LEGAL INFORMATION

Privacy Policy

Last updated: November 25, 2025

At Voxelroot, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit our website at voxelroot.com or use our services. We are committed to transparency and compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

By accessing or using our website, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our practices, please do not use our website or services.

What Personal Data We Collect

Information You Provide Directly

When you use our contact forms or communicate with us, you may provide personal information including your name, email address, phone number, and the content of your messages. We collect this information when you voluntarily submit it through our website.

This information helps us respond to your inquiries, provide requested services, and maintain communication about your project needs.

Automatically Collected Information

When you visit our website, we automatically collect certain technical information including your IP address, browser type, operating system, referring URLs, pages viewed, and time spent on our site. This data is collected through server logs and analytics tools.

We also use cookies and similar tracking technologies to gather information about your browsing behavior. For detailed information about our cookie practices, please review our Cookie Policy.

Analytics and Usage Data

We use third-party analytics services, including Google Analytics, to understand how visitors interact with our website. These services collect information about page views, session duration, bounce rates, and user navigation patterns.

This aggregated data helps us improve our website structure, content quality, and overall user experience. Analytics data is typically anonymized and does not identify you personally.

Device and Location Information

We may collect information about the devices you use to access our website, including device identifiers, screen resolution, and general geographic location based on your IP address. This information helps us optimize our website for different devices and understand our audience demographics.

How We Use Your Personal Data

We process your personal data for specific, legitimate purposes. The legal basis for processing depends on the purpose and type of data collected:

Service Provision and Communication

We use your contact information to respond to your inquiries, provide requested information about our services, and maintain ongoing communication regarding project development. This processing is necessary to fulfill our contractual obligations or take steps at your request before entering into a contract.

Website Improvement and Analytics

We analyze usage data to understand how visitors interact with our website, identify popular content, detect technical issues, and improve overall user experience. This processing is based on our legitimate interest in maintaining and enhancing our website quality.

Marketing and Communications

With your consent, we may send you information about our services, industry insights, and updates that we believe may interest you. You can opt out of marketing communications at any time by contacting us or following unsubscribe instructions in our emails.

Legal Compliance and Protection

We may process your data to comply with legal obligations, enforce our terms and conditions, protect our rights and property, prevent fraud, and ensure the security of our website and services. This processing is necessary for legal compliance and our legitimate interests.

Business Operations

We use collected data for internal business purposes including record keeping, accounting, quality assurance, and business planning. This supports our operational efficiency and service quality.

How We Share Your Data

We do not sell your personal data to third parties. However, we may share your information in the following circumstances:

Service Providers

We work with trusted third-party service providers who assist us in operating our website, conducting business operations, and providing services to you. These providers include web hosting companies, analytics services, email service providers, and payment processors. They access your data only to perform specific tasks on our behalf and are obligated to protect your information.

Legal Requirements

We may disclose your information when required by law, legal process, litigation, or requests from governmental authorities. We may also share information to protect our rights, property, or safety, or that of our users or the public.

Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your personal data may be transferred to the acquiring entity. We will notify you of any such change and provide you with choices regarding your information.

With Your Consent

We may share your information with third parties when you have given explicit consent for such sharing. You can withdraw your consent at any time by contacting us.

How We Protect Your Data

We implement appropriate technical and organizational security measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction:

Encryption and Secure Transmission

We use industry-standard encryption protocols to protect data transmitted between your browser and our servers. Sensitive information is encrypted both in transit and at rest using secure encryption algorithms.

Access Controls

Access to personal data is restricted to authorized personnel who require such access to perform their job functions. We implement role-based access controls and regularly review access permissions to ensure data is accessed only when necessary.

Security Monitoring

We continuously monitor our systems for potential security vulnerabilities and threats. Our security infrastructure includes firewalls, intrusion detection systems, and regular security audits to identify and address potential risks.

Data Breach Procedures

In the unlikely event of a data breach that poses a risk to your rights and freedoms, we will notify you and relevant supervisory authorities in accordance with applicable data protection laws. Our incident response procedures ensure prompt detection, containment, and remediation of security incidents.

