Privacy notice

Who is responsible

Ixtil is operated by Vijay Singh BV, Tivolilaan 125, 2800 Mechelen, Belgium. VAT: BE0757801018. Contact hello@ixtil.com about the service or your personal information.

Information we use

Your website language choice is stored in this browser so it is remembered on your next visit.

We use your business name and contact email, business profile, campaign brief, uploaded photos, logos and videos, instructions, approvals and revision history to prepare and deliver your content. Billing details include the legal business name, address, country, VAT number where applicable, reviewed quote, invoice references and payment status.

We keep necessary account, order, support and security records, including sign-in attempts, service actions and email dispatch receipts. A necessary session cookie keeps you signed in for up to seven days. The portal does not use advertising trackers.

Stripe hosts card entry. The app records payment references and status, rather than full card numbers. Stripe processes live payments for confirmed orders.

Please supply only information needed for the brief. Do not upload medical records, identity documents or unrelated sensitive information. You must have permission to supply information and images about other people.

Why we process information

• To respond to your request, prepare a sample, fulfil the agreed order and provide support: taking steps towards, or performing, a contract.
• To protect accounts, prevent misuse, diagnose faults and maintain proportionate service records: legitimate interests in operating a secure and reliable service.
• To maintain tax, accounting and other mandatory records: legal obligations.

Where a business asks us to process personal information on its behalf, we assess the appropriate controller/processor arrangement and any separate data-processing terms for that engagement. We do not use the creative workflow to make automated decisions about eligibility for employment, credit, healthcare or similar matters.

Optional website analytics

If you accept analytics on our public homepage, Google Analytics 4 measures visits and engagement using analytics cookies. We load no Google Analytics script before your consent. We do not install it on private order, sign-in or owner pages, and we do not send form entries. Page addresses exclude query strings and fragments; referring addresses are limited to their origin. Advertising features and enhanced measurement are disabled.

Google processes technical browser and device information to provide these reports and may process data outside the EEA under its applicable terms. Analytics consent is optional. Use Analytics preferences in the homepage footer and choose Decline analytics to stop future collection and remove this website’s Google Analytics cookies. Withdrawal does not erase previously collected reports. We remember your choice in this browser for 180 days; clearing browser storage resets it.

Google privacy policy

Service providers and AI processing

Render hosts the portal and order database. Creative production also runs on the operator's computer in Belgium. Google Drive stores source media and generated files, and Gmail sends service emails. OpenAI processes the relevant brief, supplied photos or sampled video frames for media understanding, creative planning, image generation where used, and quality review. Selected stock providers may receive media-search queries. Odoo handles owner-reviewed tax invoicing; Stripe handles payment collection.

OpenAI retains relevant API content under its applicable data-handling and abuse-monitoring rules. The owner reviews creative work before customer release. Final Drive folders are shared with the relevant customer after approval and full payment. Ixtil does not automatically publish to your social accounts.

The operator uses Google Workspace for the service mailbox and app-managed Drive storage. The operator accepted Google's Cloud Data Processing Addendum on 18 October 2026. The applicable Workspace agreement and addendum govern that processing; this does not mean all data stays within the EEA.

The application/database region configured on Render is Frankfurt. Providers may also process information outside the European Economic Area. Their applicable terms describe their processing locations and transfer arrangements; the configured hosting region is not a promise that all processing stays in the EEA. Contact us for details about the arrangements relevant to your information.

Google account permissions

Only the operator connects Google accounts. Customers sign in with an emailed link and do not grant their own Gmail or Drive OAuth access through the portal.

The sender account grants Gmail send-only permission. We send sign-in, preview, correction, privacy-request and delivery messages. The app does not request inbox-reading permission. We store the credentials privately and keep recipients, message contents, timestamps and dispatch status to operate and reconcile delivery.

The separately authorised Drive account grants drive.file access for files the app creates or is authorised to use. Media retrieved from app-managed Drive storage may be sent to OpenAI for the creative features described above. Human review of supplied media forms part of that service.

Ixtil follows the Google API Services User Data Policy, including its Limited Use requirements. Ixtil does not sell Google API data, use it for advertising targeting or use it to train general-purpose AI models. Its use is limited to the disclosed storage, email, production and delivery features and permitted security or legal purposes.

The operator may revoke a Google grant through the Google account's connected-app settings. Revoking access stops use of that grant; it does not by itself erase existing order records or files. Contact us to request their review or deletion.

How long information is kept

Download completed creative files within 90 days of final delivery. Media for an unpaid sample is reviewed for removal 30 days after the last customer instruction, upload or profile update. Sources still needed by another active order or a saved profile must be checked before removal. Active work, disputes and legal holds may require longer retention.

These are media retention and review periods. Cleanup is owner-managed, and a portal deletion request does not instantly erase files. We review the relevant Drive files, local working copies and caches, database references and other copies, and record any exceptions.

Account, profile, order and support records are retained while needed for the customer relationship, handling requests or resolving disputes. Financial records are kept for the applicable legal period. Security and operational records are reviewed when their purpose ends. Encrypted recovery copies of the order database and referenced media are stored in a private operator-controlled Google Workspace Drive folder. The recovery key is held separately. Backup copies are reviewed by the operator rather than automatically erased. Restricted recovery backups may contain older records; deletion requests are considered in backup handling and must be reapplied if data is restored. We do not promise immediate erasure from every backup or independent provider record.

Your choices and rights

Use the portal's information/privacy section or email hello@ixtil.com to request access, correction or deletion. Depending on the applicable conditions, you may also request restriction or portability, or object to processing. Where consent is the legal basis, you can withdraw it without affecting earlier lawful processing.

We may verify your identity and explain any legal reason for retaining particular information. We respond within applicable legal deadlines and explain any permitted extension. A request does not automatically cancel an order or remove financial records we must retain.

You can complain to the Belgian Data Protection Authority or another competent supervisory authority. Contacting us first is optional.

The required account, brief and media details are needed to provide the requested service. Without them, we may be unable to prepare or deliver your pack. Material changes to this notice will be identified with a new version and communicated where required.