Xeptix Labs LLC ("we", "us", "Xeptix") respects your privacy. This page explains what information we collect when you visit our website or engage with us, and what we do with it. If anything here is unclear, email [email protected] and we'll explain.
Who this applies to
This site and our services are intended for users 18 years of age or older. We do not knowingly collect information from anyone under 18. If you believe a minor has submitted information to us, please contact us and we will delete it.
What we collect
- Contact form submissions. When you fill out a form on this site we collect what you type — your name, email, phone (if provided), company (if provided), and the details of your project — so we can reply.
- Booking data. If you schedule a call through our calendar tool (Cal.com or Calendly), they collect your name, email, and meeting time on our behalf.
- Payment data. Project payments are processed by Stripe. Stripe handles the card details directly — we never see or store your full card number. We do see basic transaction metadata (amount, last 4 digits, billing name) for accounting.
- Newsletter sign-ups. If you opt in, we store your email address and opt-in date with our email marketing provider (e.g. Mailchimp, Loops). You can unsubscribe at any time from any email we send.
- QR / link tracking. Some of our QR codes and links
carry a short tracking code in the URL (e.g.
?src=BC01) so we know which business card or printed piece you scanned. This lets us route your message to the right person and improve where we place codes. - Server access logs. Our hosting provider keeps standard web-server logs (IP address, browser, page visited, referrer, timestamp). We analyze these in aggregate using GoAccess, a self-hosted log analyzer that runs on our own server — no third-party analytics service receives your data. Logs are rotated regularly.
We do not run third-party advertising trackers, Google Analytics, or Meta Pixel, and we do not sell your information to anyone.
How we use it
- To respond to your inquiry and follow up about your project.
- To send a vCard, calendar invite, proposal, or invoice.
- To process payments and maintain accounting records.
- To send newsletters to people who have explicitly opted in.
- To understand which marketing channels work, in aggregate (e.g. "the Akron event sent us 12 inquiries").
- To keep the site secure, debug issues, and prevent abuse.
- To meet our tax, accounting, and other legal obligations.
Service providers
We use a small number of vendors to run the business. They process data on our behalf under their own privacy policies and are not allowed to use it for their own purposes:
- Hosting & infrastructure — a US-based cloud provider hosts the website and any application data.
- Calendar booking — Cal.com or Calendly for scheduled calls.
- Payments — Stripe (or a comparable PCI-compliant processor).
- Email & newsletter — a transactional / marketing email provider (e.g. Mailchimp, Loops).
We may also disclose information when required by law (subpoena, court order) or to protect the rights, property, or safety of Xeptix Labs, our clients, or others.
Where data is stored
Inquiry, project, and customer data is stored on US-based servers. If you contact us from outside the United States — including the EU and UK — your information will be transferred to and processed in the US. We rely on standard contractual safeguards where required by law.
How long we keep it
We keep contact, project, and customer records indefinitely until you ask us to delete them, so we can answer follow-up questions, support past clients, and maintain reference and warranty records. You can ask us to delete your data at any time and we will, except where we are legally required to retain certain records (typically tax and accounting records for up to 7 years).
Cookies & local storage
This site uses minimal cookies and browser storage — essentially just what's needed to remember your theme and preference choices. No third-party advertising or behavioral analytics cookies are set by us. Embedded scheduling widgets (Cal.com / Calendly) and payment flows (Stripe) may set their own cookies governed by their own policies.
Your rights
Regardless of where you live, you can ask us:
- What information we have on file about you.
- To correct anything that's inaccurate.
- To delete your information (subject to legitimate retention needs above).
- To opt out of marketing email — every newsletter has a one-click unsubscribe.
If you live in California: the CCPA/CPRA gives you these rights plus the right to know what categories of personal information we collect and the right not to be discriminated against for exercising your rights. We do not sell or share personal information for cross-context behavioral advertising.
If you live in the EU, UK, or another GDPR-equivalent region: you also have the right to data portability, the right to object to processing, and the right to lodge a complaint with your local data protection authority. Our lawful basis is generally your consent (newsletter), contract performance (project work), or our legitimate interest (responding to inquiries, securing the site).
Email [email protected] with any of these requests and we'll respond within a reasonable time, typically within 30 days.
Security
We use HTTPS for all site traffic, store data on hardened US-based servers, limit access to people who need it, and review our security posture regularly. We build with a security-first mindset and treat client data the way we'd want our own treated. No system is perfectly secure, but if a breach affecting your data ever occurs we will notify you and the relevant authorities as required by law.
Changes
If we update this policy in a meaningful way, we'll bump the "last updated" date above. Material changes will be noted on the homepage and, where appropriate, emailed to people on our newsletter list.
Contact
Xeptix Labs LLC
6545 Market Ave. North, STE 100
Canton, OH 44721
[email protected]