Privacy Policy

Last updated: July 2026

This Privacy Policy explains how HexCoda collects, uses, stores, shares, and protects personal data when you visit HexCoda.com, create a customer account, place an order, download a product, activate a license, subscribe to communications, contact support, or otherwise interact with our website and services.

HexCoda provides WordPress plugins, WooCommerce extensions, downloadable software, license services, product updates, documentation, support resources, and related digital products.

We process personal data in accordance with applicable data-protection laws, including Regulation (EU) 2016/679, known as the General Data Protection Regulation or GDPR, and applicable Romanian legislation.

This Privacy Policy should be read together with our Terms and Conditions, Refund Policy, and Cookie Policy, where available.

1. Who We Are

The website HexCoda.com is operated by HEXPRO MEDIA SRL

For the personal data described in this Privacy Policy, HEXPRO MEDIA SRL generally acts as the data controller. This means that we determine why and how the personal data is processed.

Within this policy, the names HexCoda, we, us, and our refer to HEXPRO MEDIA SRL.

The terms user, customer, you, and your refer to any person who visits the website, creates an account, purchases or downloads a product, activates a license, requests support, or communicates with HexCoda.

2. Scope of This Privacy Policy

This Privacy Policy applies to personal data processed through:

  • HexCoda.com and its website pages
  • The HexCoda online store and checkout
  • Customer accounts and order records
  • Product download systems
  • License-key generation and activation services
  • Automatic product-update services
  • Support requests and customer communications
  • Contact forms and newsletter forms
  • Website analytics and consented marketing tools
  • Security, fraud-prevention, and website-protection systems

This policy does not govern websites, plugins, platforms, or services operated independently by third parties. Those services maintain their own privacy policies and processing practices.

3. Personal Data We Collect

The personal data we collect depends on how you interact with HexCoda.

We may collect the following categories of information:

Account and identity information

  • First name and last name
  • Username
  • Customer account identifier
  • Company name, where provided
  • Account password in encrypted or hashed form

HexCoda does not have access to your original account password after it has been securely processed by the website authentication system.

Contact information

  • Email address
  • Billing address
  • Country, county, region, city, and postal code
  • Telephone number, where requested or provided

Order and billing information

  • Products purchased
  • Order number
  • Order date and status
  • Payment method
  • Currency and transaction amount
  • Billing details
  • Tax status and VAT information, where applicable
  • Discount or coupon usage
  • Refund and chargeback information

HexCoda does not normally store complete payment-card numbers. Payment-card details are generally transmitted directly to and processed by the selected payment provider.

License and product information

  • License key or license identifier
  • Purchased product and license type
  • License status
  • Activation and deactivation history
  • Activated website domain or URL
  • Website identifier
  • Product version
  • WordPress and WooCommerce versions, where technically necessary
  • Activation date and last validation date
  • Update entitlement and support status

Depending on the product and licensing system, technical data may be transmitted when a license is activated, validated, deactivated, or used to request an automatic update.

Support and communication information

  • Messages sent through contact or support forms
  • Email correspondence
  • Support-ticket history
  • Screenshots and screen recordings
  • Error logs or diagnostic information you provide
  • Website details relevant to a reported problem
  • Feedback, reviews, and survey responses

You should avoid sending passwords, complete payment-card details, sensitive personal information, or production customer data unless the information is strictly necessary and a secure method has been agreed.

Technical and usage information

  • IP address
  • Browser type and version
  • Operating system
  • Device type
  • Language and time-zone settings
  • Referring website or campaign source
  • Pages visited
  • Session duration and interaction information
  • Download and login activity
  • Server logs
  • Security events and failed login attempts
  • Cookie identifiers and consent preferences

Marketing information

  • Newsletter subscription status
  • Marketing preferences
  • Email engagement, where supported by the email provider
  • Campaign source and conversion information
  • Consent date, method, and status

We do not intentionally collect special categories of personal data, such as health information, biometric data, religious beliefs, political opinions, or information concerning a person’s sex life or sexual orientation.

4. How We Collect Personal Data

We may collect personal data directly from you when you:

  • Create a HexCoda account
  • Place an order
  • Complete the checkout process
  • Download a free or paid product
  • Activate or deactivate a license
  • Request an automatic product update
  • Contact customer support
  • Submit a contact form
  • Subscribe to a newsletter
  • Leave a product review or comment
  • Request a refund
  • Respond to a survey or promotion

We may also collect technical information automatically through:

  • Website server logs
  • Cookies and similar technologies
  • Security and fraud-prevention services
  • Analytics tools
  • WooCommerce and WordPress functionality
  • License and update requests sent by installed HexCoda products

We may receive limited personal data from third parties involved in processing your transaction or providing a requested service. These third parties may include payment processors, email providers, hosting providers, analytics services, security services, or tax-calculation platforms.

