Privacy Policy
Effective Date: 20th August 2026 | Wilyfox Media Co.
1. Introduction
IncuX is an incubation management software developed and provided by Wilyfox Media Co. (“Wilyfox”, “we”, “our” or “us”).
IncuX is designed to help incubation centres, accelerators, universities, innovation hubs, government startup missions and other startup ecosystem organisations digitise and manage their operations, including startup onboarding, employee management, infrastructure, attendance, finance, billing, compliance, documents, grants, programs, mentors, investors, events, communication and reporting.
This Privacy Policy explains how information may be collected, used, stored, processed, shared and protected when you:
- visit the IncuX public website;
- submit a Book a Demo or contact form;
- receive access to an IncuX demonstration environment;
- use an IncuX application deployed for an organisation;
- interact with communications generated through IncuX; or
- otherwise interact with services associated with IncuX.
By using the website or platform, you acknowledge the practices described in this Privacy Policy.
2. Who Provides IncuX
IncuX is a software platform developed and maintained by:
3. IncuX as a White-Label Platform
IncuX may be configured and deployed under the branding of an incubation centre, university, government organisation, accelerator or another client organisation.
For example, an organisation may use IncuX under its own name, logo, colours, domain, email identity, invoice identity, and support information.
In such deployments, the organisation using IncuX may determine why and how personal information relating to its users, startups, employees and stakeholders is processed.
Depending on the deployment and the nature of the information, the client organisation may act as the Data Controller or equivalent decision-making entity, while Wilyfox may act as a technology provider or Data Processor/service provider processing information on the organisation's instructions. Users of a client-operated IncuX deployment should also review the privacy notices issued by that organisation.
4. Information We May Collect
The information collected depends on how you interact with IncuX.
4.1 Information Submitted Through the Public Website
When you submit a Book a Demo, enquiry or contact form, we may collect information such as:
- full name;
- work email;
- mobile number;
- designation;
- organisation name;
- organisation type;
- website;
- city & state;
- number of startups managed;
- number of incubation centres;
- approximate team size;
- current operational workflow;
- modules of interest;
- requirements & messages;
- consent preferences.
This information is primarily used by Wilyfox to understand your requirement and communicate with you regarding IncuX.
5. Information Processed Inside IncuX
When IncuX is used by an incubation centre or another organisation, the platform may process information required for the organisation's operations. Depending on enabled modules, this may include:
- startup name & profile;
- incorporation & registration details;
- sector & stage;
- incubation status & cohorts;
- milestones & progress reports;
- revenue, funding & grants;
- intellectual property records.
- name & business contact info;
- role & startup relationship;
- professional profile;
- education or experience where provided;
- organisation requirements.
- name & employee ID;
- work contact info & designation;
- department & reporting line;
- joining & exit records;
- attendance, shift & leave records;
- facility access & asset allocation.
- name & contact details;
- professional profile & expertise;
- mentor assignments & sessions;
- investment interests & stage preferences;
- ticket sizes & pipeline info.
6. Attendance and Access Information
Where an organisation enables attendance or access-control functionality, IncuX may process check-in time, check-out time, attendance status, shift, attendance method, attendance correction requests, attendance exceptions, device-related identifiers, QR/NFC transaction info, and attendance records.
Where biometric devices are integrated with IncuX, the deployment should be configured to minimise the handling of raw biometric information by IncuX wherever possible. Where feasible, IncuX should receive attendance events or device-generated identifiers rather than storing raw biometric templates.
The organisation operating the relevant attendance system remains responsible for obtaining legally required notices, permissions or consent relating to biometric processing.
7. Location Information
Certain attendance, facility or security workflows may optionally use location information. Location information should only be collected where the feature has been enabled, it is necessary for the relevant workflow, and applicable permissions have been provided.
IncuX is not intended to continuously track users' locations as a default platform behaviour.
8. Infrastructure and Facility Information
IncuX may process records relating to buildings, floors, cabins, cubicles, desks, laboratories, meeting rooms, facilities, workspace allocation, parking, facility bookings, occupancy, asset assignments, utility records, and maintenance requests. These records may contain references to users or startups where required to manage allocations.
