This Acceptable Use Policy applies to the Services as defined in the Aphex Platform Terms and Conditions. In the event of any inconsistency between this Acceptable Use Policy and the terms of the Aphex Platform Terms and Conditions, the terms of the Aphex Platform Terms and Conditions take priority.
Unless the context requires otherwise, defined terms in the Aphex Platform Terms and Conditions have the same meaning in this Acceptable Use Policy.
To keep the Services running safely and smoothly, we need our users to agree not to misuse them. Specifically, you agree not to:
(a) probe, scan, or test the vulnerability of any system or network used with the Services;
(b) tamper with, reverse engineer or hack the Services, circumvent any security or authentication measures of the Services or attempt to gain unauthorized access to the Services (or any portion thereof) or related systems, networks or data;
(c) modify or disable the Services or use the Services in any manner that interferes with or disrupts the integrity or performance of the Services or related systems, network or data;
(d) access or search the Services by any means other than our publicly supported interfaces, or copy, distribute, or disclose any part of the Service in any medium, including without limitation by any automated or non-automated "scraping";
(e) overwhelm or attempt to overwhelm our infrastructure by imposing an unreasonably large load on the Services that consume extraordinary resources, such as by: (i) using "robots," "spiders," "offline readers" or other automated systems to send more request messages to our servers than a human could reasonably send in the same period of time using a normal browser; or (ii) going far beyond the use parameters for any given Service as described in its corresponding documentation;
(f) solicit any users of our Services for commercial purposes;
(g) misrepresent yourself (or any other user) or disguise the origin of any data, content or other information you submit (including by "spoofing", "phishing", manipulating headers or other identifiers, impersonating anyone else, or falsely implying any sponsorship or association with us or any third party) or access the Services via another user's account without their permission;
(h) use the Services for any illegal purpose or in violation of any laws (including without limitation data, privacy and export control laws);
(i) use the Services to violate the privacy of others, or to collect or gather other users' personal information (including account information) from our Services;
(j) submit (or post, upload, share or otherwise provide) data, content or other information that (i) infringes our or a third party's intellectual property, privacy or other rights or that you don't have the right to submit (including confidential or personal information you are not authorized to disclose); (ii) that is deceptive, fraudulent, illegal, obscene, defamatory, libelous, threatening, harmful to minors, pornographic, indecent, harassing, hateful, religiously, racially or ethnically offensive, that encourages illegal or tortious conduct or that is otherwise inappropriate in our reasonable opinion; (iii) contains viruses, bots, worms, scripting exploits or other similar materials; or (iv) that could otherwise cause damage to us or any third party;
(k) promote or advertise products or services other than your own without appropriate authorisation;
(l) use meta tags or any other "hidden text" including our or our suppliers' product names or trademarks;
(m) permit or encourage anyone else to commit any of the actions above; and
(n) otherwise perform or assist any unauthorised act or action that may cause any harm or disrepute to our brand or reputation.
Without affecting any other remedies available to us, we may, without recourse, permanently or temporarily terminate or suspend your account or access to the Services without notice or liability if we (in our sole discretion) determine that you have violated this Acceptable Use Policy.
This Support Policy applies to the Support Services as defined in the Aphex Platform Terms and Conditions. In the event of any inconsistency between this Support Policy and the terms of the Aphex Platform Terms and Conditions, the terms of the Aphex Platform Terms and Conditions will take priority.
Unless the context requires otherwise, defined terms in the Aphex Platform Terms and Conditions have the same meaning in this Support Policy, and the following definitions also apply:
Business Day means a day on which banks are open for general banking business in the relevant support region, excluding Saturdays, Sundays and public or bank holidays.
We provide the Support Services across the various channels set out below. In order for you to receive the Support Services, you must place a request with us using either the Live Chat Support or Email Support channels set out below.
Help Center: Comprehensive product documentation, guides, and resources available 24/7.
Live Chat Support: Available between 9am and 5pm, Business Days in active support regions. Active support regions are:
United Kingdom (GMT); and
Australia (GMT+10).
Email Support: Available via .
If your use of the Support Services significantly exceeds typical usage patterns, we may initiate a discussion to review and address this with you. Any changes to the Services or Fees resulting from such review will be mutually agreed upon between the Parties in writing. If the Parties are unable to mutually agree changes to the Services or Fees, we may, in our sole discretion, adjust our response times accordingly, and/or terminate the Aphex Platform Terms and Conditions with 14 days' written notice to you.