5. How We Use Personal Data

HexCoda may use personal data to:

  • Create and manage customer accounts
  • Process and confirm orders
  • Deliver digital products
  • Generate and manage license keys
  • Validate product activations and entitlements
  • Provide automatic updates
  • Provide customer and technical support
  • Respond to questions, complaints, and refund requests
  • Send transactional emails
  • Issue invoices, receipts, and order confirmations
  • Maintain financial, accounting, and tax records
  • Prevent fraud, abuse, unauthorized access, and license misuse
  • Protect the security and availability of the website
  • Diagnose errors and improve website performance
  • Develop, test, and improve products and services
  • Measure website usage and campaign performance
  • Send marketing communications where permitted
  • Manage consent and communication preferences
  • Establish, exercise, or defend legal claims
  • Comply with legal and regulatory obligations

We will not use personal data for a purpose that is incompatible with the purpose for which it was collected unless the additional use is permitted or required by law.

Under the GDPR, HexCoda must have a lawful basis for processing personal data.

Depending on the activity, we may rely on the following legal bases:

Performance of a contract

We process personal data where necessary to enter into or perform a contract with you. This applies when we:

  • Process an order
  • Deliver a digital product
  • Create or manage a customer account
  • Generate a license key
  • Provide updates or support
  • Process a contractual refund request

Legal obligation

We process personal data where necessary to comply with legal duties, including:

  • Accounting and tax obligations
  • Invoice and transaction-record requirements
  • Consumer-protection requirements
  • Fraud and financial reporting obligations
  • Responses to lawful requests from competent authorities

Legitimate interests

We may process personal data where necessary for our legitimate business interests, provided that those interests do not override your rights and freedoms.

These interests may include:

  • Protecting the website and customer accounts
  • Preventing fraud, chargebacks, piracy, and license abuse
  • Maintaining server and security logs
  • Improving products and services
  • Responding to business communications
  • Managing and defending legal claims
  • Understanding general website performance

Consent

We rely on your consent where required, including for:

  • Optional marketing emails
  • Non-essential analytics cookies
  • Advertising and remarketing cookies
  • Other optional processing clearly presented to you

You may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

7. Orders and Payments

When you place an order, HexCoda processes the information required to:

  • Identify the customer
  • Calculate the order total and applicable taxes
  • Process or verify payment
  • Deliver the purchased digital product
  • Generate a license, where applicable
  • Create invoices and accounting records
  • Send order and payment confirmations
  • Manage refunds, disputes, and chargebacks

Payments may be processed by one or more third-party payment providers displayed during checkout. The payment provider may collect financial information directly from you under its own privacy policy.

HexCoda may receive information such as:

  • Payment status
  • Transaction identifier
  • Payment method
  • Card brand and partial card details, where provided by the processor
  • Billing country
  • Fraud or risk indicators

We do not normally receive or retain your complete payment-card number or security code.

Order, invoice, tax, and payment records may be retained for the periods required under applicable Romanian accounting, tax, and commercial laws.

8. Customer Accounts and Downloads

When you create or use a customer account, we may process information needed to:

  • Authenticate you securely
  • Display your order history
  • Provide product downloads
  • Display license information
  • Manage billing and account details
  • Prevent unauthorized account access
  • Restore account access
  • Provide customer support

Download activity may be recorded to maintain security, verify entitlement, prevent abuse, investigate delivery problems, and enforce reasonable download restrictions.

You are responsible for maintaining the confidentiality of your login credentials. You should notify HexCoda promptly if you believe that your account has been accessed without permission.

9. Licenses and Product Activations

Certain HexCoda products may communicate with HexCoda licensing or update systems when you:

  • Activate a license
  • Deactivate a license
  • Validate a license
  • Check update entitlement
  • Request an automatic update
  • Refresh support or subscription status

Depending on the product, this process may include transmission of:

  • The license key or a protected license identifier
  • The product identifier
  • The product version
  • The website domain or normalized site URL
  • A website or installation identifier
  • WordPress and WooCommerce version information
  • PHP version or relevant server information
  • Activation, deactivation, and validation timestamps
  • The IP address associated with the request

We use this information to:

  • Confirm that a license is valid
  • Enforce the purchased activation limit
  • Deliver licensed product updates
  • Prevent unauthorized license sharing
  • Assist with activation problems
  • Maintain security and service reliability

We do not use license-validation requests to collect the content of your website, your customer database, posts, orders, passwords, or unrelated WordPress information.

Where staging, development, or local environments receive special activation treatment, the license system may examine the domain or environment identifier to determine whether an exemption applies.

10. Support and Communications

When you contact HexCoda, we process the information needed to understand and respond to your request.

Support records may contain:

  • Your name and email address
  • Order and license information
  • Messages and correspondence
  • Product and software versions
  • Website URLs
  • Screenshots and recordings
  • Error messages and diagnostic logs
  • Technical details you choose to provide

We process this information to:

  • Answer questions
  • Confirm purchase or support entitlement
  • Troubleshoot product issues
  • Investigate bugs
  • Manage complaints and refund requests
  • Improve documentation and products
  • Maintain a record of customer communications

Support information should be limited to what is necessary for resolving the issue.

Where temporary website access is required, you should create temporary credentials, use a staging environment where possible, restrict permissions, and remove access after the support case has ended.

11. Marketing and Newsletters

HexCoda may send marketing communications about:

  • New products
  • Product updates
  • Discounts and promotions
  • WordPress and WooCommerce resources
  • Relevant company news

We send optional marketing emails only where we have an appropriate legal basis, such as your consent or another basis permitted by applicable law.

Marketing communications may contain information that allows the email provider to measure delivery, opening, and link interaction. Where required, these features will be used according to your consent and the settings of the selected email service.

You may unsubscribe at any time by:

  • Using the unsubscribe link included in a marketing email
  • Changing available communication preferences
  • Contacting info@hexcoda.com

Unsubscribing from marketing emails will not prevent HexCoda from sending necessary transactional messages, such as order confirmations, password resets, license notices, security notifications, support replies, and legally required communications.

12. Cookies and Analytics

HexCoda.com may use cookies and similar technologies for:

  • Website operation
  • Customer authentication
  • Shopping-cart and checkout functionality
  • Security and fraud prevention
  • Remembering preferences
  • Traffic measurement and analytics
  • Marketing and campaign measurement

Strictly necessary cookies may be used without consent where they are required for website functionality, account security, checkout, or another essential service.

Optional analytics, advertising, personalization, and remarketing cookies will be used only where permitted and, where required, after you have provided consent.

You may be able to accept, reject, or configure optional cookies through the cookie-consent tool displayed on the website.

For more information, please read the HexCoda Cookie Policy.

13. How We Share Personal Data

HexCoda does not sell personal data to advertisers or data brokers.

We may share limited personal data with service providers where necessary to operate the website, fulfil orders, provide products, maintain security, or comply with legal obligations.

These providers may include:

  • Website hosting and infrastructure providers
  • Domain, content-delivery, and security providers
  • Payment processors and banks
  • WooCommerce and WordPress service providers
  • Email-delivery and newsletter providers
  • Customer-support and communication services
  • Analytics and consent-management providers
  • Accounting, invoicing, and tax-service providers
  • Cloud-storage and backup providers
  • Professional advisers, including accountants and legal advisers

Service providers may process personal data only to the extent required to perform the services provided to HexCoda and according to applicable contractual and legal obligations.

We may also disclose information:

  • Where required by law, court order, or a competent authority
  • To prevent or investigate fraud, security incidents, or unlawful activity
  • To protect HexCoda’s legal rights, users, services, or property
  • To establish, exercise, or defend a legal claim
  • In connection with a merger, acquisition, restructuring, or transfer of business assets, subject to applicable safeguards

14. International Data Transfers

Some service providers used by HexCoda may process or store personal data outside Romania, the European Economic Area, or the country in which you live.

Where personal data is transferred outside the European Economic Area, HexCoda will seek to use an appropriate legal transfer mechanism, which may include:

  • A European Commission adequacy decision
  • Standard Contractual Clauses approved by the European Commission
  • Additional contractual, organisational, or technical safeguards
  • Another transfer mechanism permitted under applicable data-protection law

The safeguards available may depend on the service provider, destination country, type of information, and applicable legal requirements.

You may contact HexCoda for additional information about the safeguards applied to a specific category of transfer.

15. How Long We Keep Personal Data

HexCoda retains personal data only for as long as reasonably necessary for the purpose for which it was collected, including legal, contractual, accounting, tax, security, support, and dispute-resolution purposes.

Retention periods may depend on the type of information:

  • Order, invoice, and accounting records: retained for the period required by applicable accounting and tax laws.
  • Customer account data: retained while the account remains active and for a reasonable period afterward, unless deletion is required or legally restricted.
  • License and activation records: retained while the license remains active and afterward where necessary for entitlement, fraud prevention, support, and legal claims.
  • Support communications: retained for as long as necessary to resolve the request, maintain service history, improve products, and manage disputes.
  • Marketing data: retained until consent is withdrawn, an objection is made, or the information is no longer required.
  • Security and server logs: retained for a limited period appropriate to security monitoring, incident investigation, and fraud prevention.
  • Cookie and analytics information: retained according to the lifespan of the relevant cookie and the settings of the analytics provider.

When personal data is no longer required, we may delete, anonymize, or securely isolate it unless continued retention is required by law.

A deletion request may not require HexCoda to remove information that must be retained for tax, accounting, fraud-prevention, legal-claim, or other lawful purposes.

16. Data Security

HexCoda uses reasonable technical and organisational measures intended to protect personal data against:

  • Unauthorized access
  • Accidental loss
  • Unauthorized disclosure
  • Alteration
  • Destruction
  • Misuse

Measures may include:

  • Encrypted HTTPS connections
  • Password hashing and secure authentication controls
  • Access restrictions
  • Software and server updates
  • Security monitoring
  • Malware and abuse protection
  • Backups
  • Payment processing through specialist providers
  • Data minimisation and limited staff access

No internet transmission, electronic storage system, or website can be guaranteed to remain completely secure. You should use a strong, unique password and protect access to your email account and HexCoda customer account.

If HexCoda becomes aware of a personal-data breach, we will assess the incident and take the actions required under applicable law, which may include notifying the competent supervisory authority and affected individuals.

17. Your Data Protection Rights

Depending on your location and the circumstances of the processing, you may have the following rights:

Right to be informed

You have the right to receive clear information about how your personal data is collected and used.

Right of access

You may request confirmation that HexCoda processes your personal data and request a copy of the relevant information.

Right to rectification

You may request correction of inaccurate or incomplete personal data.

Right to erasure

You may request deletion of personal data where the legal conditions for deletion are met.

This right is not absolute. HexCoda may retain information where required for legal obligations, contractual records, accounting, tax, fraud prevention, security, or legal claims.

Right to restriction of processing

You may request that the use of your personal data be restricted in circumstances recognised by applicable law.

Right to data portability

Where processing is based on consent or a contract and carried out by automated means, you may have the right to receive certain personal data in a structured, commonly used, machine-readable format and to transmit it to another controller.

Right to object

You may object to processing based on legitimate interests where your situation gives you grounds to do so.

You may object to direct marketing at any time.

Right to withdraw consent

Where processing depends on consent, you may withdraw that consent at any time. Withdrawal does not affect processing carried out lawfully before withdrawal.

Rights relating to automated decision-making

You may have the right not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects, except where such processing is legally permitted.

HexCoda does not currently intend to make significant customer decisions solely through automated processing.

Right to lodge a complaint

You have the right to submit a complaint to a competent data-protection supervisory authority.

In Romania, the competent authority is: Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal ANSPDCP

You may also have the right to complain to the supervisory authority in the EU or EEA country where you live, work, or believe an infringement occurred.

18. How to Exercise Your Rights

To exercise a data-protection right, contact:

Email: info@hexcoda.com
Recommended subject line: Privacy Request

Please describe your request clearly and include enough information for us to identify the relevant account, order, or communication.

To protect your information, HexCoda may ask you to confirm your identity before acting on a request. We will request only the information reasonably necessary for verification.

HexCoda will respond within the period required by applicable law. Under the GDPR, this will generally be within one month, although the period may be extended for complex or numerous requests where legally permitted.

Requests are generally handled without charge. However, a reasonable fee may be charged, or a request may be refused, where applicable law permits this because a request is manifestly unfounded, excessive, or repetitive.

19. Children’s Privacy

HexCoda products and services are intended primarily for website owners, developers, agencies, businesses, and other professional or commercial users.

We do not knowingly collect personal data directly from children who are unable to provide valid consent under applicable law.

If you believe that a child has provided personal data to HexCoda without appropriate authorization, contact info@hexcoda.com. We will review the situation and take appropriate action.

HexCoda.com may contain links to external websites, documentation, plugin directories, social networks, payment services, or other third-party resources.

HexCoda does not control the privacy practices, security, content, or availability of independent third-party websites.

Before providing personal data to an external service, you should review that service’s privacy policy and terms.

The inclusion of an external link does not mean that HexCoda accepts responsibility for the third party’s processing activities.

21. Changes to This Privacy Policy

HexCoda may update this Privacy Policy when necessary to reflect:

  • Changes to the website or products
  • New payment, licensing, support, or analytics services
  • Changes to processing activities
  • Legal or regulatory requirements
  • Security and operational improvements
  • Changes to service providers

The current version will be published on this page with the latest revision date.

Where a change materially affects how personal data is processed, HexCoda may provide an additional notice through the website, customer account, or email, where appropriate.

22. Contact

For questions about this Privacy Policy, the processing of your personal data, or the exercise of your rights, contact:

HexCoda
Email: info@hexcoda.com
Website: HexCoda.com