Privacy Policy

Overview

Vertexbeam ("we", "us", "our") is a campaign frame generation platform operated by Vertexbeam Technologies. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit vertexbeam.com or use any of our services, including campaign pages, the admin dashboard, and reseller portals.

By accessing or using Vertexbeam, you agree to the terms of this Privacy Policy. If you do not agree, please do not use our services.

Information We Collect

When you participate in a campaign hosted on Vertexbeam, you may provide:

• Identity data: Full name, display name, or alias
• Contact data: Mobile number, email address, WhatsApp number
• Photo / image data: Profile photos or other images you upload for compositing onto a campaign frame
• Form responses: Answers to custom form fields (text inputs, dropdowns, radio selections, dates, quiz answers, survey responses)
• Location data: District, city, state, or country if requested by the campaign
• Organisational data: School name, college name, party name, company name, or other affiliation fields if included in the campaign form

The exact data collected depends on the fields configured by the campaign creator. Only fields marked as required are mandatory; all others are optional.

If you register as a Campaign Manager or Reseller, we collect:

• Full name, business name, email address, phone number
• Login credentials (password stored as a salted hash — never in plain text)
• Billing and payment information (processed via third-party payment gateways; we do not store full card details)
• Campaign configuration data: frame assets, form schemas, branding settings
• Usage data: number of campaigns created, submissions received, files generated

When you use our platform, we automatically collect:

• IP address, browser type, and operating system
• Device identifiers and screen resolution
• Pages visited, time spent, and referring URL
• Error logs and performance diagnostics

How We Use Your Data

Purpose	Data Used	Legal Basis
Generate your personalised campaign frame image	Name, photo, form responses	Contract / Consent
Deliver your generated image via WhatsApp, SMS, or Email	Phone number, email address	Consent
Store your campaign submission for campaign manager review	All submitted form data	Legitimate interest
Provide campaign analytics to the campaign creator	Aggregated / anonymised submission data	Legitimate interest
Account authentication and security	Email, hashed password	Contract
Billing and payment processing	Name, email, payment data	Contract
Platform improvement and diagnostics	Usage data, error logs	Legitimate interest
Legal compliance and fraud prevention	IP address, account data	Legal obligation

We will never use your data for purposes not listed above without obtaining your explicit consent first.

Data Sharing

We do not sell, rent, or trade your personal data to third parties. We may share your data only in the following limited circumstances:

The campaign manager or organisation who created the campaign you participated in will have access to your submitted form data and generated frame. This data is presented to them through the admin dashboard. You should review the campaign creator's own privacy practices before participating in their campaign.

We engage trusted third-party vendors to operate our platform. These include cloud hosting providers, messaging APIs (for WhatsApp and SMS delivery), email delivery services, and payment processors. These providers access only the data necessary to perform their services and are contractually bound to protect it.

If your campaign is managed through a Vertexbeam Reseller account, the reseller may have access to campaign-level analytics and submission counts. Individual personal data is accessible only to the campaign manager, not to the reseller by default, unless explicitly configured otherwise.

We may disclose your data if required to do so by law, court order, or government authority, or if we believe in good faith that such disclosure is necessary to protect the rights, property, or safety of Vertexbeam, our users, or the public.

Photos & Generated Images

When you upload a photo during campaign participation:

• Your original uploaded photo is stored securely on our servers for the duration needed to generate your campaign frame.
• The generated composite image (your photo composited onto the campaign frame) is stored and made available for download to you via a unique link.
• Uploaded photos may be temporarily cached on our image processing servers and are deleted within 30 days after generation.
• Generated frames are stored for up to 90 days unless the campaign manager or you request earlier deletion.
• We do not use your photos for training any AI or machine learning models.
• We do not publicly index, display, or share your photo or generated frame without your explicit consent.

Cookies & Tracking

We use the following types of cookies and similar technologies:

• Essential cookies: Required for authentication, session management, and security. These cannot be disabled.
• Analytics cookies: Help us understand how pages are used (e.g., page views, bounce rates). We use privacy-respecting analytics that do not fingerprint individual users.
• Preference cookies: Remember your language, region, and display settings.

You can control non-essential cookies through your browser settings. Disabling analytics cookies will not affect your ability to use the platform.

Data Retention

Data Type	Retention Period
Campaign submission (form data)	Duration of campaign + 12 months, or until deleted by campaign manager
Uploaded photos (originals)	30 days after generation
Generated frame images	90 days, or until deletion requested
Account data (managers / resellers)	Duration of active account + 2 years after closure
Server logs and diagnostic data	90 days
Billing / payment records	7 years (statutory requirement)

After the retention period, data is permanently deleted or irreversibly anonymised.

Your Rights

Depending on your jurisdiction, you have the following rights regarding your personal data:

• Right to access: Request a copy of the personal data we hold about you.
• Right to rectification: Request correction of inaccurate or incomplete data.
• Right to erasure: Request deletion of your data, subject to legal retention obligations.
• Right to restriction: Request that we restrict processing of your data in certain circumstances.
• Right to data portability: Request your data in a structured, machine-readable format.
• Right to object: Object to processing based on legitimate interests.
• Right to withdraw consent: Withdraw consent at any time where processing is consent-based, without affecting prior processing.

To exercise any of these rights, contact us at the address below. We will respond within 30 days. We may need to verify your identity before processing your request.

Security

We implement appropriate technical and organisational measures to protect your data, including:

• TLS/HTTPS encryption for all data in transit
• Encrypted storage for sensitive data at rest
• Hashed and salted password storage (no plain-text passwords)
• Access controls limiting employee access to data on a need-to-know basis
• Regular security reviews and dependency updates

No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. In the event of a data breach that affects your rights, we will notify you as required by applicable law.

Children's Privacy

Vertexbeam's platform is not directed to children under the age of 13. We do not knowingly collect personal data from children under 13 without verifiable parental consent. Educational institutions using Vertexbeam for school campaigns are responsible for obtaining appropriate consent from parents or guardians before students participate.

If you believe we have inadvertently collected data from a child under 13, please contact us immediately and we will delete such data promptly.

Third-Party Services

Our platform integrates with or links to the following categories of third-party services. Each has its own privacy policy:

• WhatsApp Business API: Used to deliver generated frames to participants via WhatsApp. Subject to Meta's privacy policy.
• SMS Gateways: Used for OTP verification and frame delivery via SMS.
• Cloud Storage Providers: Used to store uploaded photos, campaign assets, and generated images.
• Payment Gateways: Used for processing subscription and campaign payments. We do not store card or UPI credentials.
• Google Fonts: Used to load typefaces on campaign pages. Subject to Google's privacy policy.

We are not responsible for the privacy practices of third-party services. We recommend reviewing their policies before use.

Policy Changes

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify registered users by email.

Continued use of Vertexbeam after the effective date of changes constitutes your acceptance of the updated policy. We encourage you to review this page periodically.

Contact Us

For any questions, concerns, or requests related to this Privacy Policy or your personal data, please reach out to our Privacy Team: