Privacy Policy

Penaxis (Private) Limited ("Penaxis," "we," "us," or "our") respects your privacy and is committed to handling personal information responsibly, transparently and securely.

This Privacy Policy explains how we collect, use, disclose and protect personal information when you visit penaxis.com, contact us, book a consultation, submit an enquiry, apply for an opportunity with us, engage our services, or otherwise interact with Penaxis.

It also explains the choices and rights that may be available to you under applicable data-protection laws.

1. Who We Are

Penaxis is a technology and business growth company providing services including software and product development, AI and business automation, CRM solutions, technology consulting, business development, lead generation, marketing and related professional services.

For personal information collected directly by Penaxis for our own business purposes, Penaxis generally acts as the data controller or equivalent responsible party.

Where we process personal information on behalf of a client-for example, while operating a CRM, developing or maintaining a platform, supporting an outreach campaign or providing another managed service-we may act as a data processor or service provider. In those circumstances, the relevant client determines how and why that information is processed, and their privacy notice may apply.

2. Information We May Collect

The information we collect depends on how you interact with us.

Information you provide to us

We may collect information such as:

• Your name, email address, telephone number and other contact details
• Company name, job title and professional information
• Information submitted through contact, enquiry or consultation forms
• Information you provide when discussing a project or requesting a proposal
• Communications exchanged with us by email, telephone, messaging platforms, social media or other channels
• Billing, invoicing and transaction-related information
• Information contained in documents or files that you voluntarily provide to us
• Recruitment information, such as CVs, portfolios, employment history and other information submitted when applying to work with Penaxis

We ask that you do not provide sensitive personal information unless it is genuinely necessary for a particular interaction or service.

Information collected automatically

When you visit our website, certain information may be collected automatically, including:

• IP address
• Browser and device information
• Operating system
• Pages visited
• Referring pages or websites
• Approximate geographic location
• Date, time and duration of visits
• Website interactions and performance information
• Cookie and similar technology identifiers

This information helps us operate, secure and improve our website and understand how visitors interact with it.

Business information obtained from other sources

As part of our B2B operations, we may also obtain professional or business contact information from sources such as:

• Publicly available company websites
• Professional networks and business directories
• Public business records
• Referrals and business partners
• Reputable third-party business information providers

Such information may include a person’s name, professional role, company, business email address, professional profile or other information relevant to a legitimate business relationship.

We use this information only where permitted under applicable law.

3. How We Use Personal Information

We may use personal information to:

• Respond to enquiries and consultation requests
• Understand your business requirements
• Prepare proposals, estimates and statements of work
• Provide and manage our services
• Communicate with clients and prospective clients
• Manage contracts, invoices, payments and business records
• Develop, maintain and support software, digital products and technology solutions
• Provide CRM, automation, marketing, lead-generation and business-development services
• Personalize and improve our website and services
• Measure website performance and understand visitor behaviour
• Conduct legitimate B2B sales and business-development activities
• Send marketing or business communications where permitted
• Manage recruitment and employment applications
• Protect our systems, employees, clients and business from fraud, abuse or security threats
• Establish, exercise or defend legal claims
• Comply with applicable legal, regulatory, tax and accounting obligations
• Maintain records necessary for our business operations

We will not use personal information for purposes that are materially incompatible with the purposes for which it was collected unless permitted by law or we provide appropriate notice.

4. Legal Bases for Processing

Where applicable data-protection law requires us to identify a legal basis for processing personal information, we may rely on one or more of the following:

Contractual necessity - where processing is necessary to provide services you have requested or to take steps before entering into a contract.

Legitimate interests - where processing is reasonably necessary for legitimate business purposes, such as responding to business enquiries, managing client relationships, improving our services, maintaining security and conducting appropriate B2B business development, provided those interests are not overridden by your rights.

Consent - where you have given us permission for a particular activity, such as certain marketing communications or non-essential cookies where consent is required.

Legal obligations - where we need to process information to comply with applicable laws, regulatory requirements, court orders, taxation requirements or other legal obligations.

Where we rely on consent, you may withdraw that consent at any time, subject to applicable law.

5. Business Development and Marketing Communications

Penaxis works primarily in a business-to-business environment.

We may contact individuals in their professional capacity where we reasonably believe our services may be relevant to their organisation and where such communication is permitted by applicable law.

Business-development information may come from information provided directly to us, professional networks, company websites, business directories, referrals or reputable third-party sources.

You may ask us to stop sending marketing or business-development communications at any time by using an unsubscribe mechanism where provided or by contacting us directly.

We will honour valid marketing opt-out requests and may retain limited information necessary to ensure that your preference continues to be respected.

6. Cookies and Similar Technologies

Our website may use cookies and similar technologies to operate correctly, remember preferences, understand website usage, improve performance and, where applicable, support marketing activities.

Cookies may include:

Essential cookies required for the website to operate or provide requested functionality.

Analytics cookies that help us understand how visitors use the website and identify opportunities for improvement.

Functional cookies that remember choices or provide enhanced functionality.

Marketing cookies, where used, that may help measure campaigns or deliver more relevant marketing.

Where required by law, non-essential cookies will only be activated after obtaining the appropriate consent.

You can manage cookies through the consent controls provided on our website, where available, or through your browser settings.

UK privacy guidance specifically requires website visitors to be informed about cookies and generally requires agreement before non-essential cookies are used.

7. How We Share Personal Information

We do not sell personal information as a business model.

We may disclose personal information where reasonably necessary to the following categories of recipients:

Service providers

We may use trusted third-party providers for services such as:

• Website and cloud hosting
• Email and business communications
• CRM and sales-management systems
• Analytics
• Project management
• Scheduling
• Payment and invoicing
• Cybersecurity
• Data storage and backup
• Marketing and communications
• Professional and technical services

These providers may process information only as necessary to perform services for us and subject to appropriate contractual or legal requirements.

