Data Privacy Policy
Last updated and effective: October 19, 2026
1. Who We Are
Rayzina ("Rayzina," "we," "our," or "us") provides information-technology services to business clients. We respect the privacy of the individuals who represent those clients ("Key Contacts") and of visitors to rayzina.com.
2. Scope
This Policy explains how we collect, use, store, and protect the personal information of Key Contacts. Rayzina does not:
- operate a consumer-facing service;
- collect information from minors;
- collect customers' health, financial-account, or other sensitive categories of data for our own purposes;
- collect browsing data, cookies, or analytics from visitors to rayzina.com.
When we provide services, we may have incidental access to information stored in our customers' own systems. That access is described in Section 3 and governed by each customer's signed services agreement.
3. What Information We Collect
Key Contact information. Rayzina maintains only limited business-contact details for the individuals who act on behalf of our B2B customers:
| Data Category | Specific Elements | Purpose |
|---|---|---|
| Business Contact Information | First name, last name, business email address, business phone number | Account administration, project coordination, invoicing, and support |
Customer data we access while providing services. Our work takes place within our customers' systems, and our access to any data in those systems is incidental to the services and authorized by the customer. We do not keep customer data outside customer systems, except:
- records needed to document our services, invoicing, and communications;
- working files used to prepare reports and deliverables;
- devices or storage media a customer provides to us for a service (such as Secure Wipe), which we handle as described in that customer's agreement.
We do not enter personal information about our customers' clients into AI tools. Each customer's signed services agreement governs this data, not this Policy.
4. How We Use Information
We process contact data only to:
- provide contracted services;
- send invoices;
- communicate about projects;
- satisfy applicable laws and regulations.
5. Legal Basis (GDPR/UK GDPR)
For contacts in the EEA/UK, Rayzina relies on Legitimate Interests (Art. 6(1)(f)) to manage the business relationship, balanced against data-subject rights.
6. Data Sharing & "Sales"
Rayzina does not sell, rent, or otherwise monetize personal information. We share information only with the following recipients, and only as needed:
| Recipient Category | Purpose | Safeguards |
|---|---|---|
| Cloud productivity & collaboration platform | Secure email, document storage, internal project coordination | Data encrypted in transit and at rest |
| Accounting & invoicing platform | Generating and sending customer invoices | Data encrypted in transit and at rest |
| Software and AI tools | Preparing reports, documentation, and other work for our services | Business terms that keep data confidential and do not allow it to be used for training |
| Professional advisers and insurers | Legal, accounting, audit, and insurance matters | Professional or contractual confidentiality duties |
We may also disclose information when required by law, such as in response to a subpoena or court order.
All Rayzina personnel are bound by confidentiality and non-disclosure obligations consistent with our services agreements.
7. Opt-In / Opt-Out Rights
- Service communications are necessary for contract performance and cannot be opted out of while services are active.
- Optional updates (such as product newsletters or event invitations) are sent only if you affirmatively opt in. You may withdraw consent or otherwise opt out at any time by clicking "unsubscribe" or emailing info@rayzina.com.
Rayzina honors universal opt-out preference signals where applicable state laws require it (e.g., Global Privacy Control).
8. Data Security
Rayzina maintains administrative, technical, and physical measures appropriate to the limited scope of data we hold, including:
- multi-factor authentication (MFA) and conditional-access rules on our cloud services;
- encryption of data in transit and at rest;
- role-based access with least-privilege provisioning, reviewed periodically;
- endpoint protection (disk encryption, EDR/antivirus, automatic patching) for company-issued devices;
- annual security and privacy awareness training for all Rayzina personnel;
- logging and alerting for authentication events and unusual activity.
Important disclaimer: While these controls significantly reduce risk, no network or cloud service can be guaranteed 100% secure. Accordingly, Rayzina cannot—and does not—warrant absolute security of any system or data.
9. Data Retention
Contact data is retained for the life of the customer contract plus six (6) years to satisfy tax and accounting obligations, then securely deleted.
10. International Transfers
Rayzina is based in the United States, and the information we hold is stored with service providers that may process it in the United States. Where personal information of individuals outside the United States is transferred, we rely on the transfer safeguards our service providers offer, such as Standard Contractual Clauses.
11. No Children's Data
Rayzina's services target business entities only. We do not knowingly collect information from anyone under 18. If you believe we have done so, please notify us so we can delete it.
12. Policy Review & Updates
This Policy is reviewed annually and updated as needed to reflect legal or operational changes. We will post any changes on this page and update the date above. For material changes, we will also notify Key Contacts by email.
13. Internal Reviews
Rayzina reviews its privacy and security practices at least annually to check adherence to this Policy, our service providers' terms, and applicable laws. Findings are addressed and documented.
14. Contact Us
Questions, requests, or complaints? Email: info@rayzina.com
You may also have the right to escalate to your local data-protection authority.