AXS Passport – Privacy Policy
Last updated: 2nd February 2026
This Privacy Policy explains how Calling All Minds Ltd ("we", "us", "our") collects, uses and protects your personal data when you use the AXS Passport website and AXS Passport service (together, the "Service").
This Privacy Policy should be read alongside the AXS Passport Individual Terms and Conditions.
1. Who This Policy Applies To
This Privacy Policy applies to individuals who:
- visit the AXS Passport website
- create or use an AXS Passport account
- upload, store or share passports or documents through the Service
You must be 18 years or older to use AXS Passport.
2. What Data We Collect
We collect only the data necessary to provide and operate the Service.
Information you provide
This may include:
- your name and contact details
- account login details
- information you choose to include in your AXS Passport
- documents and files you upload
- communications with us (for example, support requests)
Information collected automatically
When you use the website or Service, we may collect:
- technical information such as IP address, device type and browser
- basic usage data to help us understand how the Service is used
We do not collect unnecessary personal data and do not use your data for advertising.
Third-Party Services
We use third-party services to help us operate and improve AXS Passport. These services may collect information about you.
| Service | Purpose | Data Collected |
|---|---|---|
| PostHog | Product analytics to understand user behavior and improve our services. | Usage patterns, feature interactions, and device information. |
| HubSpot | Customer Relationship Management (CRM) to manage user support and communications. | Name, email, and communication history. |
AI-Powered Features
AXS Passport includes the AXS Toolbar, which offers AI-powered accessibility features. When you use these features:
| Feature | Data Processing |
|---|---|
| Voice Navigation | Your voice commands are processed to control the application. We do not store recordings of your voice. |
| Summarise & Simplify | The text of the page you are viewing is sent to our AI provider to generate a summary. The text is not stored after the summary is generated. |
| Describe Images | Images on the page are sent to our AI provider to generate descriptions. The images are not stored after the description is generated. |
3. How We Use Your Data
We use your personal data to:
- create and manage your AXS Passport account
- provide access to the Service
- store and display your passports and documents
- enable sharing where you choose to do so
- process payments and subscriptions
- improve the security and performance of the Service
- communicate with you about your account or important updates
We do not sell your personal data.
4. Legal Basis for Processing
Under UK data protection law, we process your personal data based on:
- performance of a contract (providing the Service)
- legal obligations (for example, financial records)
- legitimate interests (security, fraud prevention, service improvement)
- your consent, where required
5. Sharing Your Data
We do not share your personal data with third parties except:
- where you choose to share your AXS Passport or documents
- with trusted service providers who help us operate the Service (such as hosting or payment providers)
- where required by law
Service providers are required to keep your data secure and use it only for agreed purposes.
6. Your Control and Deletion Rights
You remain in control of your data at all times.
You may:
- edit or update your information
- withdraw access to shared passports or documents
- delete passports or documents at any time
- delete your account entirely
When you delete a passport or document:
- it is removed from your account
- access is revoked from any recipients it was shared with
- it is no longer accessible through their accounts
Some limited data may be retained where required by law or for legitimate business purposes, such as financial records.
7. Data Retention
We retain personal data only for as long as necessary to provide the Service or meet legal obligations.
If you delete your account, your data will be securely deleted or anonymised unless retention is required by law.
8. Data Security
All personal data, including your passports and uploaded documents, is processed and stored exclusively within the United Kingdom. We use appropriate technical and organisational measures to protect your data from loss, misuse or unauthorised access.
No system is completely secure, but we take security seriously and continually review our safeguards.
9. Your Rights
Under UK data protection law, you have the right to:
- access your personal data
- request correction of inaccurate data
- request deletion of your data
- restrict or object to processing
- request data portability
- withdraw consent at any time (where applicable)
You can exercise your rights by contacting us using the details below.
10. Cookies and Local Storage
We use cookies and similar technologies only where necessary for the operation and security of the website, or to improve user experience.
Accessibility Preferences
Your AXS Toolbar settings (such as text size, contrast preferences, and reading mode selections) are stored locally in your browser using local storage. This allows your preferences to persist between visits without sending data to our servers.
Details of cookie use will be provided through a cookie notice where required.
11. Changes to This Policy
We may update this Privacy Policy from time to time. If changes are material, we will notify you.
Continued use of the Service after changes take effect means you accept the updated policy.
12. Contact Us
If you have questions about this Privacy Policy or how your data is handled, contact us at:
Email: support@callingallminds.com
Draft product-change notice: guest passport sharing
> For legal and privacy review before publication. This section describes the proposed account-free sharing flow being tested in the development environment.
When a passport owner shares a passport with an individual, AXS Passport processes the recipient email address to deliver a secure link. The shared page contains a limited snapshot selected from that passport at the time of sharing. It does not provide access to the owner's account, Vault documents or adjustment case records.
We record the share owner, recipient email, selected expiry, maximum viewing sessions, successful session count and operational timestamps needed to send, revoke and audit the share. The link secret and guest-session secret are stored as cryptographic hashes. Short-lived technical hashes of network and browser information may be recorded to protect the sharing service from misuse. These controls do not prove the recipient's identity and cannot prevent screenshots or onward disclosure after information is viewed.
The owner can revoke a share or rotate its link by resending it. Access ends when the share expires, is revoked or reaches its viewing limit. Guest-session records should be deleted or anonymised under the approved retention schedule. Because a passport may contain health or disability information, the lawful basis, Article 9 condition, retention period and DPIA position must be confirmed before production release.