While we implement robust security measures, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but continuously work to maintain and improve our security practices.

Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods vary depending on the type of data and purpose of processing:

Contact form submissions and inquiries are retained for up to three years to maintain communication history and provide continuous support
Analytics and usage data is typically retained for 26 months in accordance with standard analytics practices
Financial and contractual records are retained for legal compliance periods as required by applicable laws
Marketing consent records are maintained until you withdraw consent or we no longer have a legitimate need for processing

When personal data is no longer needed, we securely delete or anonymize it to prevent identification. You can request deletion of your data at any time by exercising your rights as described in this policy.

Your Privacy Rights

Under applicable data protection laws, including GDPR, you have several rights regarding your personal data:

Right to Access

You have the right to request confirmation of whether we process your personal data and obtain access to that data. We will provide you with a copy of your personal data in a commonly used electronic format.

Right to Rectification

If your personal data is inaccurate or incomplete, you have the right to request correction or completion of that data. We will make reasonable efforts to update your information promptly.

Right to Erasure

You can request deletion of your personal data when it is no longer necessary for the purposes for which it was collected, you withdraw consent, you object to processing, or the data was unlawfully processed. This right is subject to certain legal limitations.

Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, machine-readable format and transmit that data to another controller where technically feasible.

Right to Object

You can object to processing of your personal data based on legitimate interests or for direct marketing purposes. We will cease processing unless we demonstrate compelling legitimate grounds that override your interests.

Right to Restrict Processing

Under certain circumstances, you can request restriction of processing your personal data. When processing is restricted, we may store the data but not further process it without your consent.

Right to Withdraw Consent

Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing based on consent before withdrawal.

Right to Lodge a Complaint

You have the right to lodge a complaint with a supervisory data protection authority if you believe our processing of your personal data violates applicable data protection laws.

How to Exercise Your Rights

To exercise any of these rights, please contact us using the information provided on our Contact page or email us at info@voxelroot.com. We will respond to your request within one month, though this period may be extended in complex cases. We may request additional information to verify your identity before processing your request.

Your Rights and Opt-Out Instructions

You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:

Avoid filling out contact forms, account registrations, or any data-submitting features
Disable cookies through your browser settings (see our Cookie Policy for more details)
Contact us directly to request the deletion of any previously shared personal data

We respect your privacy choices. If you would like us to delete your data, please reach out to us at the contact details provided on our Contact page. We will process your request promptly in accordance with applicable data protection laws.

Please note that certain data may need to be retained for legal compliance, dispute resolution, or to fulfill contractual obligations. We will inform you if such exceptions apply to your deletion request.

International Data Transfers

As we operate globally and use service providers located in different countries, your personal data may be transferred to and processed in countries outside your country of residence, including countries that may not provide the same level of data protection as your home country.

When we transfer personal data outside the European Economic Area, we ensure appropriate safeguards are in place through standard contractual clauses approved by the European Commission, adequacy decisions, or other legally recognized transfer mechanisms. These measures ensure your data receives adequate protection regardless of where it is processed.

Children's Privacy

Our website and services are not directed to children under the age of 16. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

Upon verification, we will delete such information from our systems promptly. We take the protection of children's privacy seriously and comply with applicable laws regarding children's online privacy.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technologies, legal requirements, or other operational needs. When we make material changes, we will update the "Last updated" date at the top of this policy.

For significant changes that materially affect your rights, we will provide prominent notice on our website or notify you directly via email if we have your contact information. We encourage you to review this Privacy Policy regularly to stay informed about how we protect your information.

Your continued use of our website after changes are posted constitutes your acceptance of the updated Privacy Policy.

Contact Us About Privacy

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us. We are committed to addressing your privacy concerns and responding to your inquiries promptly.

Email: info@voxelroot.com

Phone: +4930206320

Address: Friedrichstraße 191, 10117 Berlin, Germany

Website: voxelroot.com

You can also visit our Contact Page to submit inquiries or exercise your data protection rights.