Privacy Policy

1. Who we are

PixelCRM is a product and service provided by PixelBay Agency ("we", "us", "our").

Website: https://pixelcrm.uk/
Email: hello@pixelcrm.uk

For personal information we collect directly through our website, enquiries, sales process, contracts, billing and support services, PixelBay Agency is generally the data controller.

PixelCRM is self-hosted by default. Customer CRM databases and business data are hosted on the customer's own hosting environment rather than on PixelBay Agency's servers, except where the customer's hosting environment could not support installation and PixelBay Agency has instead provided hosting for that installation. Where we do host an installation, the same data-protection principles in this policy apply, and data is used only to operate that customer's CRM.

The customer remains responsible for the personal data stored within their own PixelCRM installation and for complying with their own data protection obligations.

2. Information we collect

Depending on how you interact with us, we may collect information including:

• Your name.
• Business or organisation name.
• Job title or role.
• Email address.
• Telephone number.
• Billing and invoicing information.
• Information provided through enquiry forms.
• Information contained within correspondence with us.
• Information about your PixelCRM requirements.
• Information contained within quotations, specifications or agreements.

When you sign up for PixelCRM, we may also need technical information required to install, configure, maintain or support your CRM. This may include:

• Your domain name.
• Hosting information.
• FTP, SFTP or other technical access information.
• Server information.
• Technical configuration information.
• Error or diagnostic information.
• Information required to troubleshoot your installation.

We only request information and access that is reasonably necessary to provide the service.

3. Your CRM data

PixelCRM is self-hosted by default.

Your CRM database and the information you enter into your CRM are stored on your own hosting environment and are not hosted by PixelBay Agency, except where your hosting environment could not support installation and we have instead provided hosting for you - see Section 1.

Your CRM may contain information such as:

• Customers.
• Contacts.
• Enquiries.
• Bookings.
• Leads.
• Events.
• Appointments.
• Notes.
• Documents.
• Other business information entered into your CRM.

Your data remains yours.

You are responsible for determining how personal data is collected, used, retained and protected within your CRM and for meeting your own legal and data protection obligations.

PixelBay Agency does not routinely access, monitor, inspect or process the contents of your CRM database.

We may access your PixelCRM installation where reasonably necessary to:

• Install PixelCRM.
• Configure the system.
• Provide requested support.
• Carry out maintenance.
• Install updates.
• Investigate technical problems.
• Troubleshoot an issue.
• Carry out agreed development work.
• Verify or maintain licensing.

Where technical access is required, we will limit our access to what is reasonably necessary for the relevant task.

4. How we use your information

We may use personal information for the following purposes:

• Responding to enquiries.
• Providing quotations.
• Processing orders.
• Setting up and installing PixelCRM.
• Configuring your CRM.
• Providing support and maintenance.
• Carrying out agreed development work.
• Managing your customer account.
• Issuing invoices.
• Processing payments.
• Managing your PixelCRM licence.
• Communicating with you about your service.
• Maintaining appropriate business and contractual records.
• Maintaining the security of our systems.
• Investigating technical problems.
• Preventing misuse or unauthorised use of PixelCRM.
• Protecting our intellectual property and services.

5. Licensing and licence verification

Licensed PixelCRM installations communicate with our licensing system to verify that the applicable licence is active.

This may involve the transmission of limited technical information required to identify the installation and confirm the licence status, such as:

• Licence or installation identifier.
• Domain or installation information.
• Licence status.
• Technical information required to complete the licence verification.

The licensing connection is used for licensing purposes. It does not mean that PixelBay Agency hosts your CRM database or routinely receives, copies or inspects the customer information stored within your CRM.

We do not use the licensing connection to routinely retrieve your CRM database or the personal information contained within it.

Custom CRM builds owned outright have no licensing connection, so none of the above applies to them, unless supplied on a monthly basis.

6. FTP, hosting and technical access

To install, configure, maintain or support PixelCRM, we may require access to your hosting environment. This may include FTP, SFTP, hosting control panel or similar technical access.

You remain responsible for authorising access to your hosting environment and for ensuring that the access provided is appropriate.

We will use technical access only for the agreed installation, configuration, maintenance, support, development, troubleshooting or licensing purposes.

Where reasonably practicable, we recommend using separate technical credentials for support and installation access.

We will not knowingly use your hosting access for purposes unrelated to the PixelCRM service.

7. Lawful bases for processing

We process personal information using the lawful basis that is appropriate for the particular purpose. These may include:

Contract - we may process information where it is necessary to enter into or perform our agreement with you. This includes providing PixelCRM, processing your order, installing and configuring your CRM, providing support, managing your licence, communicating with you about your service and processing payments.

Legal obligation - we may process information where necessary to comply with a legal obligation. This may include accounting, taxation, financial record keeping and responding to lawful requests from authorities.

Legitimate interests - we may process information where necessary for our legitimate business interests, provided those interests are not overridden by your rights. This may include:

• Maintaining the security of our systems.
• Preventing fraud or misuse.
• Protecting our software and intellectual property.
• Managing our customer relationships.
• Maintaining business records.
• Diagnosing technical problems.
• Providing and improving our services.

Consent - where consent is required by law, we will ask for it. Where we rely on consent, you may withdraw that consent at any time.

8. Cookies and similar technologies

PixelCRM's public website is designed to operate without unnecessary advertising or tracking cookies.

We do not use cookies for behavioural advertising or to routinely track your browsing activity across other websites.

Our website may use strictly necessary cookies or similar technologies where required for the website or a requested service to operate correctly, maintain security, remember a necessary technical preference or perform another essential function.

