Privacy Policy

Last updated: 7 October 2026

Who we are

This Privacy Policy explains how Votranex ("Votranex", "we", "us") collects, uses and protects personal data when you visit our website at votranex.ai (the "Website"), contact us, or use our sign-in page.

Votranex is a company to be incorporated in Singapore. For the purposes of the EU and UK General Data Protection Regulation (GDPR), Votranex is the controller of the personal data described in this policy.

This policy does not cover personal data we process on behalf of business customers when they use our services. That processing is governed by the customer's agreement with us and our Data Processing Agreement.

Personal data we collect

Information you give us

Contact form: full name, work email, company, company headquarters (country or region), the service you are interested in, any optional details you provide (for example capacity needs, timelines, workload type, use case or location), your message, and a record of your agreement to this policy.
Emails and calls: your contact details and the content of your messages when you write to us at any of our email addresses.
Sign-in page: the sign-in page currently does not store the email or password you enter. When our console becomes available, this policy will be updated to describe the account data we process.

Information collected automatically

Technical and security data: IP address, browser type, device information, and request logs, processed by our hosting and security provider to deliver the Website, prevent abuse and block spam.
Usage statistics: aggregated, privacy-friendly statistics (such as page views) that do not use cookies and do not identify you. They are collected only if you allow "Performance" in Cookie Settings.
Cookies and similar technologies: see our Cookie Policy.

We do not knowingly collect sensitive personal data, and we ask you not to include it in your messages.

How we use your personal data and our legal bases

Purpose	Legal basis (GDPR)
Responding to your inquiry and discussing our services	Steps prior to entering a contract; our legitimate interest in responding to business inquiries
Screening business inquiries for compliance, including export-control and sanctions checks	Compliance with legal obligations; our legitimate interest in lawful business
Operating, securing and improving the Website, and preventing spam and abuse	Our legitimate interests
Collecting usage statistics	Your consent (Cookie Settings → Performance)
Complying with law and responding to lawful requests	Compliance with legal obligations

Under Singapore's PDPA, we collect, use and disclose your personal data with your consent (including consent you give by submitting the contact form), or as otherwise permitted by law, such as under the legitimate interests and business improvement exceptions.

We do not sell your personal data, and we do not use it for automated decision-making that has legal or similarly significant effects on you.

Who we share it with

Service providers acting on our instructions, such as website hosting and security (Cloudflare), email and productivity tools, and customer relationship tools.
Group companies and affiliates, where needed to respond to you or provide our services.
Professional advisers, such as lawyers, auditors and insurers, under confidentiality obligations.
Authorities, where we are legally required to disclose personal data or need to protect our rights.
A successor entity, as part of a merger, acquisition, financing or restructuring, under confidentiality obligations.

International transfers

We operate across Asia and Europe, and our service providers process data in several countries. When we transfer personal data outside Singapore, the European Economic Area or the UK, we put appropriate safeguards in place. These include contractual protections that meet PDPA transfer requirements and, where the GDPR applies, the European Commission's Standard Contractual Clauses or another lawful transfer mechanism.

How long we keep it

Inquiries and related correspondence: up to 24 months after our last interaction, unless a business relationship starts, in which case we keep them for the duration of that relationship and any period required by law.
Security logs: for a short period, typically no more than 30 days, unless we need them to investigate an incident.
Cookie preferences: 12 months.

Your rights

Depending on where you are, you may have the right to:

access the personal data we hold about you, and correct it;
withdraw your consent at any time (this does not affect processing before the withdrawal);
(GDPR) ask us to erase or restrict your data, object to our processing, or receive your data in a portable format;
(Japan APPI) request disclosure, correction, suspension of use, or deletion, as provided by the APPI;
lodge a complaint with your data protection authority, for example Singapore's Personal Data Protection Commission (PDPC) or your local EU or UK supervisory authority.

To exercise your rights, email privacy@votranex.ai. We will respond within 30 days, or within the time required by applicable law. We may need to verify your identity first.

Security

We use reasonable technical and organisational measures to protect personal data, including encryption in transit, access controls and reputable service providers. No method of transmission or storage is completely secure.

Children

The Website is intended for businesses and is not directed at anyone under 18. We do not knowingly collect personal data from children.

Changes to this policy

We may update this policy from time to time. The "Last updated" date shows when it last changed. We will give more prominent notice of significant changes.

Contact and Data Protection Officer

Data Protection Officer, Votranex
Email: privacy@votranex.ai