Privacy Policy — Nexus Intelligence

This Privacy Policy explains how Hexagon Studio Ltd ("we", "us", "our") collects, uses, stores, and protects your personal data in connection with the Nexus Intelligence platform and website (nexusintelligence.network). Please read this policy carefully. By using our website or services, you confirm that you have read and understood this policy.

1. Who We Are

Data Controller: Hexagon Studio Ltd

Registered in: England and Wales, United Kingdom

Product: Nexus Intelligence (nexusintelligence.network)

Contact: support@nexusintelligence.network

Hexagon Studio Ltd is the data controller responsible for your personal data collected through the Nexus Intelligence website and platform. We are committed to protecting your personal information and handling it in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data We Collect

2.1 Information You Provide Directly

When you submit an enquiry or request an invitation through our contact form, we collect:

First and last name
Email address
The nature of your enquiry
Any information you voluntarily include in your message
Your confirmation of age (18+) and agreement to our Terms & Conditions

2.2 Information Collected Automatically

When you visit our website, we may automatically collect:

IP address and approximate geographic location
Browser type and version
Pages visited and time spent on the website
Referring website or URL
Device type and operating system

2.3 Member Account Data

If you are accepted as a Nexus Intelligence member, we may additionally collect and process:

Account credentials and profile information
Subscription and billing information (processed by our third-party payment provider)
Platform usage data and interaction history
Communications with our support team
Discord account identifiers (where applicable, for platform access)
Notion account identifiers or email addresses (where applicable, for research database access — view-only)

3. How We Use Your Data

We process your personal data for the following purposes:

To respond to enquiries — processing contact form submissions and responding to your messages
To manage membership access — processing invitations, onboarding, and account management
To deliver our service — providing access to the Nexus Intelligence platform, research publications, and member communications
To process payments — facilitating subscription billing through our payment provider
To improve our services — analysing usage patterns to enhance platform performance and content quality
To comply with legal obligations — meeting our obligations under applicable UK law
To protect our legitimate interests — preventing fraud, misuse of our platform, and enforcing our Terms & Conditions

4. Legal Basis for Processing

Under the UK GDPR, we rely on the following legal bases for processing your personal data:

Contract performance — where processing is necessary to fulfil our agreement with you as a member
Legitimate interests — where we have a genuine business interest that does not override your rights (e.g. improving our services, fraud prevention)
Consent — where you have given explicit consent (e.g. subscribing to communications)
Legal obligation — where we are required to process data to comply with UK law

5. Data Retention

We retain your personal data only for as long as necessary for the purposes set out in this policy, or as required by applicable law:

Contact form submissions: retained for up to 24 months from submission, unless an ongoing relationship develops
Member account data: retained for the duration of your membership and for up to 36 months following account termination, unless a longer period is required by law
Billing records: retained for 7 years in accordance with UK tax and accounting obligations
Website analytics: retained in aggregated, anonymised form

6. Sharing Your Data

We do not sell, rent, or trade your personal data. We may share your data with trusted third parties only where necessary:

Payment processors — to handle subscription billing securely
Communication and platform providers — such as Discord (for member community access) and Notion (for research database access, view-only), where required to deliver the service
IT and infrastructure providers — hosting and technical services that process data on our behalf under appropriate data processing agreements
Legal and regulatory bodies — where we are legally required to disclose information

All third-party processors are contractually required to handle your data securely and in accordance with applicable data protection law.

7. International Data Transfers

Some third-party service providers may be based outside the United Kingdom. Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR, including standard contractual clauses or adequacy decisions where applicable.

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

Right of access — you may request a copy of the personal data we hold about you
Right to rectification — you may request correction of inaccurate or incomplete data
Right to erasure — you may request deletion of your personal data in certain circumstances
Right to restrict processing — you may request that we limit how we use your data
Right to data portability — you may request transfer of your data in a structured, machine-readable format
Right to object — you may object to processing based on legitimate interests
Right to withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at support@nexusintelligence.network. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

9. Cookies and Tracking

Our website may use cookies and similar technologies for functionality and analytics purposes. We do not use cookies for targeted advertising. You may control cookie preferences through your browser settings. Essential cookies required for the website to function properly are used without consent on the basis of legitimate interest.

10. Data Security

We implement appropriate technical and organisational security measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These include encrypted data transmission (HTTPS), access controls, and secure data storage. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

11. Children's Data

Nexus Intelligence is strictly for users aged 18 and over. We do not knowingly collect or process personal data from individuals under the age of 18. If you believe we have inadvertently collected data from a minor, please contact us immediately at support@nexusintelligence.network and we will take steps to delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. Where changes are material, we will notify members via email or a prominent notice on our website. The date at the top of this page reflects when the policy was last revised. Continued use of our services after changes are published constitutes acceptance of the updated policy.

13. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or how we handle your personal data, please contact us:

Hexagon Studio Ltd
United Kingdom
support@nexusintelligence.network