Privacy Policy

1. Introduction

This Privacy Policy explains how Evoxa (“we”, “us”, “our”), a trading name of Apollo Services Pvt Ltd, collects, uses, stores, and protects your personal data when you use our website, purchase our services, or interact with our AI systems.

By using our services, you agree to the practices described in this Policy.

2. Data We Collect

2.1 Information You Provide Directly

• Name and contact details
• Business information
• Website content (text, images, branding)
• Email addresses for professional email hosting
• Payment information (processed securely by Stripe)

2.2 Automatically Collected Data

• IP address
• Device and browser information
• Website usage analytics
• Cookies and tracking data

2.3 AI Interaction Data

When you use our AI chat or voice systems, we may process:

• Messages you send
• Responses generated by AI
• Metadata such as timestamps

AI messages may be processed by OpenAI or partner platforms.

3. How We Use Your Data

We use your data to:

• Provide website setup and hosting
• Deliver professional email services
• Configure and maintain AI chat/voice systems
• Improve service performance and reliability
• Communicate with you about your account
• Process payments and subscriptions
• Ensure security and prevent misuse

We do not sell your data.

4. Legal Basis for Processing (GDPR)

We process your data under the following legal bases:

• Contractual necessity — to deliver purchased services
• Legitimate interest — to maintain and improve our systems
• Consent — for optional analytics or marketing
• Legal obligation — for tax, fraud prevention, and compliance

5. Data Sharing

We only share data with trusted third‑party providers essential to our services:

• Stripe — payment processing
• OpenAI / AI partners — AI message processing
• Hosting providers — website and email infrastructure
• Domain registrars — DNS and domain management

We never sell or rent your data.

6. Data Retention

We retain data only as long as necessary:

• Account and billing data — while your subscription is active
• AI interaction logs — short‑term retention for service improvement
• Website content — while hosting is active
• Legal/financial records — as required by law

You may request deletion at any time (see Section 9).

7. Cookies & Tracking

We use cookies for:

• Website functionality
• Analytics
• Security
• Performance monitoring

You may disable cookies in your browser settings.

8. AI Data Handling

AI messages may be processed by OpenAI or partner platforms.

We do not use AI data to train public models.

AI systems may store short‑term logs for:

• Abuse prevention
• Debugging
• Service reliability

9. Your Rights (GDPR)

You have the right to:

• Access your data
• Correct inaccurate data
• Request deletion
• Restrict processing
• Object to processing
• Request data portability

To exercise your rights, contact us at: harshaladari@evoxa.co.uk

10. Data Security

We implement:

• Encryption
• Access controls
• Secure hosting
• Regular audits
• DNS and email security protocols

No system is 100% secure, but we take all reasonable steps to protect your data.

11. International Transfers

Some data may be processed outside the UK/EU by trusted partners.

We ensure compliance through:

• Standard Contractual Clauses (SCCs)
• GDPR‑aligned safeguards

12. Children’s Data

Evoxa does not knowingly collect data from individuals under 16.

13. Changes to This Policy

We may update this Privacy Policy at any time. Continued use of our services constitutes acceptance of the updated Policy.

14. Contact Information

For privacy questions or data requests: