VOLEX / Privacy
Privacy & data use
Last updated: 22 September 2026
How your information is handled, which services process it, and the choices available to you.
1. Scope and contact
This notice describes how the VOLEX website and client platform handle information during enquiries, sign-in, booking and project delivery. The service agreement and invoice identify the legal supplier and project-specific details; this notice does not establish an unlisted office or legal entity. Contact contact@volex.agency for privacy questions or requests.
2. Information and its purposes
Information includes contact, account and verification details; project objectives, briefs, messages and files; consultation type, time, time zone and status; and privacy-request records. It supports communication, service delivery, the client workspace, appointments and support. Operational records include the actor, action, affected record, timestamp and version, usage counters and notification delivery status for security, traceability and duplicate prevention. Avoid sharing sensitive information that the project does not need.
3. Accounts and access
Private account routes require a verified session and server-side authorisation. Private records are available to the authorised client account and authenticated staff whose roles permit access. Staff access is role-based and is not currently limited to an individually assigned project team member. Protected team routes require multi-factor authentication. Revoking access prevents new authorised requests; it cannot recall downloaded files. Do not send passwords or private keys in chat or project briefs.
4. Service providers when enabled
The platform may use Google Firebase for authentication, database and file storage; Resend for email and notifications; and the configured calendar/meeting provider for appointment details and links. Google Gemini may support public-question intent selection or voice when these features are enabled. These providers receive information for their functions and apply their processing terms; we do not claim that data never reaches third parties. Processing may occur outside your country depending on the provider and configuration. Request the active deployment details before sharing information subject to special restrictions.
5. Text assistant and voice
The assistant uses published answers with sources. The current chat interface keeps messages in page memory and clears them on reload; VOLEX does not currently save them as a persistent chat transcript in its database. This does not cover project messages you submit for storage or action audit records. If intent selection is enabled, the current question and public FAQ choices may be sent to Gemini; workspace files and prior chat history are not automatically attached. Voice requires an explicit start and microphone permission, and sends audio to the provider during the session. The application does not archive raw client audio by default; retained assistant clips are reviewed recordings of public FAQ answers. Provider processing remains separate from VOLEX storage.
6. AI-provider processing
Gemini terms distinguish paid and unpaid services, with different treatment of inputs and retention and regional provisions. We therefore make no blanket promise that all data is excluded from improvement uses or retention. Do not submit confidential or sensitive personal information to the public assistant. Confirm the agreed processing arrangement before AI is used within a private project.
7. Browser storage and attribution
Sign-in uses a necessary session cookie. Language, appearance, project-brief selections and consent preferences may be stored in your browser. Optional attribution, when enabled and consented to, may use campaign, landing-page and referral information. These signals are not necessarily anonymous. You can decline optional tracking while keeping core account and service features. Use site privacy controls or clear browser site data to change local choices; clearing browser data does not delete server-side project records.
8. Retention, export and deletion requests
Project information is retained for delivery and applicable contractual or legal record needs, with review at closure and on deletion requests. We do not promise a universal automatic deletion date. When account services are enabled, the client dashboard offers an export of available structured workspace data and requests for a reviewed export or deletion. Direct export excludes binary file contents, secrets, internal team records and other workspaces. A submitted request is recorded for review; it does not mean data has already been deleted. We verify identity and explain any records that may need to be retained before confirming the result. You can also request correction or submit your request by email.
9. External links and changes
Opening WhatsApp or another provider link takes you to a service with separate privacy practices and terms. A WhatsApp link does not send a message for you. This page is updated when the described practice changes; an update does not turn a pending deletion request into a completed one. Use the contact details below for questions.