We provide the following onboarding and activation services to support your implementation and adoption of the Services:
Implementation Support, which includes reasonable assistance with:
initial system configuration and setup;
user account provisioning and permissions;
together, the 'Onboarding Services'.
The Onboarding Services are provided remotely, unless otherwise agreed between the Parties in writing.
Where required by you, we may agree to provide multiple sessions in relation to Training and Enablement. All Training and Enablement sessions will be provided at a time and date mutually agreement between the Parties, and will be aimed at your core team only.
The Parties agree to work together to decide on a plan for the Onboarding Services. We reserve the right to limit the Onboarding Services where we consider your requests to exceed the reasonable scope of the Onboarding Services. Where we consider your use of the Onboarding Services to be excessive, we may agree to provide additional onboarding services at agreed commercial rates.
You may report errors or abnormal behaviour of the Service ("Incidents") by contacting us via the Aphex Messenger or via email at . You agree to provide us with all information and cooperation reasonably requested by us in order for us to provide the Support Services to you. This includes, without limitation, providing the following information to Aphex regarding the Incident:
aspects of the Service that are unavailable or not functioning correctly;
an assessment of the impact of the Incident on your users;
start time of Incident;
Our personnel will assign a priority level ("Priority Level") to each Incident and seek to provide responses in accordance with the table below.
Subject to clause 5, if an Incident is passed to us outside the applicable service availability window (as set out in the Support Channels and Hours section of this Support Policy), time measurement for the Target Response Time will begin from the commencement of the next service availability window.
We will have no obligation to provide Support Services to the extent an Incident arises from:
(a) use of the Services by you in a manner not authorised in the Aphex Platform Terms and Conditions or any applicable documentation;
(b) general Internet problems, force majeure events or other factors outside of our reasonable control;
(c) your equipment, software, network connections or other infrastructure;
(d) any Third Party Products or Services; and
(e) any trial or beta software, including any Experimental Services (being any software released to the market for testing and feedback).
To the extent that you are provided access to additional resources, including but not limited to Power BI templates (Additional Resources):
basic implementation guidance may be provided for standard features, at our sole discretion;
support does not include custom modifications or bespoke development;
you maintain full ownership and responsibility for any customisation; and
initial template and workspace configuration; and
Training and Enablement, which includes the provision of reasonable training sessions covering:
core platform functionality;
administrative features and controls;
best practices for your intended use cases; and
additional sessions as reasonably required for successful adoption,
relevant log files or data; and
wording of any error message.
Priority 3
Affects specific features or a limited set of users. Functionality is partially impacted, but a workaround may exist. Examples include single feature downtime, degraded performance for some users, or non-critical integration/data issues.
High Priority = 2 Weeks Medium Priority = 4 Weeks
Priority 4
Non-critical issue; no significant impact on performance of the Service but user experience may be affected.
Priority 1
Operation of the Service is critically affected (not responding to requests or serving content) for a large number of users; no workaround available.
2 hours
Priority 2
Service is responding and functional but performance is degraded, and/or Incident has potentially severe impact on operation of the Service for multiple users.
2 days
At Aphex, we believe software should demonstrate value before customers commit significant resources. Unlike the industry standard of locking customers into large upfront costs, our Fair Billing Policy allows organisations to scale their investment based on the actual value they receive. As your use of Aphex grows and delivers measurable benefits to your projects, your costs can adapt accordingly—putting control firmly in your hands.
To help understand our billing approach, here are the fundamental elements of the Aphex platform:
Product
At Aphex, plans are selected at the organisation level, determining the feature set and functionality available to all users within that organisation. The plan also establishes the pricing for seats throughout the organisation.
Each organisation selects:
Which Aphex products they require (e.g., Planner, Diary)
The appropriate plan for each product (e.g., Pro, Pro+, Enterprise)
The number of seats to allocate to users within their organisation
We understand that project teams evolve throughout delivery. Our billing approach puts customers in control of their costs by allowing them to directly manage seat allocations within their organisation.
Customers control which users are assigned seats through the Admin Console, with billing based on occupied seats during each billing period.
