Privacy Policy

1. Introduction

This Privacy Policy explains how Runivox LTD ("we", "us", or "our"), operating the PromptHelm platform and website at prompthelm.app, collects, uses, stores, and protects your personal data.

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

Please read this Privacy Policy carefully. By accessing or using our website, you acknowledge that you have read this policy. For information specifically about how we use cookies, please see our Cookie Policy.

2. Data Controller

The data controller responsible for your personal data is:

3. What Personal Data We Collect

We collect and process the following categories of personal data:

4. How We Use Your Personal Data

We use your personal data for the following purposes:

5. Legal Bases for Processing

We only process your personal data when we have a lawful basis to do so under the UK GDPR. The legal bases we rely on are:

• Consent (Article 6(1)(a)): You have given clear consent for us to process your personal data for a specific purpose (e.g., joining the waitlist, analytics cookies).
• Contract (Article 6(1)(b)): Processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract.
• Legal Obligation (Article 6(1)(c)): Processing is necessary to comply with a legal obligation to which we are subject.
• Legitimate Interest (Article 6(1)(f)): Processing is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights. Our legitimate interests include website security, fraud prevention, and improving our services.

6. Who We Share Your Data With

We do not sell, rent, or trade your personal data. We may share your data with the following categories of recipients only as necessary:

7. International Data Transfers

Some of our service providers are based outside the United Kingdom. Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place, including:

• The UK International Data Transfer Agreement (IDTA)
• The UK Addendum to the EU Standard Contractual Clauses
• Transfers to countries with an adequacy decision from the UK Secretary of State

Supplementary safeguards such as encryption, access controls, and regular security assessments are also applied to ensure your data is adequately protected.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Specific retention periods are:

When personal data is no longer required, it is securely deleted or anonymised so that it can no longer be associated with you.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit (TLS/SSL) and at rest
• Access controls and authentication mechanisms
• Regular security assessments and vulnerability testing
• Secure hosting infrastructure with reputable providers
• Staff awareness and data protection training

While we take all reasonable steps to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

10. Your Rights

Under the UK GDPR and the Data Protection Act 2018, you have the following rights:

• Right to be informed — to know how your personal data is being used (this Privacy Policy)
• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to request correction of inaccurate or incomplete data
• Right to erasure — to request deletion of your personal data where there is no compelling reason to continue processing it
• Right to restrict processing — to request that we limit how we use your data
• Right to data portability — to receive your data in a structured, commonly used, and machine-readable format
• Right to object — to object to processing based on legitimate interests or for direct marketing purposes
• Right to withdraw consent — to withdraw consent at any time where we rely on consent as the legal basis. Withdrawal does not affect the lawfulness of prior processing.
• Rights related to automated decision-making — to not be subject to decisions based solely on automated processing that produce legal or significant effects

11. Automated Decision-Making and Profiling

We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects. No decisions about you are made solely by automated means.

12. Children's Privacy

Our website and services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child under 16, we will take steps to delete it promptly. If you believe we may have collected data from a child, please contact us at [email protected].

13. Third-Party Links

Our website may contain links to third-party websites, services, or social media platforms. We are not responsible for the privacy practices of these third parties. We encourage you to read the privacy policies of any third-party websites you visit.

14. Cookies

We use cookies and similar technologies on our website. For detailed information about the types of cookies we use, their purposes, durations, and how to manage your preferences, please refer to our Cookie Policy.

15. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the UK supervisory authority:

We would appreciate the opportunity to address your concerns before you contact the ICO, so please reach out to us first at [email protected].

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. Any changes will be posted on this page with an updated "Last updated" date and version number.

If we make material changes that significantly affect how we process your personal data, we will notify you through a prominent notice on our website and, where appropriate, request your consent again.

17. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how we handle your personal data, please contact us: