Privacy Policy

Effective date: January 11, 2026

Welcome, and thank you for your interest in Dot Phoenix Solutions ("Dot phoenix", "we", "us", or "our") and our website located at https://www.dotphoenix.com, including any subdomains, mobile versions, and related services (collectively, the "Site").

This Privacy Policy explains how Dot Phoenix Solutions collects, uses, discloses, and safeguards personal information when you access or use the Site. By using the Site, you acknowledge that you have read and understood this Privacy Policy.

Your access to and use of the Site is voluntary. If you do not agree with the data practices described in this Privacy Policy, you should discontinue use of the Site.

Dot Phoenix Solutions implements reasonable administrative, technical, and organizational measures to protect personal information. However, no digital platform or method of transmission over the internet can be guaranteed to be completely secure.

By using the Site, you acknowledge that you do so at your own risk. Dot Phoenix Solutions shall not be responsible for unauthorized access, hacking attempts, data breaches, misuse, loss, or damage to personal information resulting from factors beyond our reasonable control, except where such liability is required by applicable law.

1. Information We Collect

We collect information that you provide directly to us and information that is collected automatically when you interact with our services.

Information you provide

  • Contact details (name, email address, phone number)
  • Company and professional information
  • Billing and payment details
  • Support requests and communications

Information collected automatically

  • Usage and interaction data
  • Device, browser, and IP information
  • Analytics and performance metrics

2. How We Use Information

  • Provide, operate, and improve our services
  • Respond to inquiries and support requests
  • Process transactions and subscriptions
  • Improve security and prevent fraud
  • Comply with legal and regulatory requirements

3. Sharing & Third Parties

We share personal information only when necessary and in the following circumstances:

  • Service providers: hosting, analytics, payment, and operational support
  • Legal obligations: compliance with applicable laws or lawful requests
  • Business transactions: mergers, acquisitions, or asset transfers

4. Cookies & Tracking

We use cookies and similar technologies to operate our website, analyze usage, and improve user experience. Cookie preferences can be managed through browser settings.

5. Security

We apply industry-standard security measures including encryption, access controls, monitoring, and regular security reviews.

6. Data Retention

Personal data is retained only for as long as necessary to fulfill the purposes outlined in this policy or meet legal obligations.

7. International Data Transfers

Data may be processed outside your country of residence. Appropriate safeguards are applied to ensure protection in accordance with applicable laws.

8. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, delete, restrict, or object to the processing of your personal data.

10. Sale of Personal Information

Dot Phoenix Solutions does not sell or rent personal information and does not engage in cross-context behavioral advertising.

11. Children

Our services are not intended for children under 16. We do not knowingly collect personal data from children.

12. Contact & Updates

We may update this policy periodically. Changes will be reflected by updating the effective date on this page.

Limitation of Liability & User Responsibility

While Dot Phoenix Solutions implements industry-standard security measures to protect its systems and data, no digital platform can be completely secure. By using our services, you acknowledge and accept the inherent risks associated with online systems and digital operations.

Dot Phoenix Solutions shall not be held responsible for any loss, damage, unauthorized access, data breach, hacking incident, or misuse of information resulting from factors beyond our reasonable control, including but not limited to user negligence, compromised credentials, third-party attacks, malware, or force majeure events.

Users are solely responsible for maintaining the confidentiality of their account credentials, implementing appropriate internal security controls, and ensuring lawful and appropriate use of our services. Any unauthorized use of accounts, systems, or data resulting from failure to follow security best practices shall be at the user’s own risk.

To the maximum extent permitted by applicable law, Dot phoenix Solutions disclaims liability for indirect, incidental, consequential, or punitive damages arising from the use of, or inability to use, our services.

13. Third-Party Services & Integrations

Our website and services may integrate with or link to third-party tools, platforms, or services such as analytics providers, cloud infrastructure, payment processors, or communication tools. Dot Phoenix Solutions does not control and is not responsible for the privacy practices, security, or content of such third-party services.

We encourage users to review the privacy policies of any third-party services before providing personal information to them.

14. No Sale or Misuse of Personal Information

Dot Phoenix Solutions does not sell, rent, trade, or monetize personal information. We do not engage in cross-context behavioral advertising or unauthorized profiling of users.

Personal data is used strictly for legitimate business operations, platform functionality, service delivery, and legal compliance.

15. Grievance & Data Protection Contact

If you have any concerns, complaints, or questions regarding the handling of your personal data or this Privacy Policy, you may contact us using the details below. We will make reasonable efforts to address concerns in a timely manner.

16. Categories of Data We May Process

Depending on the nature of the services provided, Dot phoenix Solutions may process different categories of personal, professional, and business-related data. This may include, but is not limited to, user information, client data, employee-related data, transactional records, usage metrics, system logs, analytics data, and operational performance data.

The specific categories of data processed vary based on the service, solution, or platform being used and the contractual relationship between Dot Phoenix Solutions and its clients.

17. Client-Provided & Business Data

In the course of providing enterprise, SaaS, automation, payroll, analytics, or dashboard services, Dot Phoenix Solutions may process data on behalf of business clients as a data processor or service provider.

Such data is processed strictly in accordance with client instructions, applicable agreements, and relevant data protection laws. Dot Phoenix Solutions does not control the content, accuracy, or legality of client- provided data and shall not be responsible for such data beyond its contractual obligations.

18. AI, Automation & Analytics Disclaimer

Certain services may incorporate artificial intelligence, automation, analytics, or algorithmic processing. Outputs generated by such systems are provided for informational, analytical, or operational purposes only.

While reasonable efforts are made to ensure accuracy, Dot phoenix Solutions does not guarantee that AI-generated outputs will be error-free, complete, or suitable for any specific purpose. Users are responsible for reviewing, validating, and verifying outputs before relying on them for business, financial, legal, or operational decisions.

19. Sensitive Personal Data

Unless explicitly agreed in writing, users should not submit sensitive personal data through the Site or services, including but not limited to government-issued identification numbers, biometric data, health records, financial account credentials, or highly confidential personal information.

Any submission of sensitive data outside agreed service scopes is done at the user’s own risk. Dot Phoenix Solutions shall not be responsible for the unauthorized disclosure or misuse of such data beyond its reasonable control.

20. Data Breach Response & Notification

In the event of a data breach affecting personal information, Dot Phoenix Solutions will take reasonable steps to investigate, contain, and mitigate the incident in accordance with applicable laws and internal security procedures.

Where legally required, affected individuals and relevant authorities will be notified within applicable timeframes. Notification obligations may vary based on jurisdiction, data type, and severity of the incident.