Our Flexible Plans are designed for organisations that want maximum adaptability with simple monthly billing.
Customers are billed monthly in advance based on the number of seats allocated at the start of each billing period
Seat allocation can be adjusted at any time through the Admin Console
Changes to seat allocations are reflected in the next billing cycle
Customers may upgrade, downgrade, or cancel their subscription with notice as specified in the Terms of Service
Changes take effect at the next billing cycle
Enterprise Plans offer predictable costs through pre-committed seat volumes or contract durations.
Enterprise customers agree to a fixed monthly fee that includes a specified maximum number of seats
A billable seat is occupied by any organisation member who has been allocated a seat in the Admin Console
Seat usage is monitored automatically with customers having full visibility of allocation through the Admin Console
If the number of allocated seats exceeds the pre-committed amount, additional seats will be billed at the agreed overage rate
Overage charges are billed monthly in advance based on seats allocated at the start of each billing period
Customers who include multiple Aphex Organisations within their Enterprise plan will have their total seat usage calculated as the sum of all allocated seats across each included organisation
Each user occupies one seat per organisation, so if a user works across multiple organisations, they will require a seat in each
As Aphex introduces new products, customers may subscribe to multiple offerings simultaneously. Each product subscription follows its own plan terms, with seats allocated independently for each product. Clear visibility of seat usage across all subscriptions is provided through the Admin Console.
For invoice billing, invoices will be issued on Net 30 day terms and contain a reference to the Purchase Order number provided by the Customer
For card billing, invoices will be generated immediately upon charge
Payment methods and terms are established at the time of subscription and can be reviewed in the Admin Console
Aphex is headquartered in the United Kingdom, with our base pricing established in British Pounds (GBP). For the convenience of our global customers, we offer billing in select additional currencies including EUR and AUD, with plans to expand to USD in the future.
While we aim to maintain stable pricing in all currencies, please note:
Pricing in non-GBP currencies is based on foreign exchange rates
We may periodically review and update these rates to maintain alignment with market conditions
We'll provide advance notice of any significant adjustments to currency-based pricing
For any questions regarding our Fair Billing Policy, please contact your Customer Success Manager or email [email protected].
A specific Aphex offering such as Planner or Diary that delivers distinct functionality
Plan
The tier of service for a product (e.g., Planner Pro, Planner Pro+, Planner Enterprise) which determines available features and pricing
Subscription
A customer's purchase of a specific plan for their organisation
Seat
An allocation that grants a specific user access to product functionality within an organisation
Entitlement
The specific functionality and features a customer is entitled to use based on their subscription plan
We've evolved how seats are assigned within our billing model to give customers greater visibility and control over their costs. While Aphex has always used seat-based billing, we've made an important change to how these seats are managed:
Previous approach: Seats were automatically calculated as assigned or not behind the scenes based on project roles, with limited customer visibility or control over the assignment process.
New approach: Customers explicitly assign seats to their users to unlock associated functionality.
This change delivers several benefits:
Direct control: Organisations can now directly control which users are allocated paid seats through the Admin Console
Cost management: Customers can more easily manage costs by allocating seats only to users who require specific functionality
Multi-product clarity: As we introduce additional products, the seat allocation model provides a consistent approach across all Aphex offerings
ACME Contracting is managing 10 active construction projects with approximately 400 total users across these projects. They have selected:
Planner Enterprise: A subscription with a commitment to 400 seats (currently using 300)
Diary Alpha Preview: Currently in pilot phase with 50 users testing the functionality (from the available 2,500 free seats)
In this scenario:
ACME pays a fixed monthly fee for their 400 committed Planner Enterprise seats regardless of current usage
ACME doesn't pay for their Diary usage as they're part of the Alpha Preview
If ACME increased their Planner seat allocation to 450, they would pay the agreed overage rate for the additional 50 seats
Flexibility: Seat allocation is now disconnected from project roles, giving greater flexibility in how teams are structured
If ACME had a separate organisation for their Special Projects division, users working in both the main organisation and Special Projects would require seats in each
This Cookie Policy explains how Aphex (collectively "Aphex", "we", "us", and "ours"), use cookies and similar technologies to recognize you when you visit our websites, including without limitation www.aphex.co, www.app.aphex.co and help.aphex.co, and any related URLs, mobile or localized versions and related domains / sub-domains ("Websites"). It explains what these technologies are and why we use them, as well as the choices for how to control them.