Professional advisers

We may share information with lawyers, accountants, auditors, insurers, consultants and other professional advisers where reasonably necessary.

Clients

Where Penaxis provides services on behalf of a client, information may be processed or shared according to that client’s documented instructions and our contractual obligations to them.

Legal and regulatory authorities

We may disclose information where reasonably necessary to comply with applicable law, regulation, legal process or lawful governmental request, or to protect our legal rights, users, employees or others.

Corporate transactions

If Penaxis is involved in a merger, acquisition, restructuring, financing, sale of assets or similar corporate transaction, information may be disclosed to relevant parties subject to appropriate confidentiality and legal safeguards.

8. Client Data and Services Provided on Behalf of Clients

This distinction is particularly important for our services.

Clients may provide Penaxis with access to personal information as part of software development, CRM implementation, automation, marketing, lead generation, business-development or other services.

When Penaxis processes such information solely on behalf of a client, the client generally remains responsible for determining the purpose and means of processing.

In these circumstances:

• We process personal information according to the client’s instructions and our contractual obligations.
• The client’s privacy policy normally governs its relationship with the individuals concerned.
• Requests concerning that data may need to be directed to the relevant client.
• Where appropriate, Penaxis will assist clients in responding to legitimate privacy requests.

Our client agreements or data-processing agreements may contain additional privacy and security requirements.

9. International Data Transfers

Penaxis operates with clients, service providers and business partners in different countries.

As a result, personal information may be processed in a country other than the country in which it was originally collected.

Where applicable law restricts international transfers of personal information, we take reasonable steps to use appropriate legal and contractual safeguards, which may include contractual protections, approved transfer mechanisms or other safeguards permitted under applicable law.

The UAE Personal Data Protection Law, for example, specifically establishes requirements for cross-border transfer and sharing of personal information.

10. Data Security

We take reasonable administrative, organisational and technical measures designed to protect personal information against:

• Unauthorised access
• Loss
• Misuse
• Alteration
• Disclosure
• Destruction

Our safeguards may include access controls, authentication measures, secure infrastructure, restricted permissions, backup procedures and other security controls appropriate to the nature of the information involved.

However, no internet transmission, electronic storage system or security measure can guarantee absolute security.

11. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including to:

• Deliver and support our services
• Maintain client and business relationships
• Maintain appropriate business and financial records
• Comply with legal, accounting, taxation and regulatory obligations
• Resolve disputes
• Enforce agreements
• Maintain security and prevent abuse

Different categories of information may therefore be retained for different periods.

When information is no longer reasonably required, we may delete, anonymise or securely archive it in accordance with applicable legal and operational requirements.

12. Your Privacy Rights

Depending on where you live and the laws applicable to the processing of your information, you may have rights to:

• Request access to personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information
• Request restriction of certain processing
• Object to certain processing
• Receive certain information in a portable format
• Withdraw consent where processing is based on consent
• Object to or opt out of direct marketing
• Ask for information about how your data is collected, used or shared
• Lodge a complaint with an appropriate data-protection or regulatory authority

These rights are subject to applicable legal requirements and exceptions.

GDPR and UK GDPR frameworks provide rights including access, rectification, erasure, restriction, portability, objection and withdrawal of consent. UAE law similarly provides rights relating to correction and stopping certain processing, including direct marketing.

To exercise a privacy right, contact us using the details below.

We may need to verify your identity before completing certain requests.

13. California and Other U.S. Privacy Rights

Residents of certain U.S. states may have additional privacy rights where the relevant law applies to Penaxis or a particular processing activity.

These may include rights to know or access personal information, request deletion or correction, obtain a copy of information and opt out of certain forms of sale, sharing, targeted advertising or profiling.

Penaxis does not sell personal information for monetary consideration.

Where an applicable law provides additional rights, we will process valid requests in accordance with that law.

California law, for businesses to which it applies, provides rights including access/knowledge, deletion, correction, opt-out of sale or sharing and protection from discrimination for exercising privacy rights.

14. Artificial Intelligence and Automated Tools

Because some of our services and business processes may involve AI-enabled technologies, we may use automated or AI-assisted tools to support activities such as analysis, workflow automation, software development, communications or service delivery.

Where personal information is processed using such technologies, we aim to apply appropriate privacy, confidentiality and security safeguards.

Unless specifically disclosed otherwise, we do not use personal information collected through our website to make solely automated decisions that produce legal or similarly significant effects on individuals.

15. Third-Party Websites and Services

Our website may contain links to websites, platforms or services operated by third parties.

Penaxis is not responsible for the privacy practices, security or content of those third parties. We encourage you to review their privacy policies before providing personal information to them.

16. Children’s Privacy

Our website and services are intended primarily for businesses and professionals and are not directed toward children.

We do not knowingly collect personal information from children through our website for marketing or commercial purposes.

If you believe that a child has provided personal information to us inappropriately, please contact us so that we can review and, where appropriate, delete the information.

17. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, technology, business practices or legal obligations.

When we make changes, we will update the “Last updated” date at the top of this page.

Where changes materially affect how we use personal information, we may provide additional notice where required by applicable law.

18. Contact Us

If you have questions about this Privacy Policy, how Penaxis handles personal information, or wish to exercise a privacy right, you can contact us at:

Penaxis (Private) Limited
2nd Floor, Building #3, P Block, Phase 11
DHA Rahbar, Lahore, Pakistan
Email: info@penaxis.com
Phone: +92 317 4731492
Website: penaxis.com