9. Visitor Information
Where the visitor-management module is enabled, information may include visitor name, mobile number, email, organisation, host, startup being visited, visit purpose, expected arrival, check-in time, check-out time, vehicle information, visitor pass information, and other information required for security or facility management.
10. Financial and Billing Information
IncuX may process operational financial information such as invoices, invoice line items, billing rules, incubation fees, infrastructure charges, facility charges, utility charges, asset charges, payment status, payment references, receipts, outstanding balances, financial adjustments, and startup ledgers.
Where online payments are enabled, payments may be processed through third-party payment gateways. IncuX should not store complete card information where payments are processed through such third-party gateways.
11. Compliance and Document Information
Depending on the organisation's use of IncuX, the platform may process compliance requirements, filing information, certificates, incorporation documents, agreements, grant documents, intellectual property documents, financial supporting documents, program documents, employee documents, and other uploaded records. Because certain documents may contain confidential or sensitive information, access should be restricted according to user roles and permissions.
12. Information Collected Automatically
When you use the public website or IncuX application, technical information may be collected automatically, including IP address, browser type, operating system, device type, login timestamps, session information, referring URL, pages or routes accessed, application events, authentication attempts, error information, and security or audit records. This information may be used for security, troubleshooting, performance monitoring and service improvement.
13. Cookies and Similar Technologies
The IncuX website and application may use cookies and similar technologies for purposes such as maintaining authenticated sessions, remembering preferences, securing forms, preventing unauthorised requests, analysing website usage, improving performance, and supporting necessary application functionality.
Essential cookies may be required for the platform to operate correctly. Where non-essential analytics or marketing cookies are introduced, appropriate consent mechanisms should be implemented where required by applicable law.
14. How We Use Information
Depending on the context, information may be used to:
- operate the IncuX platform & provide requested functionality;
- manage user authentication, startups, attendance & infrastructure;
- process operational billing, compliance, grants, mentors & investors;
- generate reports, dashboards, customer support & responses to enquiries;
- schedule product demonstrations & provide demo access;
- communicate service updates & send transactional notifications;
- maintain security, investigate errors & preserve audit records;
- comply with lawful obligations & support legitimate operations.
15. Book a Demo Information
Submitting a Book a Demo request does not automatically create an IncuX application account.
Information submitted through the Book a Demo form may be used to evaluate your requirement, contact you, schedule a demonstration, understand your existing workflows, recommend relevant IncuX capabilities, provide a demo link, and discuss implementation or commercial arrangements. Demo requests are managed separately from operational client deployments.
16. Demonstration Accounts
Where Wilyfox provides access to an IncuX demonstration environment, we may process demo account identifiers, role assigned, date access was granted, login activity, last activity, expiry date, and account status.
Demo environments should use synthetic or demonstration data rather than confidential customer information. Demo accounts may be time-limited and may be disabled or revoked by Wilyfox.
17. Communications
IncuX may generate communications through in-app notifications, email, SMS, WhatsApp, or other enabled channels relating to authentication, OTP, startup applications, account invitations, attendance, invoices, payments, compliance, events, mentor sessions, facility bookings, or support requests. Transactional communications may be necessary for platform operation.
18. Communication Service Providers
IncuX may integrate with third-party providers for communications (e.g., Authkey for supported SMS, OTP or WhatsApp functionality). Information shared with such providers is limited to what is necessary to deliver the requested communication.
19. API Credentials and Integration Security
Integration credentials such as API keys, secret keys, access tokens, SMTP passwords, and provider credentials should be stored in encrypted form within IncuX. Credentials should not be displayed in full after configuration, and should never be exposed to ordinary users through the browser or user-facing application logs.
20. Legal Bases and Permitted Processing
Information may be processed based on consent, performance of a contract, legitimate business purposes, fulfilment of requested services, compliance with legal obligations, security requirements, or instructions from the organisation operating an IncuX deployment.
21. How Information May Be Shared
Information may be shared only where necessary and appropriate with authorised administrators, center employees, startup users, mentors, investors, program managers, finance users, communication providers, cloud or hosting providers, payment gateways, professional advisers, and regulatory authorities where legally required.
