Privacy Policy

Privacy Policy

Last Updated: October 6, 2026

1. Introduction

SpiceWorx Consultancy, Inc. ("we," "us," "our," or "Company") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website spiceworx.com (the "Site") and use our services.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our Site or services.

2. Information We Collect

2.1 Information You Provide Directly

• Contact Forms

  When you fill out our Project Inquiry, Contact, or quotation forms, we collect your name, email address, phone number, company name, and project details.

• Email Communications

  If you email us directly, we collect your email address and any information you include in your message.

• AI Chat Interactions

  Your messages and conversations with our SpiceWorx AI Assistant are processed by our RAG (Retrieval-Augmented Generation) system. Chat conversations are kept for up to 30 days and then deleted, unless you ask us to keep them for follow-up. See Section 8A.

2.2 Information Collected Automatically

• Usage Data

  We collect information about how you interact with our Site: pages visited, time spent, links clicked, referral sources, and browser type. This helps us understand user behavior and improve our services.

• Device Information

  We collect your IP address, device type, operating system, and browser information for security, analytics, and website optimization.

• Cookies

  We use only the technical cookies the Site needs to work. Analytics runs only if you accept it (see Section 11).

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: Process your inquiries, respond to requests, and deliver our services (web development, hosting, AI systems, etc.)
• Communication: Send you project updates, billing information, legal notices, and responses to your inquiries
• Analytics: Understand how our Site is used, identify trends, and measure effectiveness (only if you accept analytics)
• Security: Protect against fraud, unauthorized access, and malicious activity
• Improvement: Enhance our Site, services, and user experience
• Legal Compliance: Comply with applicable laws, regulations, and court orders
• Marketing: With your consent, send promotional content about our services via email

4. How We Share Your Information

We do not sell, rent, or lease your personal information to third parties. We may share information in the following circumstances:

• Service Providers: AWS (cloud hosting, databases, and email delivery through Amazon SES), OpenAI (the AI model provider that generates chat answers), Google (Google Sheets, where we record project inquiries), and any payment processor we use — each bound by written contracts that require confidentiality and data protection. We will provide a current list of these service providers on request.
• Business Partners: With your explicit consent, if you use co-branded services
• Legal Requirements: When required by law, court order, or government request
• Business Transfer: If SpiceWorx is acquired, merged, or sold, your information may be transferred as part of that transaction

5. Data Security

We implement industry-standard security measures to protect your data:

• HTTPS encryption for all data in transit
• AWS cloud infrastructure with built-in security (WAF, DDoS protection, VPC isolation)
• Access controls and role-based permissions for employees
• Regular security audits and vulnerability assessments
• Encrypted storage for sensitive information

However, no security system is impenetrable. While we strive to protect your information, we cannot guarantee absolute security. You transmit information at your own risk.

Personal data breaches. If a security incident is likely to expose personal data to unauthorized people, we will notify the National Privacy Commission and the affected individuals within 72 hours of discovering it. If we cannot give full details within 72 hours, we will share what we know and update you as we learn more.

6. Data Retention

We retain personal information for as long as necessary to provide our services and comply with legal obligations:

• Contact Forms: Retained for 3 years for business records and legal compliance
• Email Communications: Retained for 2 years unless required by law, then deleted
• Chat Conversations: Deleted after 30 days unless you ask us to keep them
• Analytics Data: Retained for up to 2 years
• Server Logs: Retained for about 14 days for security purposes

You may request deletion of your personal data at any time, subject to legal and contractual obligations. When retention periods end, we delete or anonymize the data securely.

7. Your Privacy Rights

Under the Data Privacy Act of 2012 (Republic Act No. 10173), you have the right to:

• Right to Access: Request a copy of the personal information we hold about you
• Right to Correction: Request that we correct inaccurate or incomplete information
• Right to Deletion: Request that we delete your personal information (subject to legal obligations)
• Right to Data Portability: Request your information in a portable format
• Right to Object: Object to processing of your information for marketing or analytics purposes
• Right to Withdraw Consent: Withdraw consent for processing at any time
• Right to Be Informed: Know how your personal data is processed, as set out in this policy
• Right to Damages: Be indemnified for damages sustained due to inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of your personal data
• Right to File a Complaint: Lodge a complaint with the National Privacy Commission

To exercise any of these rights, contact us at privacy@spiceworx.com with your request. We will respond within a reasonable time and may ask you to verify your identity before we act on a request.

