2. Privacy Policy

Last updated: [insert date]

2.1. Purpose of this Policy

This Privacy Policy explains how Simexx Inc (“Simexx”, “we”, “us”, “our”) collects, uses, shares, and protects personal information when you use our website (www.simexx.org), contact us, or engage our services.

We aim to follow key privacy principles recognized internationally — such as lawfulness, fairness, transparency, purpose limitation, data minimization, accuracy, security, and storage limitation — even though Dominica does not yet have a comprehensive general data‑protection statute or dedicated authority.

If you are located in a region with specific privacy laws (for example the EU/EEA or UK), we also seek to align our practices with those frameworks, such as the GDPR, where applicable, especially around transparency, rights, and international data transfers.

2.2. Who we are and contact details

Simexx Inc is a service company established in the Commonwealth of Dominica.

If you have questions about this Policy or our data practices, you can contact us at:

Email: office@simexx.org
Phone/WhatsApp: +1 767‑316‑7752

2.3. What personal data we collect

The types of personal data we collect depend on how you interact with us and which services you request.

Data you provide directly:

  • Identification details (for example name, date of birth, nationality, passport or ID details where necessary for document services).
  • Contact details (for example email address, phone or WhatsApp number, postal address, emergency contacts).
  • Information about your situation (for example family relationships, property ownership, service needs, instructions, and preferences).
  • Documents and forms you send us (for example scans of passports, certificates, title deeds, court papers, power‑of‑attorney documents).
  • Payment‑related information (for example proof of transfer or transaction identifiers; card details are normally processed by third‑party providers, not stored by us).

Data we collect automatically when you use the Site:

  • Technical data such as IP address, browser type, device type, operating system, referring URLs, and pages visited.
  • Basic usage data such as date and time of access, click paths, and session duration, which we may collect through standard server logs or analytics tools.

Data from third parties:

  • Information from public records, government agencies, professional advisers, or service providers in Dominica as needed to carry out your instructions.
  • Information from referrers or partners, where you have interacted with them and they lawfully share details with us.​

2.4. Legal bases and purposes for processing

We process personal data only where we have a lawful basis and for specified, legitimate purposes.

Contractual necessity:
To enter into and perform our contract with you, including to:

  • Receive and respond to enquiries or service requests.
  • Verify your identity where appropriate.
  • Provide personal support, property checks, and document services.
  • Communicate with authorities, providers, and third parties on your behalf.
  • Manage billing, payments, and client records.

Legitimate interests:
Where it is necessary for our legitimate business interests and those interests are not overridden by your fundamental rights and freedoms, including to:

  • Operate, maintain, and improve our Site and services.
  • Keep records of interactions for quality, training, and dispute‑resolution purposes.
  • Prevent fraud, misuse, or security incidents.

Legal obligations:
To comply with legal duties in Dominica or other relevant jurisdictions, such as:

  • Record‑keeping, tax, or accounting requirements.
  • Responding to lawful requests from authorities or courts.

Consent:
Where required by law (for example certain marketing communications or sensitive data), we will seek your explicit consent and process data only within the scope of that consent. You may withdraw consent at any time, without affecting prior lawful processing.

We will not use personal data for purposes incompatible with those stated at the time of collection unless required by law or with your further consent.

2.5. Special categories and sensitive information

Because of our line of business, some information we handle may be sensitive — such as data related to identity documents, family relationships, potential criminal record checks, or health context when arranging care.

We process such information only when necessary for the services you request, subject to appropriate safeguards and, where required, your explicit consent.

2.6. How we use your data (practical purposes)

We use personal data to:

  • Understand your needs and provide tailored services.
  • Communicate with you about requests, updates, and outcomes via email, phone, WhatsApp, or other agreed channels.
  • Represent you in Dominica by submitting forms, attending offices, coordinating with service providers, and managing tasks you have authorized.
  • Issue invoices, process payments, and maintain internal financial records.
  • Improve our service offerings and user experience.
  • Meet legal, regulatory, and risk‑management requirements.

We do not sell your personal data.

