Privacy Policy — Phicient.com

Phicient (“we”, “us”, “our”) is committed to protecting your privacy and handling personal data transparently and securely. This Privacy Policy explains how we collect, use, share, and protect personal data when you visit phicient.com and when you interact with our services.

1) Who we are (Data Controller)

Data Controller: Phicient LLC (a Delaware limited liability company)

Registered address:
16192 Coastal Highway
Lewes, DE 19958
USA

Operating location: Kidderminster, United Kingdom

Contact email: support@phicient.com

2) Scope

This policy applies to:

• Visitors to phicient.com
• People who submit information via /clarity or request a report email from /score
• Customers and prospective customers who communicate with us via email or other channels we operate

3) What personal data we collect

A) Information you provide to us

• Identity and contact data: name, email address, company name, role/job title, phone number (where provided).
• Booking and qualification data (/clarity): information you submit when booking a Clarity Mapping Call (via Google Calendar appointment scheduling).
• Communications: details included in emails or messages you send to us.

B) Information we collect automatically

• Technical data: IP address, device type, browser type/version, operating system, language settings.
• Usage data: pages viewed, time spent, navigation paths, referring/exit pages, and interactions.
• Cookies and similar tracking: via Google Analytics and Meta Pixel (see Section 9).

C) Special note about /score

4) How we use your personal data

We use personal data to:

• Provide and operate the website and its features
• Deliver requested outputs, such as emailing a report when you request it
• Book and manage appointments (Clarity Mapping Calls)
• Communicate with you, including responding to enquiries and service messages
• Run marketing and business operations, including email campaigns (where permitted) and CRM activity
• Measure and improve website performance and advertising effectiveness
• Maintain security, prevent fraud, and protect our systems
• Comply with legal obligations and enforce our rights

5) Legal bases for processing (UK GDPR / EU GDPR)

Where UK/EU data protection law applies, we rely on one or more of the following lawful bases:

• Consent: where required (e.g., certain marketing communications; non-essential cookies where applicable).
• Contract / steps to enter a contract: to provide what you request (e.g., booking, delivering paid services, sending the requested report).
• Legitimate interests: to operate, secure, and improve our website and services, and to measure marketing performance (balanced against your rights).
• Legal obligation: to meet legal and regulatory requirements (e.g., accounting/tax).

6) How we share your personal data

We may share personal data with trusted third parties that help us operate. These parties act as processors (or, in some cases, independent controllers) and are contractually required to protect your information.

Our current service providers include:

• Hosting: Hostinger
• Analytics: Google Analytics
• Advertising/measurement: Meta Pixel (Meta Platforms)
• Email marketing: Brevo
• CRM / database: Airtable
• Scheduling: Google Calendar appointment scheduling (Google Workspace)
• Payments: Stripe (for payment processing, where applicable)

We may also share personal data:

• With professional advisers (legal/accounting) where necessary
• If required by law, regulation, court order, or to protect rights and safety

We do not sell personal data.

7) Payments (Stripe)

If you purchase services, payments are processed by Stripe. We do not store full payment card details. Stripe processes payment information under its own privacy and security terms, and we may receive limited transaction data (e.g., payment status, timestamps, billing contact details where provided) for accounting and fulfilment.

8) International data transfers

Because we operate globally and use service providers that may process data in different countries (including the US), your personal data may be transferred outside the UK/EEA.

Where required, we use appropriate safeguards such as:

• UK International Data Transfer Addendum and/or
• EU Standard Contractual Clauses (SCCs) and additional measures where appropriate.

9) Cookies and tracking technologies

We use cookies and similar technologies to operate the website and measure performance and marketing effectiveness. Non-essential cookies are only set where you provide consent via our cookie banner/preferences tool.

Technologies in use

• Google Analytics (analytics/performance)
• Meta Pixel (advertising measurement/optimisation)

Cookie consent

When you first visit the site, you can accept or reject non-essential cookies, and you can update your preferences at any time using the “Cookie Settings” link in the footer.

Your controls

You can manage cookies via your browser settings, including deleting cookies and blocking future cookies. Note that some site features may not function correctly if you disable cookies.

10) Data retention (conservative defaults)

We retain personal data only as long as needed for the purposes described, unless a longer retention period is required by law.

Our current conservative defaults:

• General enquiries (email communications): up to 24 months
• Clarity Mapping Call booking and qualification data: up to 24 months
• Report delivery records (where you request email delivery): up to 24 months
• CRM records (prospects who engage with us): up to 24 months from last meaningful interaction
• Customer records and invoices: typically 6 years (or longer if legally required)
• Website analytics: retained according to our analytics configuration (we aim to keep this as low as practical while maintaining reporting usefulness)

We may retain some information longer if needed to:

• establish or defend legal claims,
• prevent fraud,
• maintain security records,
• comply with legal obligations.

11) Security

We implement appropriate technical and organisational measures designed to protect personal data, including access controls and use of reputable service providers. No system is completely secure, but we work to prevent unauthorised access, loss, misuse, alteration, or disclosure.

12) Your rights (UK/EU)

If you are in the UK/EEA, you have rights that may include:

• Access to your personal data
• Correction of inaccurate data
• Erasure (in certain circumstances)
• Restriction of processing (in certain circumstances)
• Objection to processing (in certain circumstances)
• Data portability (in certain circumstances)
• Withdrawal of consent (where processing is based on consent)

To exercise your rights, contact support@phicient.com.

Complaints

If you are in the UK, you may complain to the Information Commissioner’s Office (ICO). If you are in the EEA, you may complain to your local supervisory authority.

13) US State privacy notice (supplement)

This section is intended as a general catch-all for certain US state privacy laws (e.g., California). Rights and obligations vary by state and by whether the law applies in your circumstances.

Categories of personal information (typical)

We may collect:

• Identifiers (e.g., name, email, IP address)
• Internet/activity data (site usage, analytics events)
• Commercial information (purchase/transaction status where applicable)
• Professional information (company, role) where provided

Purposes

As described in Sections 4–6 (operational delivery, communications, analytics, marketing measurement, security, compliance).

“Sale” / “sharing”

We do not sell personal information. Some states define certain ad measurement activities as “sharing” for cross-context behavioural advertising. Where applicable, you may have the right to opt out of such “sharing”. Controls are available via:

• your cookie preferences on this site,
• your browser/device settings, and
• advertising platform preferences (e.g., Meta ad settings).

Your rights (where applicable)

Depending on your state and situation, you may have rights to:

• know/access the personal information collected,
• correct inaccuracies,
• delete personal information,
• opt out of sale/sharing (as defined by law),
• limit use of certain sensitive personal information (if applicable),
• non-discrimination for exercising privacy rights.

To submit a request: support@phicient.com.

14) Children’s privacy

Our website and services are not intended for children, and we do not knowingly collect personal data from children.

15) Third-party links

Our site may link to third-party websites. We are not responsible for the privacy practices of those third parties. Please review their privacy policies before providing personal data.

16) Changes to this policy

We may update this Privacy Policy periodically. We will update the “Last updated” date at the top of this page when changes are made.

17) Contact

Email: support@phicient.com

Data Controller: Phicient LLC
Registered address: 16192 Coastal Highway, Lewes, DE 19958, USA
Operating location: Kidderminster, UK