Privacy Policy — Psytrophic

Last updated: 22 October 2026

1. Introduction

Welcome to Psytrophic, available at https://psytrophic.com/ (the “Website”).

This Privacy Policy explains how the company operating Psytrophic (“Psytrophic,” “we,” “us,” or “our”) collects, uses, stores, shares, and protects personal data when you visit the Website, register an account, participate in community features, subscribe to mailing lists, or otherwise interact with our services.

This Policy is intended to cover users in all European Union (EU) Member States, the United Kingdom (UK), and Ukraine. It is designed with reference to the EU General Data Protection Regulation (GDPR), the UK GDPR, the UK Data Protection Act 2018, applicable electronic communications and privacy laws, and Ukraine’s Law of Ukraine “On Personal Data Protection.”

We process personal data in accordance with the laws applicable to the relevant processing activity.

Where processing is based on consent, this Policy does not itself constitute consent. We will request consent separately where required by law.

2. Data Controller

The data controller responsible for personal data processing is the company operating Psytrophic.

These details must be completed before publication.

For questions about this Policy or to exercise your privacy rights, please use the privacy contact details above.

Where legally required, we will provide details of our EU or UK representative and Data Protection Officer, if applicable.

3. Personal Data We Collect

The information we collect depends on how you use the Website and its features.

3.1. Account registration and authentication

When you create or use an account, we may collect:

• Username or display name.
• Email address.
• Password, stored in a securely hashed form.
• Account identifier and account status.
• Registration and account activity dates.
• Account preferences and settings.
• Authentication records and security logs.
• Profile information you choose to provide.

We use this information to create and administer accounts, authenticate users, maintain security, and provide community features.

3.2. Community participation and user-generated content

Psytrophic may allow users to participate in community features, such as discussions, comments, posts, profiles, or other user-generated content.

When you use these features, we may process:

• Posts, comments, replies, and other content you submit.
• Your username, display name, profile details, and associated account identifier.
• Dates and times of submissions.
• Content moderation reports and relevant moderation records.
• Messages or other communications sent through available community features.
• Technical information necessary to prevent spam, abuse, and unauthorized activity.

Depending on the feature and its settings, content and profile information may be visible to other users or the public.

You should not assume that content submitted to a public discussion or publicly accessible profile will remain private. Please avoid publishing personal information about yourself or others that you do not want disclosed.

We may moderate, restrict, hide, or remove content where necessary to enforce our terms, protect users, maintain community standards, or comply with applicable law.

3.3. Mailing lists and newsletters

If you subscribe to a Psytrophic mailing list, we may collect:

• Email address.
• Name, if requested.
• Selected mailing lists or communication preferences.
• Subscription and confirmation status.
• Date, time, and source of subscription.
• Records of consent and withdrawal, where applicable.
• Unsubscribe and suppression records.
• Email delivery and engagement information, where available and lawfully collected.

We use this information to manage subscriptions and deliver the communications you request.

3.4. Technical information and server logs

When you visit the Website, our hosting infrastructure and security systems may automatically collect technical information, including:

• IP address.
• Browser and operating system information.
• Device information.
• Requested pages and resources.
• Dates and times of requests.
• Referring URLs, where available.
• Error reports, diagnostic records, and security events.

We use this information to operate the Website, troubleshoot technical issues, protect against attacks, detect abuse, and maintain service reliability.

Hosting provider: The provider and hosting location have not yet been confirmed. This Policy should be updated when those details are known.

3.5. Cookies and similar technologies

The Website may use cookies, local storage, and similar technologies.

These may include:

• Essential technologies required for login sessions, account security, and core Website functionality.
• Preference technologies that remember your settings.
• Mailing list form technologies, where used.
• Optional engagement or tracking technologies.
• Third-party technologies, if integrations are installed.

Non-essential cookies and similar technologies will be activated only after obtaining consent where required by applicable law.

The exact cookies, providers, purposes, and retention periods must be confirmed against the Website’s actual configuration and documented in a Cookie Policy or cookie notice.

4. Purposes and Legal Bases for Processing

Where the EU GDPR or UK GDPR applies, we process personal data on one or more of the following legal bases.

4.1. Providing accounts and community features

We process account information, authentication data, and user-generated content to provide the features you request and administer your account.

Legal basis: Performance of a contract where the processing is necessary to provide the service under our applicable terms. Where appropriate, we may rely on legitimate interests for associated security and administration activities.

4.2. Operating and protecting the Website

We process technical information and relevant account activity to maintain the Website, prevent spam, detect unauthorized access, investigate abuse, and protect users and systems.

Legal basis: Legitimate interests in maintaining a secure and reliable service, where those interests are not overridden by your rights and freedoms, and compliance with legal obligations where applicable.

4.3. Managing newsletters and mailing lists

We process subscription information to manage mailing lists and send requested communications.

Legal basis: Consent where required by applicable marketing laws, or another lawful basis where permitted. We will not rely on account registration alone as consent to marketing emails.

4.4. Sending service-related messages

We may send necessary messages about account registration, authentication, security, changes to services, or other matters directly related to your use of the Website.

Legal basis: Performance of a contract or legitimate interests, as appropriate, and legal obligations where applicable.