2.7. Sharing of personal data

We may share personal data on a need‑to‑know basis with:

  • Government bodies and public authorities in Dominica (for example civil registries, passport offices, courts, land registries, police), strictly as needed to process your requests.
  • Professional advisers and service providers (for example attorneys, notaries, surveyors, contractors, caregivers, couriers) engaged to carry out aspects of your instructions.
  • Technology and infrastructure providers (for example email hosting, website hosting, analytics, secure storage, communications platforms such as WhatsApp), to support our operations.
  • Payment processors handling card or online transactions, in which case their privacy policies apply.​
  • Others with your consent or as instructed by you, such as family members, attorneys, or representatives.

We may also disclose information when we reasonably believe it is necessary to:

  • Comply with a legal obligation or lawful request.
  • Protect the rights, property, or safety of you, us, or others.
  • Detect, prevent, or respond to fraud or security incidents.

2.8. International data transfers

Because many of our clients are located outside Dominica, and we may use service providers in other countries, your personal data may be transferred across borders, including to countries that may not have the same level of data protection as your home jurisdiction.

Where privacy laws such as the GDPR apply, we strive to implement appropriate safeguards (for example contractual clauses, trusted providers with adequate protections, and data‑minimization practices) to help ensure your data remains protected during such transfers.

2.9. Data retention

We retain personal data only for as long as necessary to:

  • Fulfil the purposes described in this Policy.
  • Provide services and maintain a record of our work for you.
  • Comply with legal, tax, accounting, or regulatory requirements.
  • Resolve disputes and enforce our agreements.

Retention periods may vary depending on the type of service and applicable legal obligations. After the relevant retention period, we will securely delete or anonymize personal data, where feasible.​

2.10. Data security

We use reasonable technical and organizational measures designed to protect personal data against unauthorized access, alteration, disclosure, or destruction. These may include access controls, secure storage, encryption where appropriate, and staff confidentiality obligations.

However, no method of transmission over the Internet or method of electronic storage is completely secure. We cannot guarantee absolute security, but we are committed to maintaining and improving our protections over time in line with risk and best practice.

2.11. Your rights

Depending on your location and applicable law, you may have some or all of the following rights in relation to your personal data:

  • Access: To request confirmation as to whether we hold personal data about you and to obtain a copy.
  • Correction: To request correction of inaccurate or incomplete data.
  • Deletion: To request deletion of certain data, subject to legal retention requirements.
  • Restriction: To request that we limit processing in certain circumstances.
  • Objection: To object to certain types of processing, including direct marketing (we currently do not engage in aggressive marketing).
  • Portability (where applicable): To request a copy of certain data in a structured, commonly used format.
  • Withdrawal of consent: Where processing is based on consent, to withdraw that consent at any time.

To exercise your rights, please contact us using the details above. We may need to verify your identity before responding.

If you believe your data‑protection rights have been violated, you may also have the right to lodge a complaint with a relevant authority or seek judicial remedies, depending on your jurisdiction.

2.12. Cookies and similar technologies

Our Site may use cookies or similar technologies to improve functionality, analyze traffic, and understand how visitors use our pages.

You can usually control cookies through your browser settings and, where required by law, we will provide appropriate consent mechanisms and information about specific cookies used.

2.13. Children’s privacy

Our services and Site are not directed at children under 18, and we do not knowingly collect personal data from children without appropriate parental or guardian consent.​

If you believe a child has provided us with personal information without consent, please contact us and we will take appropriate steps to delete such information where required by law.

2.14. Changes to this Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or business developments.

When we make material changes, we will update the “Last updated” date at the top and may provide additional notice (for example via the Site or by direct communication, where appropriate). Your continued use of the Site or our services after such changes take effect signifies your acceptance of the revised Policy.​

2.15. Contact and complaints

If you have questions, concerns, or complaints about this Policy or our handling of personal data, please contact us at:

Email: office@simexx.org
Phone/WhatsApp: +1 767‑316‑7752

We will do our best to respond promptly and address your concerns in good faith.

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