We may process personal data about you when we use cookies or similar technologies, for example, your IP address, username, unique identifier, or an email address. Where we do so we will only process your personal data in compliance with our Privacy Policy.
Cookies are small data files that are placed on the browser on your computer or mobile device when you visit a website and use its functions, or use an app. Cookies are widely used by online service providers to facilitate and help to make the interaction with users faster and easier (by helping us to distinguish between you and other users and enabling us to retrieve things like your settings and preferences), as well as to provide reporting information and facilitate online advertising.
Cookies set by Aphex on the Websites are called "first party cookies". Cookies on the Websites set by parties other than Aphex are called "third party cookies". Third party cookies enable third party features or functionality to be provided on or through the Websites (e.g. advertising, interactive content and analytics).
We use first party and/or third party cookies on our Websites for various purposes such as:
to facilitate the operation and functionality of our Websites;
to improve your experience of our Websites and make navigating around them quicker and easier;
to allow us to make a bespoke user experience for you and for us to understand what is useful or of interest to you;
We use the following types of cookies in our Websites:
We use essential cookies to make our Websites work. These cookies are strictly necessary to enable core functionality such as security, network management, your cookie preferences and accessibility. Without them you wouldn't be able to use basic services. You may disable these by changing your browser settings, but this may affect how the Websites function.
These cookies are used to enhance the performance and functionality of our Websites but are non-essential to their use. However, without these cookies, certain functionality like videos may become unavailable or you would be required to enter your login details every time you visit the Websites as we would not be able to remember that you had logged in previously.
These account-based marketing cookies enable us to identify future prospects and personalize sales and marketing interactions with them.
These cookies collect information that is used to help us understand how our Websites are being used or how effective our marketing campaigns are, or to help us customize our Websites for you.
We use cookies served by Google Analytics to collect limited data directly from end-user browsers to enable us to better understand your use of our Websites. Further information on how Google collects and uses this data can be found at: . You can opt-out of all Google supported analytics on our Websites by visiting: .
These cookies collect information over time about your online activity on the Websites and other online services to make online advertisements more relevant to you. This is known as interest-based advertising. They also perform functions like preventing the same ad from continuously reappearing and ensuring that ads are properly displayed for advertisers.
Here is a list of the cookies we use on our Website and why:
Cookies are not the only way to recognize or track visitors. We may use other, similar technologies from time to time, like web beacons (sometimes called "tracking pixels" or "clear gifs"). Their function is to provide us with statistical information about site traffic and how people navigate through our site, as well as to facilitate marketing and interest-based advertising. Web beacons are typically transparent graphic images placed on a site. Web beacons are used in combination with cookies to measure the actions of visitors on websites and so declining cookies will impair their functioning. We and our marketing and advertising partners may use web beacons to obtain information such as the URL of the page on which the beacon appears, the time the page containing the beacon was viewed, and the type of browser used to view the page.
We may also use web beacons in marketing emails sent by our system. If you receive the HTML formatted version of such emails and your email is configured to download images, a record of whether or not you open the email (and, if you open the email, how frequently you open it) will be saved with your subscriber history. Your engagement with the content of the communication (such as which links you click on) will also be recorded.
We also use caching and local storage in your browser to store personalization settings such as your language and which tabs you were last viewing inside our product. This allows us to enhance your experience and resume sessions where you left off.
We may use this information to give us an indication of the popularity of content and to help us make decisions about future content and formatting. We may also use the information to publish more content relevant to users in future issues and to unsubscribe recipients who haven't opened our emails for a period of time.
Some cookies that have been set on our Websites are not set on a first party basis by Aphex. The Websites can be embedded with content from third parties to serve advertising. These third party service providers may set their own cookies on your web browser. Third party service providers control many of the performance and functionality, advertising, marketing and analytics cookies described above. We do not control the use of these third party cookies as cookies can only be accessed by the third party that originally set them.
For a list of third party cookies used refer to the lists above.
You can set and change your preferences, at any time.
Wherever you're located you may also set your browser to block cookies and similar technologies, but this action may block our essential cookies and prevent our website from functioning properly, and you may not be able to fully utilize all of its features and services. You should also be aware that you may also lose some saved information (e.g. saved login details, site preferences) if you block cookies on your browser. Different browsers make different controls available to you. Disabling a cookie or category of cookie does not delete the cookie from your browser, you will need to do this yourself from within your browser, you should visit your browser's help menu for more information.
You can opt-out of interest-based advertising facilitated by the cookies on our Websites by opting out of advertising cookies. In addition, you can opt-out of interest-based advertising from participating members of the following advertising industry associations:
or (if you are in Europe)
Not all companies that serve targeted ads participate in these opt-out programs, so even after opting-out, you may still receive some cookies and interest-based advertisements from other companies. If you opt-out of targeted ads, you will still see advertisements online but they may be less relevant to you.
You can also use your mobile device settings to limit use of the advertising ID associated with your mobile device for interest-based advertising purposes.
You will need to apply all of the settings described above on each device on which you want the settings to be applied.
We may update this Cookie Policy from time to time in order to reflect, for example, changes to the cookies we use or for other operational, legal or regulatory reasons. Please therefore re-visit this Cookie Policy regularly to stay informed about our use of cookies and related technologies.
The date at the top of this Cookie Policy indicates when it was last updated.
If you have any questions about our use of cookies or other technologies, please email us at .
to analyze how our Websites are used and how best we can customize them;
to identify future prospects and personalize marketing and sales interactions with them;
Segment
App performance tracking.
Marketing cookies
Google Analytics
Tracking of prospects and behaviour for site improvement and retargeting (website only - not active on app.aphex.co).
Segment
Tracking of prospects and behaviour for site improvement and retargeting.
Analytics and customization cookies
Segment
User behaviour and app use tracking for service improvement.
Google Analytics
User behaviour and app use tracking for service improvement.
Logrocket
Session and issue tracking for performance optimisation and user support (active on app.aphex.co only)
Advertising
Retargeting to users after they leave Intercom's websites.
Essential and Performance Management
Aphex
In session service delivery critical tracking of events and state.
Wix
Required cookies for delivering the website (not active on app.aphex.co)
At Aphex, we respect your privacy and data protection rights and recognize the importance of protecting the personal data we collect and process. This Privacy Policy is designed to help you to understand what personal data we collect about you and how we use and share it.
When we refer to Aphex in this Privacy Policy, we mean Aphex Software Limited, a company registered in England and Wales, company registration number 09681747 and register address of 82 Wandsworth Bridge Road, London, United Kingdom, SW6 2TF, and all group companies of Aphex Software Limited, including:
Aphex Australia Pty Ltd (ABN: 13 628 119 648)
("Aphex", "we", "us", "our").
This Privacy Policy applies to you if you:
interact with any of Aphex’s websites (including , , ) or our social media pages (collectively, the "Sites") ("website users");
visit any of Aphex’s premises ("office visitors");
attend an Aphex event or an event which Aphex sponsors ("event attendees");
This Privacy Policy takes into account the General Data Protection Regulation 2016/679 (EU GDPR) for individuals located in the European Union or European Economic Area, and General Data Protection Regulation (EU) 2016/679) (UK GDPR) and the Data Protection Act 2018 (DPA 2018). In this Privacy Policy, the EU GDPR and UK GDPR are together referred to as the GDPR. This Privacy Policy also takes into account the requirements of the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles, as well as the New Zealand Privacy Act 2020 and the Information Privacy Principles.
For the purposes of the GDPR, this Privacy Policy covers personal data that we collect and process in our capacity as a controller of personal data. Where you are invited to access the Aphex Services by a business, that business is the ‘controller’ of any personal data that you input into the Services (“End User Data”), and we act as a data processor to process your End User Data on behalf of the controller organisation. The controller is responsible for complying with any regulations or laws that require providing notice, disclosure, and/or obtaining your consent prior to transferring the End User Data to us to process on their behalf, therefore End User Data is not covered by this Privacy Policy. You should view the controller’s privacy policy and/or contact the controller to understand their privacy practices in relation to your End User Data.
Our Data Protection Officer can be contacted in writing at .
