Privacy Policy

1. About This Privacy Policy

This Privacy Policy explains how SholaX Technologies LTD collects, uses, stores and protects personal information when you visit our website, create an account, purchase or use our services, access the SholaX platform, use the client dashboard or AI Assistant, submit a form, book a call or otherwise communicate with us.

Business details:

• Business name: SholaX Technologies LTD
• Trading name: SholaX
• Address: Phoenix Fields, Ballymena, BT42 2BF, Northern Ireland, United Kingdom
• Email: support@sholax.com
• Telephone: +44 7405 595898
• Website: sholax.com

For the purposes of applicable UK data protection law, SholaX Technologies LTD is responsible for the personal information described in this Privacy Policy where it acts as the data controller.

2. Information We Collect

Depending on how you interact with SholaX, we may collect:

Account Information: Full name, email address, telephone number, login and authentication information, account role and permissions, account activity.

Business Information: Business name, website, industry, service area, monthly advertising budget, business email address, business telephone number, services or packages purchased.

Onboarding Information: Business information, advertising account identifiers, Meta Business Portfolio or Business Manager information, Google Ads Customer ID, integration and connection status, access and verification status, campaign setup requirements, documents or information submitted during onboarding. SholaX does not require clients to provide personal passwords for third-party advertising platforms.

Advertising and Campaign Information: Advertising campaign information, advertising spend, campaign performance data, clicks and impressions, leads and enquiries, conversion information, cost-per-lead information, attribution information, campaign status, reporting and analytics information.

Lead and Revenue System Information: New enquiries, contact details, lead source, pipeline stage, follow-up status, appointment status, sales activity, conversion status.

AI Assistant Information: Messages and prompts, conversation history, support requests, requested campaign changes, requested account changes, automation requests, request status, relevant account and service information used to provide context. A request submitted through the AI Assistant does not automatically mean that the requested action has been completed.

Payment and Subscription Information: Purchased service or package, billing information, payment status, transaction reference, subscription status, renewal information. Payment card details may be processed directly by our payment provider.

Resource Store Information: When you download a free resource, your name, email address, which resource you downloaded and whether you agreed to marketing emails. We add these details to our CRM so we can follow up about the resource and our services. When you buy a resource, your email address, what you bought, the payment reference and your request for immediate access to the download.

Communications: Emails, contact forms, strategy call bookings, support conversations, AI Assistant conversations, other communications with SholaX.

Technical and Usage Information: IP address, browser type, device type, operating system, pages viewed, login activity, platform interactions, referral source, cookie identifiers, analytics information.

3. How We Use Information

We may use personal information to: create and manage user accounts, provide access to the SholaX platform, deliver purchased services, process client onboarding, manage advertising account connections, configure marketing and revenue systems, operate dashboards and reporting, provide AI Assistant functionality, receive and organise client requests, manage leads and pipelines where applicable, process payments and subscriptions, provide customer support, communicate about accounts and services, maintain security, prevent fraud and misuse, improve the platform, analyse platform usage, meet legal and regulatory obligations, and send marketing communications where permitted.

4. Lawful Bases for Processing

Contract: We may process information where necessary to provide services you have purchased or to take requested steps before entering into a contract. This may include creating an account, processing onboarding, providing dashboard access, delivering purchased services, managing subscriptions, and providing support.

Legitimate Interests: We may process information where reasonably necessary for our legitimate business interests, including operating and improving SholaX, managing business relationships, maintaining platform security, preventing misuse, analysing service performance, and protecting our legal rights.

Consent: We may rely on consent for certain activities, including some marketing communications, analytics technologies, advertising technologies, and non-essential cookies. Where we rely on consent, you may withdraw it.

Legal Obligation: We may process information where necessary to comply with applicable legal obligations.

5. AI Features

SholaX may use artificial intelligence to provide features including AI Assistant responses, request categorisation, information summaries, campaign insights, marketing assistance, automation support, and other platform functionality. AI-generated information may occasionally be incomplete or inaccurate and should not automatically be treated as professional legal, financial or other regulated advice. Important business decisions and account changes may require human review. We may use third-party AI technology providers to support these features.

AI app connections (for example Claude or ChatGPT): If you choose to connect your SholaX account to a third-party AI app, that app can, with your approval, read and (for some actions) update data in the workspace you connect. This can include leads and contact details, notes, pipeline stages, and advertising performance and revenue figures. The connector can add notes and move a lead between open stages. It cannot change advertising budgets, pause or edit ads, mark deals won or lost, or see billing details. Only people with a role that allows it can make changes. We record each connector action in the workspace activity log, including which app made it, but we do not store the content of your AI conversations. Data the connector returns is processed by the AI app you chose under that provider's own terms and privacy policy. You can disconnect an AI app at any time by revoking access in your SholaX account or by contacting us, and access stops straight away.

6. How We Share Information

We may share information with service providers that help us operate SholaX, including providers of: website hosting, cloud infrastructure, databases, authentication, payment processing, artificial intelligence, email and communications, analytics, customer relationship management, advertising integrations, and workflow automation.

We may also disclose information where required by law, to protect our legal rights, to investigate fraud or misuse, or in connection with a merger, acquisition, restructuring or sale of the business.

We do not sell personal information.

7. International Data Transfers

Some technology providers may process information outside the United Kingdom. Where applicable, we will take steps to ensure that international transfers are made using appropriate safeguards required by data protection law.

8. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet contractual, legal, accounting and security requirements. Retention periods may depend on:

• Whether an account remains active
• The services being provided
• Legal and accounting requirements
• Payment records
• Security requirements
• Ongoing disputes

9. Cookies and Similar Technologies

SholaX may use cookies and similar technologies to keep users signed in, maintain platform security, remember preferences, understand website usage, measure marketing performance, and support advertising and retargeting. Where required, non-essential analytics and marketing technologies should not be activated until the user has made a consent choice. A separate Cookie Policy explains the specific cookies and technologies used.

10. Marketing Communications

We may send marketing communications where permitted by law. You can unsubscribe through the unsubscribe option in a marketing communication or contact us directly. Service communications relating to security, billing, accounts and purchased services are not marketing communications and may still be sent where necessary.

11. Your Data Protection Rights

Depending on the circumstances, you may have rights including:

• The right to be informed
• The right to access your personal information
• The right to correct inaccurate information
• The right to request deletion
• The right to restrict certain processing
• The right to object to certain processing
• The right to data portability
• Rights relating to certain automated decisions
• The right to withdraw consent where consent is relied upon

To make a request, contact: support@sholax.com. We may need to verify your identity before completing a request.

Data deletion: To have your account and workspace data deleted, email support@sholax.com from your account email with the subject “Delete my data”. We will confirm by reply and complete the deletion within one month, except for records we must keep for legal, tax or security reasons. If you connected a Meta or Google advertising account, you can also remove SholaX's access from that platform's settings at any time.

12. Data Security

We use reasonable technical and organisational measures designed to protect information against unauthorised access, loss, misuse, alteration, and unauthorised disclosure. No internet-based service can guarantee absolute security.

13. Third-Party Platforms

SholaX may connect with third-party platforms and services. These services may operate under their own terms and privacy policies. SholaX is not responsible for the independent privacy practices of third-party platforms.

14. Children's Privacy

SholaX is designed for business use and is not intended for children. We do not knowingly collect personal information from children through the normal use of our business services.

15. Complaints

If you have concerns about how we process your personal information, contact: support@sholax.com. You may also have the right to complain to the Information Commissioner's Office.

16. Changes to This Privacy Policy

We may update this Privacy Policy as SholaX develops. The latest version will be published on this page with the date of the most recent update.

17. Contact