate and notify affected individuals and regulators where notification is required by applicable law.
Children’s privacy
Our services are intended for business and professional users and are not directed to children. We do not knowingly collect personal information from anyone below the minimum legal age applicable to the service. A parent or guardian who believes a child has provided information should contact us so we can review and delete it where appropriate.
Contact us
Questions, rights requests, or complaints should first be sent to:
Vixen Solution — Privacy Contact
Email: agency@vixensolution.com
We will investigate privacy complaints fairly and communicate the outcome. You may also contact the appropriate privacy or data-protection authority available to you under applicable law.
Changes to this policy
We may update this policy when our services, providers, legal obligations, or data practices change. The revised policy will be posted on this page, and we will provide additional notice where a material change requires it.