8. International Data Transfers

SpiceWorx is based in the Philippines, and our clients are currently located in the Philippines. Your information may be processed and stored in the Philippines and in other countries where our service providers operate.

We transfer personal data outside the Philippines only with safeguards in place, such as contracts that require the receiving provider to protect your data. Continuing to use our Site does not count as your consent to any transfer. Where we rely on your consent, we will ask you to opt in. Contact privacy@spiceworx.com for details of the safeguards we use.

8A. Our AI Assistant

You are chatting with an AI assistant, not a person. The assistant answers questions using our business information. Your chat messages, together with the relevant parts of our business documents for that assistant, are sent to OpenAI's API to generate answers. Queries sent through our paid OpenAI account are not used to train OpenAI's AI models.

If you ask to speak with our team, we share the conversation summary and the contact details you gave us so they can follow up. Chat conversations are kept for up to 30 days (see Section 6). If you want a person to review an automated response or you have a concern about it, contact privacy@spiceworx.com.

9. Third-Party Links

Our Site may contain links to third-party websites, including social media platforms. We are not responsible for the privacy practices of external sites. We encourage you to review their privacy policies before providing information.

10. Children's Privacy

Our Site is not intended for children under 13 years of age. We do not knowingly collect information from children. If we become aware that a child has provided us with personal information, we will delete such information as soon as practicable. If you are a parent or guardian and believe a child has given us personal information, contact us at privacy@spiceworx.com.

11. Cookies and Tracking Technologies

We do not use advertising or marketing cookies or tracking pixels on this Site.

• Analytics: Our analytics tool (Pirsch) runs only if you accept it in our cookie banner. It does not set cookies. It counts visits using a salted, one-way hash of technical request details. Your choice is saved in your browser's local storage.
• Chat: The AI assistant keeps your conversation in your browser's session storage so it can be handed to our team. This is cleared when you close the tab. It is not a cookie.
• Technical: Our hosting and security services may set cookies needed for the Site to work and to prevent fraud.

Manage Cookies: You can change your analytics choice at any time using Cookie Settings in the website footer. Most browsers also allow you to refuse cookies or alert you when cookies are being sent. Disabling cookies may affect Site functionality.

12. California Privacy Rights (CCPA)

If you are a California resident, you have the right to:

• Know what personal information is collected, used, and shared
• Delete personal information collected from you
• Opt-out of the sale or sharing of your personal information
• Non-discrimination for exercising your privacy rights

To submit a privacy request, email privacy@spiceworx.com with "CCPA Request" in the subject line.

13. European Privacy Rights (GDPR)

This section applies only if GDPR applies to our processing of your data, such as when you are in the European Union, the United Kingdom, or EEA. In that case, you have rights including:

• Right to access, rectification, erasure, and portability
• Right to restrict processing and object to processing
• Right to lodge a complaint with your local data protection authority

Our legal basis for processing is:

• Contractual Necessity: To provide services you've requested
• Legitimate Interest: To improve our Site, prevent fraud, and ensure security
• Consent: For marketing communications and analytics

14. Do Not Track (DNT)

Some browsers have a "Do Not Track" feature. Our Site currently does not respond to DNT signals, but you can control tracking through your browser and cookie settings.

15. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

• Data Protection Officer: Ruel Abion, privacy@spiceworx.com
• Privacy requests: privacy@spiceworx.com
• General enquiries: hello@spiceworx.com
• WhatsApp: +63-927-648-0800
• Mailing Address: SpiceWorx Consultancy, Inc., Unit 5 Ecoville, Sta. Cruz, Makati 1205, Philippines
• Business Hours: Monday–Friday, GMT+8, 9am–5pm

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by email at least 30 days before they take effect, and by posting the updated policy on our Site with an updated "Last Updated" date. Your continued use of our Site after such changes constitutes your acceptance of the updated Privacy Policy.

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SpiceWorx Consultancy, Inc.
"Bridging Cultures. Building Solutions."
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