Privacy Policy

1.Who we are (data controller)

Regixo is operated by South East 1 OÜ, a company registered in Estonia (company number 12608095), which is the data controller responsible for personal data processed through the Site. Our full company and contact details are set out in Section 13.

2.Information we collect

2.1 Information you provide to us

When you complete the contact form, we collect the name, work email address, the reason for your enquiry, and the message you write. You provide this information voluntarily; if you do not complete the form, we do not collect it.

2.2 Information collected automatically

When you visit the Site, our hosting systems automatically record limited technical information, including your IP address, browser and device type, the pages you request, and the date and time of your visit. This is standard server-log information used to operate and secure the Site.

2.3 Information we do not collect

We do not operate user accounts on the Site, we do not use advertising or analytics tracking, and we do not collect special categories of personal data. The Regixo software you run yourself processes only metadata on your own machine and transmits nothing to us.

3.How we use your information, and our legal bases

We use personal data only for the purposes set out below. For each purpose we rely on a legal basis under Article 6 of the GDPR:

• To respond to and manage your enquiry — your consent in submitting the form (Art. 6(1)(a)) and our legitimate interest in answering you (Art. 6(1)(f)); where your enquiry concerns purchasing, steps taken at your request prior to entering a contract (Art. 6(1)(b)).
• To operate, maintain, and secure the Site — our legitimate interest in providing and protecting the Site (Art. 6(1)(f)).
• To comply with the law — compliance with a legal obligation to which we are subject (Art. 6(1)(c)), where applicable.

We do not use your personal data for advertising, and we do not carry out automated profiling or automated decisions that produce legal or similarly significant effects.

4.Cookies and similar technologies

We do not use advertising or analytics cookies, and we do not track you across other websites. The contact form, which is provided by HubSpot, may set a limited number of functional cookies necessary to display and submit the form and to help prevent spam; these are not used for advertising. If you do not open or submit the form, they are not required.

The Regixo software you run yourself sets no cookies and contains no telemetry. Because it is open source, this can be independently verified.

5.How we share your information

We do not sell your personal data, and we do not share it for third-party advertising. We share personal data only with service providers ("sub-processors") that process it on our behalf, under written contract and appropriate safeguards:

• HubSpot — hosts the contact form and stores your enquiry so that we can respond and follow up. Processing takes place on EU infrastructure (eu1).
• Our hosting provider — serves the Site and maintains the technical logs described in Section 2.2. Processing takes place in the EU.

We may also disclose personal data where we are required to do so by law, or to establish, exercise, or defend legal claims.

6.International transfers

We host and process personal data within the European Union. Where a sub-processor's processing could involve a transfer of personal data outside the EU or EEA, we rely on appropriate safeguards, such as the European Commission's Standard Contractual Clauses, to ensure your data remains protected.

7.How long we keep your information

We retain personal data only for as long as necessary for the purpose for which it was collected, and then delete it.

• Contact enquiries are retained while we assist you and for a reasonable period afterwards (up to 24 months), unless you ask us to delete them sooner, or you become a customer, in which case our customer contract governs retention.
• Technical logs are typically retained for 30 to 90 days, and longer only where necessary to investigate a security incident.

We can confirm exact retention periods on request.

8.Your rights

Under the GDPR, you have the following rights in relation to your personal data:

• Access — to obtain a copy of the personal data we hold about you.
• Rectification — to have inaccurate or incomplete data corrected.
• Erasure — to have your personal data deleted ("the right to be forgotten").
• Restriction — to ask us to limit processing in certain circumstances.
• Portability — to receive your data in a structured, commonly used, machine-readable format.
• Objection — to object to processing based on our legitimate interests.

Where processing is based on your consent, you may withdraw that consent at any time, without affecting processing carried out before withdrawal. To exercise any of these rights, please contact us using the details in Section 13. We will respond within one month.

9.Complaints to a supervisory authority

If you believe we have not handled your personal data in accordance with the law, you have the right to lodge a complaint with a supervisory authority — in particular the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon, aki.ee), or the supervisory authority in your country of residence or place of the alleged infringement. We would appreciate the opportunity to address your concerns before you approach the authority, so please consider contacting us first.

10.Children's privacy

The Site and the Regixo product are intended for organisations and the people who work in them. The Site is not directed at children, and we do not knowingly collect personal data from anyone under the age of 16.

11.The Regixo software and the paid portal

The free Regixo software runs locally on your machine, reads metadata only, and sends nothing to us; accordingly, we are not a processor of that data. If you subscribe to the hosted portal, the metadata-only snapshot that you choose to synchronise is processed by us within the EU under a separate Data Processing Agreement (GDPR Article 28). That agreement, together with a sub-processor list, is provided before any of your metadata is hosted. See our Security & privacy page for further detail.

12.Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will post the revised version on this page and update the "last updated" date shown above. Where a change materially affects you, we will indicate this clearly rather than rely on the updated date alone.

13.Contact us & company details

For any question or request relating to this policy or your personal data, please email hello@regixo.com. A member of our team reads every message.