Privacy Policy

Summary: We respect your privacy. We collect only what we need, use it transparently, and never sell your personal data. This policy explains everything in plain language.

Who We Are

This Privacy Policy applies to Hex Ar Visual Studio Private Limited (operating as Hexar Studios), a private limited company incorporated under the Companies Act, 2013, with its registered office located in Lucknow, Uttar Pradesh, India.

Hexar Studios is the parent organisation of Head Hoppers Studios and Ares Visual Effects Studio. We provide end-to-end 3D art production services — including concept art, character design, animation, technical art, VFX, and co-development — for global games, film, and advertising clients.

This Privacy Policy governs the collection, storage, use, and disclosure of information obtained when you visit our website at hexar-rgkn.onrender.com (and any successor domain), contact us, or engage our services.

Information We Collect

1. Information You Provide Directly

When you fill out a contact form, submit a job application, or reach out to us via email or phone, we may collect:

Full name and professional title
Email address and phone number
Company name and location
Project details, briefs, reference files, or attachments you share with us
Portfolio or resume data submitted through our "Join Us" page
Any other information you voluntarily provide in your communications

2. Information Collected Automatically

When you visit our website, we may automatically receive technical information such as:

IP address and approximate geographic location
Browser type, version, and operating system
Pages visited, time spent, and navigation path
Referring URLs and device identifiers
Cookie and session data (see Section 6)

3. Information from Business Relationships

In the course of client engagements, we may receive confidential project materials, asset files, brand guidelines, and business information from studios and production houses. This data is handled under separate Non-Disclosure Agreements (NDAs) and is not subject to this general Privacy Policy.

How We Use Your Information

We use the information we collect for the following lawful purposes:

To respond to your enquiries and communicate about potential or ongoing projects
To evaluate job applications submitted through our "Join Us" page
To deliver and manage our contracted art production services
To improve our website content, functionality, and user experience
To send service-related updates, project progress reports, or important notices
To comply with legal obligations, applicable regulations, and contractual commitments
To protect the security and integrity of our systems, assets, and client data

We do not use your personal data for unsolicited marketing communications without your explicit consent, and we do not engage in automated decision-making that produces significant legal effects.

Data Sharing & Disclosure

We do not sell, rent, or trade your personal information to any third party. We may share your data only in the following limited circumstances:

1. With Service Providers

We may engage trusted third-party vendors (e.g., cloud hosting providers, email platforms, project management tools) who process data on our behalf and are contractually bound to protect it in line with this Policy.

2. For Legal Compliance

We may disclose data when required by applicable law, court order, or lawful requests from Indian government authorities under the Information Technology Act, 2000, and the Digital Personal Data Protection Act, 2023 (DPDPA).

3. Business Transfers

In the event of a merger, acquisition, or sale of company assets, personal data may be transferred as part of that transaction, subject to equivalent privacy protections.

4. With Your Consent

We may share your data in any other circumstance with your prior explicit consent.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes described in this Policy or as required by applicable law.

Enquiry & Contact data — retained for up to 2 years from last interaction
Job application data — retained for 6 months from submission, unless extended with your consent
Client project data — retained as governed by the applicable client contract and NDA
Website analytics data — typically aggregated or anonymised after 13 months

When data is no longer needed, it is securely deleted or anonymised in accordance with our internal data lifecycle policies.

Cookies & Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance functionality and understand usage patterns.

Types of Cookies We May Use

Essential Cookies — required for the website to function properly; cannot be disabled
Analytics Cookies — help us understand how visitors interact with our website (e.g., Google Analytics)
Preference Cookies — remember settings you have selected

You may configure your browser to block or delete cookies. However, disabling certain cookies may affect your experience on our website. We do not use cookies for behavioural advertising or cross-site tracking.

Data Security

Hexar Studios is a TPN-Certified (Trusted Partner Network) organisation. We implement robust technical and organisational security measures to protect personal and project data, including:

Encrypted environments and secure access controls for all project assets
Role-based access limitations on a need-to-know basis
Regular security reviews and compliance audits aligned with TPN standards
Secure transmission protocols (HTTPS/TLS) across all digital communications

Note: No data transmission over the internet or storage system can be guaranteed 100% secure. While we take all reasonable precautions, we cannot warrant absolute security of data transmitted to or from our website.

Your Rights

Under the Digital Personal Data Protection Act, 2023 (DPDPA) and applicable Indian law, you have the following rights concerning your personal data:

Right to Access — request a copy of the personal data we hold about you
Right to Correction — request that inaccurate or incomplete data be corrected
Right to Erasure — request deletion of your data, subject to legal obligations
Right to Withdraw Consent — withdraw any consent previously given for processing
Right to Grievance Redressal — raise a complaint with us or the Data Protection Board of India

To exercise any of these rights, please contact us at contact@hexarstudios.com. We will respond to all verified requests within 30 days.

Children's Privacy

Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal data from minors. If we become aware that we have inadvertently collected such data, we will take prompt steps to delete it. If you believe a minor has submitted personal data to us, please contact us immediately.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable law. The "Effective Date" at the top of this page will be updated accordingly. We encourage you to review this page periodically. Continued use of our website after changes are posted constitutes acceptance of the updated policy.