Effective date: 1 October 2026 · Last updated: 1 October 2026
1. Scope of this policy
This policy explains the intended privacy practices for the Braxen Folio website and ordinary business communications related to its AI automation services. It distinguishes information entered into the current browser-only inquiry interface from information actually received through an active communication channel. It does not replace a project-specific confidentiality agreement, data processing agreement, or notice provided for a separate service. The website is intended for people making business inquiries, rather than for collecting sensitive personal data or operating a consumer account service.
2. The current inquiry interface
The inquiry interface asks for a name, company, email address, selected service, and a description of the work. In its current configuration, these entries are processed in the visitor’s browser to check completion and display a confirmation. The interface does not send the entries to Braxen Folio, create a server-side inquiry record, or store them in browser local storage or cookies. The values may remain temporarily in the page’s form fields until the dialog is closed, the page is refreshed, or the session ends. A completion message is not evidence that a message has been delivered. Browser autofill and browser extensions are controlled by the visitor and may have their own data practices. If a real submission service is connected later, this policy must be updated to describe that processing before it is used.
3. Information actually provided to the company
If you contact Braxen Folio through an active communication channel or enter a service agreement, the company may receive your business contact details, correspondence, requirements, proposal information, billing details, and project-related records. Only information relevant to the communication or engagement should be provided. Do not send passwords, payment credentials, identification documents, health information, or confidential third-party records unless an appropriate, separately agreed process requires them. The identity and contact details you supply should be accurate and within your authority to share.
4. Technical information associated with a visit
The website is hosted through Shopify. Hosting and security services may process technical information such as an IP address, browser type, device information, requested page, time of access, and security-related events. Cookies and related technologies depend on Shopify configuration, the theme, and any installed applications. The custom sections supplied for this website do not themselves implement advertising pixels or an independent visitor analytics service. Other theme components or applications may have different behavior. The Cookie Policy describes the distinction between the custom interface and hosting-level technologies.
5. Why information may be used
Information actually received may be used to respond to a question, assess a service request, prepare a proposal, manage a signed engagement, deliver agreed work, issue invoices, maintain business records, or address a technical or security concern. Braxen Folio should use information only for purposes consistent with the context in which it was provided or otherwise permitted by applicable law. A project inquiry does not by itself authorize unrelated marketing. The current local inquiry interface is used only to validate entries and show completion within the page.
6. Lawful grounds where applicable
Where a law requires a stated lawful basis, the relevant ground depends on the activity. It may include taking requested steps before entering a contract, performing a contract, meeting a legal obligation, protecting a legitimate business interest such as security or responding to a business inquiry, or using consent where consent is required. A legitimate interest must be considered alongside the rights and reasonable expectations of the individual. Consent may be withdrawn for future processing where it is relied upon. A withdrawal does not automatically require deletion of records that must be kept on another lawful ground.
7. Service providers and disclosures
Information actually received may need to be handled by providers supporting communication, hosting, document management, accounting, or an agreed project. Access should be limited to the relevant purpose and protected through appropriate arrangements. Shopify processes hosting-related information under its applicable terms and privacy notices. Disclosure may also be necessary to comply with a lawful request, protect legal rights, investigate misuse, or complete a lawful business transition with appropriate safeguards. This policy does not state that every potential provider is currently engaged. The current local inquiry interface does not transfer its form entries to an email provider or AI model provider.
8. Client data and AI service providers
A project may involve business documents, customer records, or other personal information controlled by the client. The roles of the parties, permitted uses, data categories, approved providers, access controls, retention arrangements, and any applicable processing agreement should be established before that information is used. Client material should not be uploaded to a public AI service merely because it appears in an inquiry. Provider settings, contractual terms, and any restrictions concerning training or retention must be checked for the specific project. This website makes no blanket claim that every AI provider has the same data practices.
9. Retention and deletion
Browser-only inquiry entries are not retained by the company through this interface. Information actually received through other channels may be retained while relevant to the inquiry or service, while necessary to meet legal and accounting obligations, or for the period reasonably required to resolve a dispute or protect legitimate rights. Retention should reflect the type of record and the reason it is kept. Records should then be deleted, anonymized, or otherwise handled in accordance with applicable obligations and available systems. Backup copies may remain for a limited operational period until their normal replacement cycle.
10. Security and confidentiality
Appropriate technical and organizational measures should be selected for the information and service involved. These may include limiting access, protecting credentials, using secure transmission, maintaining systems, and documenting responsibilities. No website, email channel, or information system can be promised to be completely secure. Visitors should avoid putting sensitive data in an ordinary inquiry. Project-specific security commitments belong in the signed agreement rather than being inferred from general website language. Braxen Folio does not claim a security certification through this policy.
11. International processing
Shopify and other approved providers may operate in countries other than the country in which a visitor or client is located. International access or processing depends on the provider and the agreed workflow. Where applicable law requires a transfer safeguard, the relevant arrangements should be identified and applied. This policy does not state that all information remains in one country. Before a project begins, any location restrictions that the client must follow should be raised and recorded in the scope.
12. Rights and privacy requests
Depending on applicable law and the circumstances, an individual may have rights to request access, correction, deletion, restriction, portability, or an explanation of relevant processing, and to object to certain uses. There may also be rights to withdraw consent or appeal a decision where the applicable law provides them. These rights are subject to lawful conditions and exceptions. Contact Braxen Folio using the details below and identify the request clearly. Reasonable verification may be needed to avoid disclosing information to the wrong person. If the company has not received your browser-only form entries, it cannot retrieve a server record of those entries.
13. Cookies, external services, and children
Cookie controls and hosting-related settings are addressed in the Cookie Policy. A browser setting or Shopify preference mechanism can affect optional tracking where implemented. The website is not directed to children under 13 and should not be used to submit their personal information. If information concerning a child is received inappropriately, please notify the company so the matter can be addressed. External service providers apply their own privacy terms to their independent services; using a provider does not make those terms identical to this policy.
14. Changes and contact
This policy takes effect on 1 October 2026 and may be updated when the website, its providers, or its actual processing practices change. A new date will be displayed with the updated version. Changes to a signed processing agreement follow that agreement’s terms. Questions about website information or information actually received by Braxen Folio can be directed to the contact details below. Before publication, the live Shopify configuration and any installed applications should be checked against the practices described here.
Braxen FolioEMAILprojects@braxenfolio.comADDRESS1900 TRIPLETT ST, OWENSBORO, KY 42303PHONE+1 5028298388