The personal data that we collect about you broadly falls into the categories set out in the following table. Some of this information you provide voluntarily when you interact with the Aphex Services and Sites, or when you attend an event or visit our premises. Other types of information may be collected indirectly from your device, such as device data and service data (and in cases where cookies are used to collect this data, subject to your consent). From time to time, we may also receive personal data about you from third party sources (as further described in the table).
We may collect the following personal data about:
our website users;
recipients of marketing communications; and
marketing prospects.
1. Registration, contact, and company information:
first and last names;
email addresses;
phone numbers;
avatars;
2. Payment information:
credit card information;
billing and mailing addresses;
other payment-related information.
3. Device data:
operating system type and version number, manufacturer and model;
browser type;
screen resolution;
IP address;
4. Service data:
the website you visited before browsing to the Aphex Services;
how long you spent on a page or screen;
how you interact with our emails;
5. Third party source data:
profile information gathered from social networking sites;
information that you have viewed or interacted with our content;
company information;
6. Geolocation data
The sources of this third party personal data may include:
Contact enrichment and lead generation providers; and
Targeted online advertising providers
We may collect the following personal data about our office visitors:
1. Registration, contact and company information:
first and last names;
email addresses;
phone numbers;
company name;
2. Visitation Data
time and date of arrival;
photograph ID;
signature;
CCTV footage.
We may collect the following personal data about event attendees:
1. Registration, contact and personal information:
first and last names;
email addresses;
phone numbers;
mailing addresses;
2. Visitation Data
time and date of arrival;
photograph ID;
signature;
CCTV footage.
3. Third party source data:
first and last names;
email addresses;
phone numbers;
mailing addresses;
4. The sources of this third party personal data may include:
The event organizer
We may collect the following personal data about our customers and guests (to the extent applicable):
1. Registration and contact information:
first and last names;
email addresses;
phone numbers;
mailing addresses;
2. Payment information:
credit card information;
billing and mailing addresses;
other payment-related information.
3. Device data:
operating system type and version number, manufacturer and model;
browser type and language;
screen resolution;
IP address;
4. Service data:
the website you visited before browsing to the services;
how long you spent on a page or screen;
navigation paths between pages or screens;
5. Third party source data
profile information gathered from social networking sites;
information that you have viewed or interacted with our content;
company information;
Where cookie consent (under applicable laws) is required to collect any of the above personal data, the collection will be subject to your consent.
Some device data, service data and third party source data is collected through the use of first or third party cookies and similar technologies. Aphex Apps do not collect, retain, or share data regarding a particular user's activity across multiple websites or applications that are not owned by Aphex. Aphex does assign each user a unique user ID within the scope of an individual website, but does not collect or retain IP or any information that would allow Aphex to identify the same particular user on more than one website. For more information, please see Aphex's .
Do Not Track. Some Internet browsers may be configured to send "Do Not Track" signals to the online services that you visit. We currently do not respond to "Do Not Track" or similar signals. To find out more about "Do Not Track," please visit .
We collect and process personal data about you only where we have legal bases for doing so under applicable laws. We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please reach out to us if you need further details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
In certain circumstances, we may collect your personal data on a different legal basis. If we do, or if we use your personal data for purposes that are not compatible with, or are materially different than, the purposes described in this notice or the point of collection, we will explain how and why we use your personal data in a supplementary notice at or before the point of collection. Where we refer to legal bases in this section we mean the legal grounds on which we can rely when processing personal data.
We may disclose some or all of the personal data we collect to the following third parties:
To Aphex Group Companies:
Aphex Software Limited;
Aphex Australia Pty Ltd;
Aggregated or anonymised information. We may also share aggregated or anonymised information with third parties for other purposes. Such information does not identify you individually, but may include usage, viewing and technical information such as the websites you generally use, the configuration of your computer, and performance metrics related to the use of websites which we collect through our technology, products and services. If we are required under applicable law to treat such information as personal data, then we will only disclose it as described above. Otherwise, we may disclose such anonymised information for any reason.
We retain your personal data only for as long as necessary to fulfill the purposes set out in this Privacy Policy, or as otherwise required under law. If you would like more information about specific retention periods please contact
Note that content you create may remain on the Sites even if you cease using the Sites or we terminate access to the Sites.
We will process End User Data for as long as is required and/or permitted under the relevant data processing agreement between us and the controller entity, unless required to be retained by law.
