Privacy Policy

VortexWeb LLC ("Company", "we", "us", "our") is committed to protecting the privacy and security of personal data we collect and process. This Privacy Policy explains how we collect, use, store, share, and protect your information when you interact with our website (vortexweb.cloud), engage our services, or communicate with us through any channel. This policy applies to all individuals whose data we process, including website visitors, prospective clients, existing clients, partners, job applicants, and other stakeholders.

1. Information We Collect

1.1 Information You Provide Directly

We collect personal data you voluntarily provide through:

• Contact forms and inquiries: Name, email address, phone number, company name, job title, project description, and any additional details you include in your message
• Consultation bookings: Name, email, phone number, preferred date/time, company details, and meeting notes (via Calendly and other scheduling tools)
• Client engagements: Business registration details, contact information for key personnel, billing addresses, tax identification numbers, bank account details for invoicing, and project-related communications
• Job applications: Resume/CV, cover letter, portfolio, references, salary expectations, visa/work authorization status, educational background, and employment history
• Partner registrations: Company information, contact details, referral tracking data, and commission-related financial information
• Newsletter subscriptions: Email address and communication preferences

1.2 Information Collected Automatically

When you visit our website, we automatically collect:

• Device information: Browser type and version, operating system, device type, screen resolution, and device identifiers
• Usage data: Pages visited, time spent on each page, click patterns, scroll depth, navigation paths, entry and exit pages, and referral sources
• Network information: IP address, approximate geographic location (city/country level), internet service provider, and connection type
• Cookie data: Session identifiers, preference cookies, and analytics tracking identifiers (see Section 8 for full cookie details)

1.3 Information from Third Parties

We may receive information from: (a) CRM platforms (Bitrix24, Monday.com, Kommo) when you interact with systems we've implemented; (b) analytics providers (Google Analytics, Meta Pixel); (c) advertising platforms (Google Ads, Meta Ads); (d) referral partners who introduce you to our services; (e) publicly available business directories and LinkedIn.

2. Legal Basis for Processing

We process personal data based on the following legal grounds:

3. How We Use Your Information

3.1 Service Delivery

We use your data to: respond to inquiries and schedule consultations; prepare proposals and statements of work; deliver CRM implementation and IT consultancy services; provide technical support and training; send project updates, milestone notifications, and delivery reports; process invoices and manage billing; provide post-delivery monitoring and maintenance.

3.2 Business Operations

We use your data to: improve our website, services, and user experience; analyze service usage patterns and client satisfaction; conduct internal business analysis and reporting; manage our partner referral program; prevent fraud and ensure security; comply with legal and regulatory obligations.

3.3 Marketing & Communications

With your explicit consent, we may use your data to: send newsletters, industry insights, and service updates; share case studies and thought leadership content; invite you to webinars, events, or training sessions; deliver targeted advertising through Google Ads and Meta Ads platforms. You may withdraw consent at any time (see Section 6).

4. Data Sharing & Disclosure

4.1 We Do Not Sell Your Data

VortexWeb does not sell, rent, lease, or trade your personal data to any third party for their marketing purposes.

4.2 Service Providers

We share data with trusted service providers who assist in our operations, all of whom are bound by data processing agreements:

• CRM Platforms: Bitrix24, Monday.com, Kommo — for service delivery and client management
• Cloud Infrastructure: Amazon Web Services (AWS), Google Cloud Platform (GCP) — for hosting and data storage
• Communication Tools: Wazzup, ChatApp, ZIWO, CallHippo, Callgear — for WhatsApp and telephony integrations
• Payment Processors: Stripe, Razorpay — for secure payment processing
• Analytics: Google Analytics 4, Meta Pixel — for website performance analysis
• Scheduling: Calendly — for consultation booking
• Email Services: For transactional and marketing email delivery

4.3 Legal Requirements

We may disclose data if required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of VortexWeb, our clients, or the public.

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, personal data may be transferred to the acquiring entity, subject to the same privacy protections.

5. Data Security

5.1 Technical Measures

We implement industry-standard security measures including: SSL/TLS encryption for all data in transit; AES-256 encryption for sensitive data at rest; role-based access controls with principle of least privilege; multi-factor authentication for administrative access; regular security audits and vulnerability assessments; automated backup systems with geo-redundancy; firewalls, intrusion detection, and DDoS protection.

5.2 Organizational Measures

We maintain: employee confidentiality agreements; security awareness training for all staff; documented incident response procedures; vendor security assessment processes; access logging and monitoring; clean desk and screen lock policies.

5.3 Client CRM Data

Client CRM data is hosted on the client's own platform accounts (Bitrix24, Monday.com, etc.). VortexWeb accesses this data only as necessary for service delivery and does not retain copies after the engagement concludes unless specifically agreed.

5A. Marketplace Applications & Telephony Data (ZIWO Cloud Contact Center)

This section applies specifically to the ZIWO Cloud Contact Center Bitrix24 Marketplace application published by VortexWeb LLC, which integrates the third-party ZIWO cloud-telephony platform (operated by Aswat-Ziwo FZ LLC) with a customer's Bitrix24 Portal.

5A.1 What the app processes

To provide click-to-call, call logging, screen-pop, and recording-attachment features, the application processes: caller and recipient phone numbers, call direction, duration, timestamps, call detail records (CDR), call-recording URLs where enabled, and the Bitrix24 CRM records (Leads, Contacts, Deals) matched to those calls. This data is written into the customer's own Bitrix24 Portal and exchanged with the customer's own ZIWO account.

5A.2 Data ownership and location

All such data is owned by the customer and resides in the customer's Bitrix24 Portal and ZIWO account. VortexWeb does not sell, rent, or share this data. VortexWeb's integration middleware routes and maps data between the two platforms and retains only short-lived operational logs (typically up to 14 days) for troubleshooting, plus authentication tokens for the duration of the active session.

5A.3 ZIWO is a separate third party

ZIWO is an independent third-party service, not operated or controlled by VortexWeb. The customer contracts with ZIWO directly for its telephony account, agents, numbers, and call recording. Any personal data or call data that is created, stored, transmitted, or processed within the ZIWO platform is governed by ZIWO's own privacy policy and terms, and is the responsibility of ZIWO and the customer. VortexWeb is not responsible or liable for ZIWO's data-handling practices, security, retention, breaches, outages, or regulatory compliance. Questions about telephony data held by ZIWO should be directed to ZIWO.

5A.4 Call recording consent

Where call recording is enabled, the customer (as the controller of its telephony) is solely responsible for obtaining any consents and providing any notices required by law in its jurisdiction. VortexWeb provides the technical integration only and is not the controller of the customer's call recordings.

5A.5 Controller / processor roles

For data processed via the application within the customer's Bitrix24 Portal, the customer is the data controller and VortexWeb acts as a technical processor on the customer's documented instructions. For data within the ZIWO platform, ZIWO and the customer determine the applicable roles under ZIWO's terms.

6. Your Rights

Depending on your jurisdiction, you may have the following rights:

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your data ("right to be forgotten"), subject to legal retention obligations
• Right to Restriction: Request temporary restriction of processing while we address a concern
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interest, including profiling and direct marketing
• Right to Withdraw Consent: Where processing is based on consent, withdraw at any time without affecting prior lawful processing
• Right to Lodge a Complaint: File a complaint with the relevant data protection authority

To exercise any of these rights, contact us at privacy@vortexweb.ai. We will respond within 30 days. We may request identity verification before processing your request.

7. Data Retention

After the retention period, data is securely deleted or anonymized within 90 days.

8. Cookies & Tracking Technologies

8.1 Essential Cookies

Required for website functionality: session management, security tokens, language preferences, theme settings (light/dark mode). These cannot be disabled.

8.2 Analytics Cookies

Google Analytics 4 (GA4): Tracks page views, user journeys, traffic sources, and engagement metrics. Data is aggregated and anonymized after 26 months. You can opt out using the Google Analytics Opt-out Browser Add-on.

8.3 Marketing Cookies

Meta Pixel and Google Ads conversion tracking: Used for advertising performance measurement and remarketing. You can manage preferences through your browser settings or the platforms' ad preference controls.

8.4 Managing Cookies

You can control cookies through your browser settings. Note that disabling essential cookies may affect website functionality. Third-party opt-out tools: Google (ads.google.com/settings), Meta (facebook.com/adpreferences).

9. International Data Transfers

Your data may be processed in the United Arab Emirates, India, and other jurisdictions where our service providers operate (including the United States for cloud services). We ensure appropriate safeguards for international transfers including: standard contractual clauses (SCCs); data processing agreements with all processors; compliance with applicable data protection regulations in each jurisdiction; encryption of data during transfer.

10. Children's Privacy

Our services are designed exclusively for business use and are not directed at individuals under 18 years of age. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected data from a minor, please contact us immediately at privacy@vortexweb.ai for prompt deletion.

11. Regulatory Compliance

VortexWeb complies with applicable data protection laws including: UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data and its implementing regulations; India's Information Technology Act 2000 and Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules 2011; India's Digital Personal Data Protection Act 2023 and associated rules; applicable provisions of the EU General Data Protection Regulation (GDPR) where EU/EEA resident data is processed.

12. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices, technology, legal requirements, or other factors. Material changes will be communicated by: updating the "Last Updated" date; posting a notice on our website; sending email notification to active clients and marketing subscribers where appropriate. Continued use of our services after changes constitutes acceptance of the updated policy. We encourage you to review this policy periodically.

13. Data Protection Officer

For privacy inquiries, data subject requests, or complaints:

VortexWeb LLC — Privacy Team
Meydan Grandstand, Dubai, UAE
1713, Tower C, Bhutani Alphathum, Sector 90, Noida, India
Email: privacy@vortexweb.ai
Phone: +971 55 903 7246 (UAE) · +91 78887 16489 (India)
Response time: Within 30 days of verified request

Questions? Contact us.