Privacy Notice

1. Purpose of this notice

This Privacy Notice explains how xINDEXHUB handles personal data when people visit the website, create or use an account, represent a business, upload documents, communicate through the platform, or interact with support.

2. Information we handle

Depending on how the platform is used, information may include account and contact details, employment and company-representative information, business profile data, uploaded documents, sharing instructions, messages, reviews, subscription records, security logs, and technical usage information.

Companies and authorised users decide what business information and documents they submit. They must avoid uploading personal data that is not necessary for the relevant business purpose.

3. How information is used

Information is used to operate accounts and company workspaces, provide business identity and discovery features, process document reviews, enable permission-based sharing, manage subscriptions, prevent misuse, maintain security and audit records, provide support, and comply with applicable legal obligations.

4. AI processing

When an authorised user uploads an eligible document or uses an AI feature, relevant content may be processed by configured AI service providers to produce an assisted review or response. AI results may be inaccurate and remain subject to human review.

5. Company-controlled sharing and directory visibility

Companies control eligible sharing and directory settings. Secure Share recipients receive only the fields and documents selected for that share, subject to its access period and status. Public or network directory information may be visible when the company enables the relevant setting.

6. Service providers and international processing

xINDEXHUB may use hosting, authentication, storage, payment, email, analytics, support, security, and AI providers. Information may be processed in countries outside the user’s location, subject to appropriate contractual, organisational, and legal safeguards where required.

7. Retention and security

Information is retained for as long as reasonably required to provide the service, maintain required business and security records, resolve disputes, and meet legal obligations. xINDEXHUB uses technical and organisational safeguards, but no online service can guarantee absolute security.

8. Rights and requests

Subject to applicable law, individuals may have rights to request access, correction, deletion, restriction, transfer, or objection relating to their personal data. Identity and authority may need to be verified before a request is completed.

9. Contact and updates

Privacy questions and requests may be submitted through the Contact page. This notice may be updated as the service, providers, or legal requirements change. Material changes will be communicated where required.

10. Confidential business documents

Personal data contained in non-public documents is handled under this Privacy Notice. Access to and use of confidential business documents shared through xINDEXHUB is also governed by the xINDEXHUB Platform Confidentiality & Non-Disclosure Agreement, available in this Legal information area.