The Aphex Services and Sites, are provided and hosted globally by Google Cloud. Unless otherwise specified, we may transfer, and process, your personal data outside of the country in which you are resident to other Aphex Group Companies and our service providers including to the UK, Australia and other such countries as we deem appropriate from time to time. These countries may not have equivalent privacy and data protection laws (and, in some cases, may not be as protective). We will protect your personal data in accordance with this Privacy Policy wherever it is processed.
Certain recipients (our service providers and other companies) who process your personal data on our behalf may also transfer personal data outside the country in which you are resident. Where such transfers occur, we will make sure that an appropriate transfer mechanism is put in place to protect your personal data.
If you are a resident of the EEA or the UK you have the following data protection rights:
Access: You may request details of the personal data that we hold about you and how we process it (commonly known as a “data subject request”). If you wish to access, correct, update or request deletion of your personal data, you can do so at any time by using the contact details below.
Processing and portability: You can object to processing of your personal data, ask us to restrict processing of your personal data or request portability of your personal data.
Unsubscribe: You have the right to opt-out of marketing communications we send you at any time. If you no longer wish to receive our newsletter and promotional communications, you may opt-out of receiving them by clicking on the "unsubscribe" or "opt-out" link in the communications we send you. Please note, however, that it may not be possible to opt-out of certain service-related communications. You can let us know at any time if you do not wish to receive marketing messages by contacting us on the Aphex Messenger or by contacting us using the contact details below.
You can exercise any of these rights by submitting a request to our Data Protection Officer at .
If you are a resident of Australia or New Zealand, you have the following data protection rights:
Your choice: Please read this Privacy Policy carefully. If you provide personal information to us, you understand we will collect, hold, use and disclose your personal information in accordance with this Privacy Policy. You do not have to provide personal information to us, however, if you do not, it may affect our ability to do business with you.
Information from third parties: If we receive personal information about you from a third party, we will protect it as set out in this Privacy Policy. If you are a third party providing personal information about somebody else, you represent and warrant that you have such person’s consent to provide the personal information to us.
Restrict and unsubscribe: To object to processing for direct marketing/ unsubscribe from our email database or opt-out of communications (including marketing communications), please contact us using the details below or opt-out using the opt-out facilities provided in the communication.
Our website may contain links to other party's websites. We do not have any control over those websites and we are not responsible for the protection and privacy of any personal data which you provide whilst visiting those websites. Those websites are not governed by this Privacy Policy.
We may change this Privacy Policy from time to time. We will notify you if we make a significant change to this Privacy Policy, by contacting you through the contact details you have provided to us and by publishing an updated version on our website.
For any questions or notices in relation to this Privacy Policy regarding Aphex Software Limited, please contact us at:
Aphex Software Limited, a company registered in England and Wales, with company number 09681747
C/O: Data Protection Officer
Email:
For any questions or notices in relation to this Privacy Policy regarding Aphex Australia Pty Ltd, please contact us at:
Aphex Australia Pty Ltd, a company registered in Australia, with company number 13 628 119 648.
Email:
use Aphex's applications and services, to the extent that we are acting as a controller of your personal data (collectively, the "Aphex Services") ("customers");
interact with any shared data from Aphex's Apps (including shared reports and plans ("guests");
are a marketing prospect, who is anyone whose data Aphex processes for the purposes of assessing customer eligibility ("marketing prospect"); or
receive marketing communications from Aphex.
company name;
your role in your company.
unique device identifiers.
date and time;
pages viewed;
links clicked.
avatars;
email addresses;
phone numbers;
addresses;
company name;
your role in your company.
company name;
your role in your company.
company name;
your role in your company.
unique device identifiers.
pages viewed;
links clicked;
language preferences
tags applied within customer accounts
Aphex assigned user identifier.
avatars;
email addresses;
phone number;
approximate geolocation data.
To contact and communicate with you about any enquiries you make with us via our website.
Legitimate interests: to ensure we provide the best client experience we can offer by answering all of your questions.
For internal record keeping, audit, anti-fraud, administrative, invoicing and billing purposes.
Performance of a contract with you
To comply with a legal obligation
Legitimate interests: to recover debts due to us and ensure we can notify you about changes to our terms of business and any other administrative points.
For analytics, market research and business development, including to operate and improve the Aphex Services and Sites.
