Privacy Policy
Last updated: February 21, 2026
1. Introduction
Welcome to this website (this "Site"), which is owned and operated by Coder4Nix, a subsidiary of VIRTUAL NETWORKS LTD, Covent Garden, London, WC2H 9JQ UK, United Kingdom (hereinafter referred to as "Company", "we", "us", or "our").
We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you visit the Site, create an Account, purchase our products, or use our Services.
This Privacy Policy is issued in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR). Where applicable, it also addresses obligations under the EU General Data Protection Regulation (EU GDPR) for customers located in the European Economic Area (EEA).
By using the Site or our Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use the Site or Services.
2. Data Controller
The data controller responsible for your personal data is:
VIRTUAL NETWORKS LTD
Trading as Coder4Nix
Covent Garden
London, WC2H 9JQ UK
United Kingdom
If you have any questions about this Privacy Policy or how we handle your data, please contact us via our support ticket system or the contact form.
3. What Data We Collect
We collect and process the following categories of personal data:
3.1 Data You Provide Directly
| Category | Data Points |
|---|---|
| Account & Identity Data | First name, last name, email address, postal address, phone number, company name, tax/VAT ID (if provided). |
| Billing & Financial Data | Payment method details (credit/debit card, PayPal, bank transfer information). Note: full payment card details are processed by our third-party payment providers and are never stored on our servers. |
| Support Data | Contents of support tickets, messages, file attachments, and any other information you submit when requesting assistance. |
| Communication Data | Contact form submissions, email correspondence, and any feedback or enquiries you send us. |
3.2 Data Collected Automatically
| Category | Data Points |
|---|---|
| Technical Data | IP address, browser type and version, operating system, device type, screen resolution, and referring URL. |
| Usage Data | Pages visited, time spent on pages, click patterns, navigation paths, and session duration. |
| Licence & Authentication Data | Licence key, installation domain, WHMCS version, PHP version, server IP address, and heartbeat/validation timestamps transmitted during Software licence verification. |
| Cookie Data | Session identifiers, preference settings, and analytics identifiers (see Section 8 for details). |
3.3 Data from Third Parties
We may receive limited data from third-party payment processors (e.g., transaction confirmation, partial card details for identification) and from fraud prevention services.
4. How We Use Your Data
We process your personal data only where we have a lawful basis to do so under the UK GDPR. The table below outlines each purpose, the data involved, and the legal basis:
| Purpose | Data Used | Legal Basis |
|---|---|---|
| Account creation and management | Account & Identity Data | Performance of contract (Art. 6(1)(b)) |
| Processing purchases, invoices, and payments | Account Data, Billing Data | Performance of contract (Art. 6(1)(b)) |
| Software licence issuance and validation | Account Data, Licence Data, Technical Data | Performance of contract (Art. 6(1)(b)) |
| Providing technical support | Account Data, Support Data, Technical Data | Performance of contract (Art. 6(1)(b)) |
| Sending service notifications (invoices, renewals, outages) | Account Data | Performance of contract (Art. 6(1)(b)) |
| Sending product updates and announcements | Account Data | Legitimate interest (Art. 6(1)(f)) |
| Improving the Site, Software, and Services | Usage Data, Technical Data | Legitimate interest (Art. 6(1)(f)) |
| Fraud prevention and security | Technical Data, Licence Data, Billing Data | Legitimate interest (Art. 6(1)(f)) |
| Compliance with legal and tax obligations | Account Data, Billing Data | Legal obligation (Art. 6(1)(c)) |
We do not use your personal data for automated decision-making or profiling that produces legal effects concerning you.
5. Who We Share Your Data With
We do not sell, rent, or trade your personal data. We share your data only with the following categories of recipients, and only to the extent necessary:
| Recipient | Purpose | Safeguards |
|---|---|---|
| Payment Processors (e.g., PayPal, Stripe) | Processing payments and refunds | PCI-DSS compliant; data processed under their own privacy policies |
| Hosting & Infrastructure Providers | Hosting the Site, databases, email delivery | Data Processing Agreements in place; EU/UK-adequate jurisdictions or Standard Contractual Clauses |
| Analytics Providers | Site usage analysis (anonymised/aggregated where possible) | Data minimisation; anonymisation techniques applied |
| Legal & Regulatory Authorities | Compliance with legal obligations, court orders, or regulatory requests | Disclosed only as required by law |
| Professional Advisors | Legal, accounting, or audit services | Bound by professional confidentiality obligations |
In the event of a merger, acquisition, or sale of assets, your personal data may be transferred as part of that transaction. We will notify you of any such change and ensure the receiving entity is bound by equivalent data protection obligations.
6. International Data Transfers
Your personal data may be transferred to, and processed in, countries outside the United Kingdom and the European Economic Area (EEA). Where such transfers occur, we ensure that appropriate safeguards are in place, including:
- Adequacy Decisions: Transfers to countries recognised by the UK Government or European Commission as providing an adequate level of data protection.
- Standard Contractual Clauses (SCCs): Approved contractual clauses that bind the receiving party to protect your data to UK/EU standards.
- Binding Corporate Rules: Where applicable, internal rules approved by data protection authorities.
You may request further details about the specific safeguards applied to international transfers by contacting us.
7. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Our retention periods are as follows:
| Data Category | Retention Period |
|---|---|
| Account & Identity Data | Duration of your Account plus 2 years after Account closure or last activity. |
| Billing & Financial Data | 7 years from the date of the transaction, as required by UK tax and accounting regulations (HMRC requirements). |
| Support Tickets & Communication Data | Duration of your Account plus 1 year after Account closure. |
| Licence & Authentication Data | Duration of your active Subscription plus 6 months after expiration or termination. |
| Technical & Usage Data (Server Logs) | 90 days from collection, then automatically purged or anonymised. |
| Cookie Data | See Section 8 for individual cookie lifetimes. |
When your data is no longer required, we will securely delete or anonymise it so that it can no longer be associated with you.
8. Cookies and Similar Technologies
8.1 What Are Cookies?
Cookies are small text files placed on your device when you visit a website. They help the Site function correctly, remember your preferences, and provide usage analytics.
8.2 Cookies We Use
| Cookie Name / Type | Purpose | Duration | Category |
|---|---|---|---|
| WHMCS Session Cookie | Maintains your login session and shopping cart state. | Session (deleted when browser closes) | Strictly Necessary |
| CSRF Token Cookie | Protects against cross-site request forgery attacks. | Session | Strictly Necessary |
| Language / Currency Preference | Remembers your selected language and currency. | 1 year | Functional |
| Cookie Consent | Records your cookie consent preferences. | 1 year | Strictly Necessary |
8.3 Managing Cookies
Most web browsers allow you to control cookies through their settings. You can typically:
- View and delete existing cookies.
- Block all or certain types of cookies.
- Set your browser to notify you when a cookie is being placed.
Please note that disabling strictly necessary cookies may prevent the Site from functioning correctly (e.g., you may be unable to log in or maintain a shopping cart).
9. Your Rights
Under the UK GDPR and, where applicable, the EU GDPR, you have the following rights regarding your personal data:
| Right | Description |
|---|---|
| Right of Access | You have the right to request a copy of the personal data we hold about you (a "Subject Access Request"). |
| Right to Rectification | You have the right to request correction of inaccurate or incomplete personal data. You can also update most data directly through your Account settings. |
| Right to Erasure | You have the right to request deletion of your personal data where it is no longer necessary for the purposes for which it was collected, subject to our legal retention obligations. |
| Right to Restrict Processing | You have the right to request that we limit the processing of your data in certain circumstances (e.g., while we verify accuracy or assess a legal claim). |
| Right to Data Portability | You have the right to receive your personal data in a structured, commonly used, machine-readable format and to transmit it to another controller. |
| Right to Object | You have the right to object to processing based on legitimate interests, including direct marketing. We will cease processing unless we demonstrate compelling legitimate grounds. |
| Right to Withdraw Consent | Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of processing carried out before withdrawal. |
| Right to Lodge a Complaint | You have the right to lodge a complaint with a supervisory authority (see Section 14). |
To exercise any of these rights, please submit a request via our support ticket system. We will respond within one calendar month. In complex cases, this period may be extended by a further two months, in which case we will notify you of the extension and the reasons for it.
We may request proof of identity before processing your request to ensure the security of your data.
10. Data Security
We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, alteration, disclosure, or destruction. These measures include:
- Encryption in Transit: All data transmitted between your browser and the Site is encrypted using TLS/SSL (HTTPS).
- Encryption at Rest: Sensitive data such as passwords and licence keys are stored using industry-standard encryption algorithms.
- Access Controls: Access to personal data is restricted to authorised personnel on a need-to-know basis.
- Regular Updates: Our servers and software are kept up to date with the latest security patches.
- Firewalls & Monitoring: Network-level firewalls and intrusion detection systems monitor for suspicious activity.
- Backups: Regular encrypted backups are maintained to ensure data availability and disaster recovery.
While we strive to protect your personal data, no method of transmission over the internet or method of electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to promptly addressing any security incidents in accordance with applicable law.
11. Children's Privacy
The Site and Services are not directed at individuals under the age of 18 (or the age of legal majority in your jurisdiction). We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected personal data from a child, we will take steps to delete that data promptly. If you believe a child has provided us with personal data, please contact us immediately.
12. Marketing Communications
We may send you information about product updates, new features, special offers, and other news related to our Services. Such communications are sent only where:
- You have given your explicit consent (opt-in), or
- You are an existing customer and the communications relate to similar products or services you have previously purchased (soft opt-in), and you have not opted out.
Every marketing email includes an unsubscribe link. You can also manage your communication preferences through your Account settings or by contacting us. Opting out of marketing communications does not affect transactional messages (e.g., invoice notifications, service alerts, security notices).
13. Third-Party Links
The Site may contain links to third-party websites, services, or applications (e.g., payment gateways, AzuraCast documentation, GitHub). We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review the privacy policies of any third-party services you interact with.
14. Supervisory Authority
If you are dissatisfied with how we handle your personal data or believe we have not complied with data protection law, you have the right to lodge a complaint with the relevant supervisory authority:
Information Commissioner's Office (ICO)
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
United Kingdom
+44 (0)303 123 1113
If you are located in the EEA, you may also lodge a complaint with the data protection authority in your country of residence.
We would appreciate the opportunity to address your concerns before you contact a supervisory authority. Please reach out to us first via our support ticket system.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will:
- Update the "Last updated" date at the top of this page.
- Post a notice on the Site or send a notification to your registered email address for significant changes.
We encourage you to review this Privacy Policy periodically. Your continued use of the Site and Services after any changes constitutes acceptance of the updated Privacy Policy.
16. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or the processing of your personal data, please contact us:
Coder4Nix
A subsidiary of VIRTUAL NETWORKS LTD
Covent Garden
London, WC2H 9JQ UK
United Kingdom
