Data processing terms

When you use the Codexio Dash, the Codexio script on your website collects information about your website's visitors for you. For that information you (our client) are the controller and Codexio Design Studios, United Kingdom (“we”) is your processor. These terms are the contract between us that UK GDPR Article 28 requires, and they form part of our service terms.

1. What we process

• Purpose: to give you the Dash: analytics, heatmaps, page speed, lead capture and follow-up, reports, monitoring and the integrations you switch on.
• Visitors' data: a random visitor ID kept in the visitor's browser, pages viewed, time on page and scroll depth, referring page and campaign tags, device, browser and operating system, screen width, country (from Cloudflare; IP addresses aren't stored), click and tap positions with the label of what was clicked, page-speed figures and page errors.
• Enquiries: what visitors send through the Codexio widget or the forms you choose to capture: typically name, email, phone and message, plus the pages they read before enquiring.
• Whose data: visitors to your website, and people who contact you through it.
• How long: for as long as you use the Dash. Analytics are kept for 400 days and click positions for 120 days; enquiries until you delete them.

2. Your instructions

We only process this data to provide the Dash as you configure it and as these terms describe, unless the law requires otherwise (in which case we'll tell you first, if we're allowed to). If we think an instruction breaks data protection law, we'll tell you.

3. Your responsibilities

You're responsible for having a lawful basis for the data collected on your website, for telling visitors about it in your privacy notice, and for getting consent where the law requires it (the script stores a random ID in the visitor's browser, which UK law treats like a cookie). You can offer visitors an opt-out with cx("optout"), and the script respects Global Privacy Control. Don't send us special category data, payment card details or passwords.

4. Confidentiality

Everyone at Codexio who can access the data is bound to keep it confidential and only accesses it to run the service, to support you, or when you ask us to.

5. Security

We protect the data with measures suited to the risk, including: encryption in transit (HTTPS everywhere); servers we run ourselves in the United Kingdom, with access restricted to named administrators; salted scrypt password hashes, rate-limited sign-in and sessions that end when a password changes; strict separation so each client sees only their own site; round-the-clock monitoring; and replicated storage and backups within our cluster.

6. Sub-processors

You agree that we may use these sub-processors:

• Cloudflare, Inc.: delivery and security for the Dash and the script; processes visitors' IP addresses and request details in transit.

Our email and payment providers handle your account, not your visitors' data. We'll give you at least 30 days' notice in the Dash or by email before adding or replacing a sub-processor, so you can object; if we can't reasonably meet your objection, you can end your plan without waiting for its notice period. We hold every sub-processor to data protection terms at least as protective as these, and remain responsible for them.

7. International transfers

We store the data in the United Kingdom. Cloudflare's network operates worldwide; where that involves a transfer outside the UK, it's covered by safeguards recognised under UK law (the UK International Data Transfer Addendum and/or the UK–US data bridge).

8. Helping you

The Dash lets you find, export and erase a visitor's enquiry yourself. If a visitor makes a request to us, we'll pass it to you. We'll also give you reasonable help with requests from individuals, security, data protection impact assessments and consulting the ICO, as far as our role allows.

9. Data breaches

If we become aware of a personal data breach affecting your data, we'll tell you without undue delay, and within 48 hours, with what we know and what we're doing about it, and keep you updated so you can meet your own duties.

10. When the service ends

You can export your leads at any time. When your account closes we delete your website's data within 90 days, unless the law requires us to keep it. Tell us before then if you'd like a copy.

11. Checking up on us

We'll give you the information you reasonably need to show that we meet these terms, and answer reasonable questions about our security. If that isn't enough, and on reasonable notice, we'll allow an audit by you or an independent auditor bound by confidentiality, at your cost.

12. The law

These terms are governed by the law of England and Wales. Questions? Send us a message through our contact form.