Where a cookie or similar technology is strictly necessary, consent may not be required under applicable law.

Where we introduce non-essential cookies or similar technologies for purposes such as analytics, advertising or tracking, we will obtain consent where required by law.

The rules relating to cookies also apply to certain other technologies that store or access information on a person's device.

You can control or delete cookies through your browser settings.

If our use of cookies or similar technologies changes materially, we will update this Privacy Policy and introduce an appropriate consent mechanism where required.

9. Website enquiries

If you contact us through our website, we may collect the information you submit so that we can respond to your enquiry or provide the requested service. This may include:

• Your name.
• Email address.
• Telephone number.
• Business information.
• The contents of your enquiry.

We use this information to respond to you, provide information about PixelCRM and, where requested, prepare quotations or discuss our services.

We do not sell or rent enquiry information to third parties.

The same applies to the PixelCRM playground. To open a demo, we ask for your name, business and email address, and optionally your phone number, then email you a one-time code. We use these details to follow up on your demo and answer any questions. Your demo copy and anything you add to it is deleted once your session ends.

10. Payments and billing

Where you sign up for PixelCRM or related services, we may process information required to administer payments, invoices and your customer account.

Payment information may be processed through third-party payment providers.

Where payment processing is provided by a third party, that provider may process your information in accordance with its own privacy policy and terms.

We do not need to store your full payment card details ourselves where these are processed directly by the relevant payment provider.

11. Who we share information with

We do not sell personal information.

We may share limited personal information where reasonably necessary to operate our business or provide the services you have requested. This may include:

• Payment providers.
• Accounting providers.
• Financial and professional advisers.
• Email and communications providers.
• IT and technical service providers.
• Security providers.
• Service providers used to operate our business.
• Authorities or regulators where we are legally required to provide information.

Where appropriate, we expect service providers processing personal information on our behalf to maintain appropriate confidentiality and security arrangements.

We do not provide third parties with routine access to your CRM database as part of the standard PixelCRM service.

12. Third-party services

Your own PixelCRM installation may be connected to third-party services selected or configured by you. These may include:

• Email services.
• Payment services.
• Calendar services.
• Accounting systems.
• APIs.
• Other third-party software or services.

Those services may have their own privacy policies and terms.

You are responsible for reviewing the privacy and security arrangements of services that you choose to connect to your CRM.

PixelBay Agency is not responsible for the privacy practices of third-party services that you independently select or control.

13. Marketing

We may contact existing customers about PixelCRM services, updates, features or related information where permitted by law.

Where required, we will provide an appropriate means of opting out of marketing communications.

You can ask us to stop sending marketing communications at any time.

You will continue to receive important service, account or contractual communications where these are necessary to provide or administer your PixelCRM service.

14. How long we keep information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

The exact retention period depends on the type of information and why we need it.

Customer and contractual records may be retained for the duration of our business relationship and afterwards where necessary for legal, accounting, tax or dispute-resolution purposes.

Invoices and financial records may be retained for the period required by applicable accounting and tax requirements.

Support and technical correspondence may be retained for as long as reasonably necessary to manage the customer relationship and maintain appropriate business or technical records.

Technical and security records may be retained where reasonably necessary to investigate issues, protect our systems or maintain service security.

When information is no longer required, we will securely delete it or anonymise it where reasonably practicable.

15. Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

However, no internet transmission, computer system or storage environment can be guaranteed to be completely secure.

You are responsible for maintaining appropriate security for your own hosting environment, PixelCRM sign-in emails and backups.

Where you provide us with technical access to your hosting environment, you remain responsible for the security of that hosting account and for authorising the access provided to us.

16. Your responsibilities for CRM data

Where you use PixelCRM to store personal information about your own customers, clients, guests, employees or other individuals, you are responsible for your own data protection obligations relating to that information. This may include determining:

• What personal information you collect.
• Why you collect it.
• Your lawful basis for processing it.
• How long you retain it.
• Who you share it with.
• How individuals can exercise their rights.
• What privacy information you provide to those individuals.
• How you secure and back up your CRM data.

PixelCRM provides the software and self-hosted CRM environment. It does not transfer responsibility for your own customer data protection obligations to PixelBay Agency.

17. Your data protection rights

Depending on the circumstances, UK data protection law gives you rights including:

• The right to request access to personal information we hold about you.
• The right to request correction of inaccurate information.
• The right to request deletion of personal information where applicable.
• The right to request restriction of processing in certain circumstances.
• The right to object to certain processing.
• The right to request transfer of information in certain circumstances.
• The right to withdraw consent where we rely on consent.
• The right to complain to the Information Commissioner's Office.

Some rights are subject to legal conditions and exemptions and may not apply in every circumstance.

18. Making a data protection request

If you want to exercise one of your data protection rights, please contact:

PixelBay Agency
Email: hello@pixelcrm.uk

We may need to verify your identity before responding to a request. We will respond within the applicable statutory timeframe.

19. Complaints

If you have a concern about how we have handled your personal information, please contact us first: hello@pixelcrm.uk.

We will try to resolve your concern.

You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO). Further information about your rights and making a complaint is available from the ICO website.

20. International transfers

Where we use service providers that process personal information outside the UK, we will take appropriate steps to ensure that any transfer is carried out in accordance with applicable UK data protection law.

This may include relying on an adequacy decision or using appropriate contractual safeguards where required.

21. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or the way we process personal information.

The latest version will always be published on this website. We recommend checking this page periodically for updates.

22. Contact

If you have any questions about this Privacy Policy or how PixelBay Agency handles personal information, please contact:

PixelBay Agency
Website: https://pixelcrm.uk/
Email: hello@pixelcrm.uk