Legitimate interests: to keep our website updated and relevant, to develop our business, improve our Services and to inform our marketing strategy.
For advertising and marketing, including to send you promotional information about our events and experiences and information that we consider may be of interest to you.
Legitimate interests: to develop our Services and grow our business.
For health and safety purposes, where you visit our offices.
Performance of a contract with you.
Legitimate interests: to protect our premises and confidential information against unauthorised access and the safety of our staff and office visitors.
To manage event registrations and attendance
Performance of a contract with you.
To maintain the security of the Aphex Services and Sites.
Legitimate interests: to control unauthorised use or abuse of the Aphex Services and Sites, or otherwise detect, investigate or prevent activities that may violate Aphex policies or applicable laws.
To comply with our legal obligations or if otherwise required or authorised by law.
To comply with a legal obligation.
Our employees and contractors
Service Providers:
Consultants and vendors engaged by us to support our provision of the Aphex Services and Sites and the operation of our business, including IT service providers, data storage, web-hosting and server providers, marketing or advertising providers, payment systems operators, and including those service providers set out on our Subprocessor List, from time to time; and
third-party AI providers such as Open AI and Anthropic.
Professional Advisors:
Professional advisors, such as lawyers, auditors and insurers, in the course of the professional services that they render to us.
Compliance with Law Enforcement:
Comply with applicable laws, lawful requests, and legal process, such as to respond to subpoenas or requests from government authorities;
Protect our, your or others’ rights, privacy, safety or property (including by making and defending actual or prospective legal claims);
Enforce the terms and conditions that govern the Services; and
Prevent, identify, investigate and deter fraudulent, harmful, unauthorized, unethical or illegal activity, including cyberattacks and identity theft.
Business Transfers:
Parties to transactions or potential transactions (and their professional advisors) involving a corporate divestiture, merger, consolidation, acquisition, reorganization, sale or other disposition of all or any portion of the business, assets, or equity interests of Aphex Group Companies (including, as part of a bankruptcy or similar proceeding).
Analytics businesses:
Third parties to collect and process data, such as Google Analytics (To find out how Google uses data when you use third party websites or applications, please see www.google.com/policies/privacy/partners/ or any other URL Google may use from time to time), Meta Pixel or other relevant analytics businesses.
Withdraw consent: If we have collected and process your personal data with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
Information from third parties: If we receive personal data about you from a third party, we will protect it as set out in this Privacy Policy. If you are a third party providing personal data about somebody else, you represent and warrant that you have such person’s consent to provide the personal data to us.
Complaints: If you wish to make a complaint, please contact us using the details below and provide us with full details of the complaint. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take to deal with your complaint. You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. Contact details for data protection authorities in the EEA and the UK are available here. We would, however, appreciate the chance to deal with your concerns before you approach the relevant data protection authority, so please contact us in the first instance.
Access: You may request access to the personal information that we hold about you. An administrative fee may be payable for the provision of such information. Please note, in some situations, we may be legally permitted to withhold access to your personal information. If we cannot provide access to your information, we will advise you as soon as reasonably possible and provide you with the reasons for our refusal and any mechanism available to complain about the refusal. If we can provide access to your information in another form that still meets your needs, then we will take reasonable steps to give you such access.
Correction: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to promptly correct any information found to be inaccurate, out of date, incomplete, irrelevant or misleading. Please note, in some situations, we may be legally permitted to not correct your personal information. If we cannot correct your information, we will advise you as soon as reasonably possible and provide you with the reasons for our refusal and any mechanism available to complain about the refusal.
Complaints: If you wish to make a complaint, please contact us using the details below and provide us with full details of the complaint. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take in response to your complaint. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (if you are an Australian resident), or the Office of the New Zealand Privacy Commissioner (if you are a New Zealand resident).
Purpose of use / disclosure
Legal Basis for processing
Providing and facilitating delivery of the Aphex Services, including to provide you with a login.
Performance of a contract with you
Providing and facilitating delivery of the Aphex Site
Legitimate interests: to facilitate the function of our Aphex Site.
To contact and communicate with you about the Aphex Services, including in response to any support requests you lodge with us or other enquiries you make with us.
Performance of a contract with you
Legitimate interests: to administer the Aphex Services, including to inform you of the availability or security of the Aphex Services.