At Cybersia Labs, we take your privacy seriously. This Privacy Policy explains what information we collect, how we use it, and your rights regarding your personal data when you visit our website or engage our services.
1. Information We Collect
We collect only what you choose to give us, plus the basic technical data any website needs to run:
- Contact form: your name, email address, company or project name (optional), the service you're interested in, your message, and how you heard about us (optional).
- Email, WhatsApp and calls: anything you send us at hello@cybersialabs.com or on WhatsApp (including your phone number), or share when you book or join a call with us.
- Project information: details you share when discussing or commissioning a project with us.
- AI chat: what you type into the chat assistant on our site, its replies, the page you started on, and a scrambled (hashed) form of your IP address that we use only to stop the chat being overloaded. If you leave your details in the chat, we keep them like a contact form message.
- Billing details: if you hire us, the name, company, address, email and tax number we put on your invoices.
- Server logs: like most websites, our server records technical details of each request (IP address, browser type, the page requested and the time). We use these only to keep the site secure and working.
We don't use analytics or advertising tools, and we don't track you across other websites. We do not collect sensitive personal data (such as financial information, health data, or government IDs) unless explicitly required to deliver a specific service, and only with your consent.
2. How We Use Your Information
We use the information we collect to:
- Respond to your enquiries and communicate about potential or ongoing projects.
- Deliver and improve the services we provide to you.
- Send service-related updates. We don't send marketing emails unless you ask us to.
- Understand which channels bring people to us (from the optional "How did you hear about us?" question).
- Keep the website secure and protect our contact form from spam.
- Comply with legal obligations.
We do not sell, rent, or trade your personal information to third parties.
3. Cookies
Our website sets as few cookies as possible, and none of them are for analytics or advertising:
- Security cookie: a small cookie that protects our contact form against forged submissions.
- Google reCAPTCHA: on the contact page only, Google may set cookies to tell people and spam bots apart (see Section 4).
- Cal.com: if you open the booking calendar on the contact page, Cal.com may set cookies to run it.
- Sign-in cookie: only for our own team when they log in to manage the site.
You can block or delete cookies in your browser settings at any time. If you block them, the contact form may not work; you can always email us instead.
4. Third-Party Services
We use a small number of trusted third-party services to run our website and business:
- Google reCAPTCHA: protects our contact form from spam. When you use the contact page, Google receives technical data such as your IP address and how you interact with the page. Google's Privacy Policy and Terms apply.
- Resend: delivers the messages you send through our contact form to our inbox. Their privacy policy is at resend.com/legal/privacy-policy.
- Zoho Mail: hosts our email at hello@cybersialabs.com. Their privacy policy is at zoho.com/privacy.html.
- Cal.com: our booking calendar. It only loads from Cal.com when you choose to see available times on the contact page, or open our booking link, and Cal.com processes the details you enter to book a call. Their privacy policy is at cal.com/privacy.
- Groq and Cloudflare (AI chat): when you use the chat assistant, your messages go to Groq, or to Cloudflare Workers AI if Groq is busy, to write the replies. Neither uses them to train AI models. Their privacy policies are at groq.com/privacy-policy and cloudflare.com/privacypolicy. Please don't share passwords, payment details or other sensitive information in the chat.
- WhatsApp: if you message us on WhatsApp, the chat goes through WhatsApp, which is run by Meta. The WhatsApp button on our site is a plain link and sends nothing until you open a chat. WhatsApp's privacy policy is at whatsapp.com/legal/privacy-policy.
- Hosting provider: our website, its database and its server logs are stored on a cloud server we rent.
Each provider handles your data under its own privacy policy, and we only share what they need to provide their service.
5. Data Retention
We retain personal information only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. Enquiry and project data is typically retained for up to 3 years. AI chat conversations are deleted after 90 days. Invoices are kept for as long as tax and accounting rules require. You may request deletion of anything else at any time (see Section 7).
6. Data Security
We implement appropriate technical and organisational measures to protect your information against unauthorised access, loss, or disclosure. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.
7. Your Rights
Depending on your location, you may have the right to:
- Access the personal data we hold about you.
- Request correction of inaccurate or incomplete data.
- Request deletion of your personal data.
- Object to or restrict certain processing activities.
- Withdraw consent at any time where processing is based on consent.
To exercise any of these rights, contact us at hello@cybersialabs.com. We will respond within 30 days.
8. International Transfers
Cybersia Labs operates remotely and may work with clients and service providers across different countries. Where personal data is transferred internationally, we ensure appropriate safeguards are in place in accordance with applicable data protection laws.
9. Children's Privacy
Our website and services are not directed at children under the age of 16. We do not knowingly collect personal information from minors. If you believe we have inadvertently done so, please contact us and we will promptly delete it.
10. Changes to This Policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page reflects the most recent revision. Continued use of our website after changes are posted constitutes your acceptance of the updated policy.
11. Contact Us
If you have any questions or concerns about this Privacy Policy or how we handle your data, please reach out:
- Email: hello@cybersialabs.com
- Website: cybersialabs.com/contact