22. We Do Not Sell Personal Information
Wilyfox does not intend to sell personal information collected through IncuX as a commercial data product. Information processed through IncuX is used solely for providing, maintaining and supporting the platform.
23. Role-Based Access
IncuX uses role and permission mechanisms to restrict access. Roles include Apex Admin, Center Admin, Finance, Operations, Compliance Manager, Program Manager, Startup Admin, Startup Employee, Mentor, Investor, and other authorised roles. Users only see information based on assigned permissions.
24. Data Isolation
IncuX is designed to restrict access to records according to the applicable deployment, organisation, centre, startup and user permissions. Users should not attempt to access information that has not been made available to them through their authorised role.
25. Security Measures
We take reasonable technical and organisational measures intended to protect information, including encrypted credentials, secure password hashing, authentication controls, role-based access, server-side authorization, CSRF protection, secure sessions, audit logging, activity records, validation, and error monitoring.
26. Password Security
Passwords are stored using secure password hashing mechanisms and are never stored as readable plaintext. Users are responsible for keeping login credentials confidential and notifying administrators of any suspected account compromise.
27. Confidential Documents
Users should only upload documents that are required for legitimate incubation operations. Administrators should configure document visibility and role permissions appropriately.
28. Data Retention
Information is retained for as long as reasonably necessary to provide the IncuX service, maintain financial & operational records, preserve audit trails, comply with legal obligations, or resolve disputes. Client organisations may establish their own retention policies.
29. Deleted and Archived Information
Certain records (e.g. invoices, payments, audit records, compliance history, grants) may be archived instead of permanently deleted where preserving historical business records is required.
30. Backups
Information may remain in encrypted or protected backups for a limited period after deletion from active systems. Backup copies are retained for recovery, security and continuity purposes.
31. Data Hosting and International Transfers
Depending on the hosting environment and third-party services configured, information may be processed or stored in locations different from the user's location. Appropriate contractual, technical, or legal safeguards are applied where required by applicable law.
32. Third-Party Services
IncuX may integrate with third-party hosting, email, SMS, WhatsApp, OTP, payment gateways, analytics, and AI providers. IncuX is not responsible for the independent privacy practices of third-party services outside our control.
33. Links to Other Websites
The public website or IncuX application may contain links to third-party websites. Following external links takes you to websites governed by their own privacy policies.
34. Artificial Intelligence Features
Certain IncuX deployments may optionally enable AI-assisted functionality for summarisation, information retrieval, document assistance, workflow assistance, and reporting. AI capabilities only receive information necessary for the feature and respect role permissions. AI does not automatically override human decisions in high-impact workflows.
35. Children's Privacy
IncuX is designed for business, institutional, startup and workforce use and is not directed toward young children. Client organisations operating in environments involving minors remain responsible for obtaining necessary notices and parental consents.
36. Your Privacy Rights
Depending on applicable law, you may have rights to request access, correction, updating, deletion, restriction, or withdrawal of consent regarding your personal information.
Where information is controlled by a client organisation operating an IncuX deployment, privacy requests should generally be submitted to that organisation first.
37. Access and Correction
Users with application access may update profile information directly. Controlled fields affecting permissions, legal records, compliance, or financial status may require administrator approval.
38. Withdrawal of Consent
Where processing is based on consent, you may withdraw consent subject to applicable law. Withdrawal does not affect lawful processing conducted prior to withdrawal.
39. Grievance and Privacy Contact
For privacy-related questions or requests concerning the IncuX public website or Wilyfox's own processing, contact:
40. Security Incident Response
If Wilyfox becomes aware of a security incident affecting information under its responsibility, reasonable steps will be taken to investigate, contain, restore service, evaluate affected data, and notify affected organisations and authorities as legally required.
41. Changes to This Privacy Policy
We may update this Privacy Policy to reflect platform enhancements, regulatory developments, or privacy improvements. The revised version will display an updated Last Updated: 20th August 2026 date.
42. Contact Us
For questions regarding this Privacy Policy or IncuX: