PrivacyPolicy.

ManiX Solutions (“ManiX”, “we”, “our”, or “us”) respects your privacy. This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you visit our website, submit an enquiry, engage our services, or use the ManiX Client Portal.

This Policy applies to prospective clients, clients, authorised client representatives, website visitors, portal users, suppliers, and other individuals who interact with ManiX Solutions. It should be read together with our Terms and Conditions and any project-specific agreement.

ManiX Solutions is a technology business based in Sri Lanka that serves clients worldwide. We provide services including digital strategy, UI/UX design, website development, custom software, enterprise platforms, ERP and POS solutions, AI-powered systems, integrations, technical support, and related professional services.

For questions concerning this Policy or our handling of personal information, contact:

Depending on how you interact with us, we may collect the following categories of information:

• Identity and contact details, including your name, organisation, job title, email address, telephone number, and country.
• Enquiry and project details, including selected services, estimated budget, requirements, objectives, messages, and correspondence.
• Account and Client Portal details, including login identifiers, account permissions, organisation details, and portal activity.
• Files and project materials uploaded through the Client Portal, including documents, briefs, images, brand assets, datasets, specifications, feedback, and other content provided by you.
• Commercial and transaction information, including proposals, quotations, invoices, payment status, contractual records, and purchased services. We do not intentionally store complete payment-card credentials unless expressly stated through an authorised payment provider.
• Technical information, including IP address, device type, browser, operating system, approximate location, timestamps, referring pages, security logs, and diagnostic data.
• Usage information concerning how you access and use our website, portal, communications, and services.
• Any other information you voluntarily provide or authorise another person to provide on your behalf.

You are responsible for ensuring that information and files submitted to us are accurate, lawful, and appropriate for the relevant project.

We may process information to:

• Respond to enquiries and communicate about potential projects.
• Assess requirements and prepare consultations, proposals, estimates, statements of work, and agreements.
• Create, manage, and secure Client Portal accounts.
• Deliver, test, maintain, host, support, and improve contracted services and digital products.
• Collaborate with clients, manage feedback, exchange files, track approvals, and maintain project records.
• Issue invoices, record payments, manage staged billing, and fulfil accounting and regulatory obligations.
• Provide technical support, maintenance, incident response, and service communications.
• Protect our website, portal, infrastructure, clients, personnel, and legal rights against misuse, fraud, unauthorised access, and security threats.
• Monitor service reliability, diagnose technical problems, and improve functionality and user experience.
• Comply with applicable laws, lawful requests, court orders, and regulatory obligations.
• Establish, exercise, or defend legal claims and enforce our agreements.

We will not sell your personal information. We will not use confidential client files for unrelated advertising.

Where required by applicable law, we process personal information on one or more recognised grounds, including:

• Taking steps at your request before entering into a contract and performing a contract with you.
• Your consent, where consent is appropriate and requested.
• Compliance with legal and regulatory obligations.
• Our legitimate business interests, such as operating and improving our services, maintaining security, communicating with clients, and protecting legal rights, provided those interests are not overridden by applicable individual rights.
• Other grounds permitted under the laws applying to the relevant processing.

We aim to process personal data in a lawful, transparent, proportionate, and purpose-limited manner in accordance with applicable Sri Lankan requirements, including the Personal Data Protection Act, No. 9 of 2022, as amended.

The Client Portal may allow authorised users to exchange files, review deliverables, provide feedback, manage project information, view progress, and communicate with ManiX Solutions.

• Portal access is personal to each authorised user. Login credentials must not be shared.
• Clients must obtain any necessary permission before uploading personal data, confidential material, copyrighted content, or information relating to another person.
• Clients should not upload passwords, unencrypted payment-card information, government identification documents, health records, or other highly sensitive data unless ManiX has expressly agreed in writing to process that information.
• We may restrict, quarantine, or remove content that creates a security, legal, operational, or contractual risk.
• Project files may remain available for the project duration and a reasonable closure, warranty, archival, or legal-retention period.

We may use trusted service providers to operate our website, portal, communications, hosting, infrastructure, storage, databases, domains, and project workflows. These may include:

We may also disclose information to professional advisers, contractors, developers, infrastructure providers, authorities, or other recipients when necessary to deliver services, comply with law, protect rights and security, investigate misuse, or complete a legitimate business restructuring.

Providers process information under their own terms and privacy practices and may operate from different countries.

Because ManiX serves clients worldwide and uses international technology providers, information may be stored or processed outside Sri Lanka or outside your country of residence.

Where applicable, we take reasonable steps to use appropriate contractual, organisational, and technical safeguards for cross-border processing. However, privacy laws and government-access rules may differ between countries.

We retain information only for as long as reasonably necessary for the purpose for which it was collected and to meet contractual, accounting, security, warranty, dispute-resolution, and legal obligations.

• Unsuccessful or preliminary enquiries may be retained for a reasonable follow-up and business-record period.
• Client and project records may be retained throughout the relationship and afterwards where required for support, accounting, legal claims, audits, or regulatory compliance.
• Portal files may be removed or archived following project completion, account closure, expiry of support, or the end of an agreed retention period.
• Security logs and technical records may be retained for fraud prevention, diagnostics, and infrastructure protection.
• Backups may retain deleted information temporarily until they are securely overwritten through normal backup cycles.

When information is no longer reasonably required, we may delete, anonymise, or securely archive it.

We use reasonable administrative, organisational, and technical measures intended to protect information against unauthorised access, misuse, loss, alteration, destruction, and disclosure. Measures may include access controls, authentication, encryption in transit, monitoring, backups, and restricted production access.

No internet transmission, cloud platform, database, or storage system is completely secure. Therefore, we cannot guarantee absolute security. You must protect your credentials and notify us promptly if you suspect unauthorised portal access or another security incident.

Subject to applicable law and relevant exceptions, you may have rights to:

• Request information about how we process your personal data.
• Request access to personal data associated with you.
• Request correction of inaccurate or incomplete information.
• Request deletion or restriction where legally available.
• Withdraw consent where processing depends on consent, without affecting earlier lawful processing.
• Object to certain processing where applicable.
• Request a portable copy where applicable and technically feasible.
• Raise a concern with ManiX Solutions or an appropriate data-protection authority.

To protect users and client information, we may request identity verification and evidence of your authority before responding. Some information may be retained where required by contract, law, security, accounting, or legal claims.

Our website or service providers may use essential cookies, local storage, or similar technologies required for navigation, security, authentication, preferences, and Client Portal functionality.

If optional analytics or marketing technologies are introduced, we may update this Policy and provide additional choices where required. Browser settings can be used to limit cookies, although blocking essential technologies may prevent parts of the website or portal from functioning.

Our general website may be viewed by people of different ages, but our commercial and Client Portal services are intended to be contracted by persons who have the legal capacity and authority to enter into an agreement.

A minor must use contracted services only with the involvement and authorisation of a parent, legal guardian, educational institution, employer, or other responsible contracting party where required by law. We do not knowingly request unnecessary personal data from children.

Our website may contain links to third-party websites, platforms, or services. We do not control and are not responsible for their content, security, availability, or privacy practices. Review the policies of those services before submitting information.

We may update this Privacy Policy to reflect changes in our services, technology, providers, security practices, or legal obligations. The revised version will be posted on this page with an updated effective or revision date.

Material changes may also be communicated through the Client Portal, email, or another reasonable method where appropriate.

For privacy enquiries, requests, or concerns, contact ManiX Solutions using the details below. Please do not include passwords or unnecessary sensitive information in your email.