Privacy Policy

PRIVACY PROTOCOL // PROTOCOL 99

Effective Date: 01 January 2026

This Privacy Protocol outlines how The Codex ("we," "us," or "our") collects, uses, processes, and protects the personal data transmitted by users ("you" or "Data Subject") interacting with our digital channels and purchasing gear.

I. Data Collection and Transmission

We collect data necessary to fulfill your orders and enhance your experience. This data falls into two main classifications:

A. Operational Data (Data You Provide)

This includes personal identification and contact information voluntarily transmitted when you:

  1. Place an Order: Full name, shipping address, billing address, email address, and phone number.

  2. Create an Account: Username, password, and contact details.

  3. Initiate Support: Information contained within support tickets or direct emails (e.g., query details, device information).

  4. Subscribe to the Cipher (Newsletter): Email address and subscription preferences.

B. System Data (Automated Collection)

This information is passively collected by our systems and partners (like Shopify) during your interaction with the site:

  1. Usage Data: Information about how you access and use the service (e.g., pages viewed, time spent on pages, referral sources, and path taken through the website).

  2. Device Data: Internet Protocol (IP) address, browser type, operating system, and unique device identifiers.

  3. Tracking Technologies (Cookies): We use cookies and similar tracking technologies to monitor activity on our site, store preferences, and analyze traffic.

II. Data Utilization and Processing

The Codex processes your data for the following essential operational purposes:

  • Order Fulfillment: To process transactions, manage shipping logistics, and deliver the gear you have purchased.

  • Customer Support: To respond to your inquiries, troubleshoot issues, and provide technical assistance.

  • Account Management: To manage your digital account and provide access to your order history.

  • Targeted Communication (Cipher): To send you marketing or promotional transmissions, new Data Drop alerts, and other information related to The Codex, based on your subscription preferences.

  • Security & Fraud Prevention: To identify and prevent potential fraudulent activity or abuse of our service.

  • Service Improvement: To analyze usage data to improve the performance, design, and product offerings of our store.

III. Data Sharing and Disclosure

We do not sell or trade your personal data. We only share it with third parties necessary to operate our business:

  • Service Providers: We engage third-party companies and individuals (e.g., payment processors, shipping carriers, and fulfillment centers) to perform functions on our behalf. These parties are restricted from using your data for any purpose other than those explicitly requested by The Codex.

  • Legal Compliance: We may disclose your data if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

  • Business Transfers: If The Codex is involved in a merger, acquisition, or asset sale, your personal data may be transferred as a business asset.

IV. Data Security and Storage

We utilize multiple layers of security protocols to safeguard your personal data.

  • Encryption: All sensitive data transmissions (like payment details and account creation) are secured using Secure Socket Layer (SSL) technology.

  • Storage Location: Your data is stored securely on servers provided by our e-commerce platform partner (Shopify) and their certified hosting providers.

  • Retention: We will retain your Operational Data only for as long as is necessary for the purposes set out in this policy, typically the duration of your account plus a necessary period to comply with legal and tax obligations.

V. Your Rights as a Data Subject

Depending on your location, you may have the following rights regarding the personal data we hold about you:

  • Right of Access: The right to request copies of your personal data.

  • Right to Rectification: The right to request that we correct any information you believe is inaccurate or incomplete.

  • Right to Erasure (Right to be Forgotten): The right to request that we erase your personal data, under certain conditions.

  • Right to Restrict Processing: The right to request that we restrict the processing of your data, under certain conditions.

  • Right to Object to Processing: The right to object to our processing of your personal data, under certain conditions.

  • Right to Data Portability: The right to request that we transfer the data we have collected to another organization, or directly to you, under certain conditions.

To exercise any of these rights, please contact our Data Protection Officer using the contact details provided below.

VI. Contact and Oversight

For any questions, requests, or concerns about this Privacy Protocol, please contact our oversight team:

Data Protection Officer:

  • Email: privacy@thecodex.shop