4.5. Community moderation and enforcement

We may process posts, reports, account information, and related records to enforce community rules, respond to complaints, investigate harmful conduct, and protect the Website and its users.

Legal basis: Legitimate interests, performance of applicable terms, or compliance with legal obligations, depending on the circumstances.

4.6. Legal compliance and claims

We may process and retain relevant information to comply with legal obligations and establish, exercise, or defend legal claims.

Legal basis: Compliance with legal obligations or legitimate interests, as applicable.

4.7. Cookies and optional tracking

We may process information through optional cookies or similar technologies for purposes such as remembering preferences or measuring engagement, if these features are enabled.

Legal basis: Consent where required by applicable law. Strictly necessary technologies may be used where an applicable exemption permits this.

4.8. Ukraine

For individuals whose data is processed under Ukrainian law, we will comply with applicable requirements concerning lawful processing, specified purposes, data security, disclosure, retention, and data subject rights.

5. Mailing Lists and MailPoet

Psytrophic uses MailPoet to manage mailing lists and newsletter communications.

MailPoet is a WordPress mailing list and email delivery service. Depending on our configuration, information submitted through subscription forms may be stored in our WordPress installation, processed through MailPoet’s services, or transmitted to third-party delivery infrastructure.

5.1. Information processed for newsletters

When you subscribe, your email address and subscription details may be processed to:

• Add and manage your subscription.
• Send newsletters and requested updates.
• Confirm subscriptions where double opt-in is enabled.
• Record subscription and unsubscribe status.
• Maintain records necessary to demonstrate consent, where applicable.
• Monitor delivery failures and manage email suppression lists.

5.2. MailPoet and service providers

MailPoet and any relevant email delivery providers may process subscriber information on our behalf to provide mailing list and email delivery services.

Depending on the configuration, additional information may be processed for email engagement measurement, subscription forms, or other enabled functionality.

For more information about MailPoet’s data practices, see its Privacy Notice and its documentation about data collected and stored by MailPoet.

We will maintain appropriate contractual arrangements with relevant providers where required by applicable law.

5.3. Newsletter tracking

Some MailPoet features can use engagement-tracking technologies, including tracking related to subscriber activity or interactions with emails and Website pages.

We will review the MailPoet configuration and disable tracking that is not necessary for our purposes. Where tracking involves personal data or access to a user’s device and consent is legally required, we will obtain consent before activating it.

5.4. Unsubscribing

You can unsubscribe at any time using the unsubscribe link in a marketing email or by contacting us at [INSERT PRIVACY EMAIL ADDRESS].

We will process your request promptly. We may retain a minimal suppression record where necessary to ensure that you are not added back to a marketing list without an appropriate basis.

Unsubscribing from marketing emails does not necessarily stop essential account, security, or service-related communications.

6. Public Content and Community Privacy

Psytrophic is a community-oriented Website. Information you choose to publish through public community features may be accessible to other users or visitors.

Before publishing content, consider whether it contains:

• Your real name or contact details.
• Information about your health or personal circumstances.
• Information about other individuals.
• Sensitive information you would not want publicly accessible.

We do not intentionally require users to disclose special-category personal data merely to create an account. If you voluntarily publish information about your health, beliefs, or other sensitive matters, that information may be visible to others depending on the feature’s settings.

Where such information constitutes special-category personal data under applicable law, additional legal requirements may apply. We will not rely on this general Policy alone as authorization to process sensitive data for any purpose for which an additional legal basis or explicit consent is required.

If you delete a post or account, copies may remain temporarily in backups, quoted replies, cached pages, or records that must be retained lawfully. We will address deletion requests in accordance with applicable law and the technical capabilities of the Website.

7. How We Share Personal Data

We do not sell your personal data in exchange for money.

We may share personal data with the following categories of recipients where necessary and lawful.

7.1. Website hosting and technical infrastructure

Our hosting provider, server administrators, or infrastructure providers may process account information, technical logs, and Website content to host, maintain, secure, and operate the Website.

The specific provider and location must be confirmed.

7.2. MailPoet and email delivery providers

MailPoet and relevant delivery infrastructure may process subscriber information to manage mailing lists and deliver emails, as described in Section 5.

7.3. Security and moderation providers

If used, security, spam prevention, or moderation services may process technical information, account details, or submitted content to protect the Website and its users.

The specific providers must be confirmed.

7.4. Professional advisers and authorities

We may disclose relevant information to legal advisers, auditors, regulators, law enforcement authorities, or courts where necessary and lawful.

7.5. Business transfers

If the company or the Website is involved in a merger, restructuring, acquisition, or transfer of assets, personal data may be disclosed to relevant parties subject to applicable legal requirements.

7.6. Public community content

Content you intentionally publish in a public area may be accessible to other users or the public. Such disclosure results from your use of the relevant community feature rather than a sale of personal data by us.

We do not authorize service providers to use personal data obtained on our behalf for their own independent marketing purposes unless this is separately disclosed and lawful.

8. International Data Transfers

Personal data may be processed outside the country in which you reside, depending on the locations of our hosting infrastructure, MailPoet configuration, and other service providers.

Where the EU GDPR applies, transfers of personal data outside the European Economic Area will be made in accordance with applicable GDPR transfer requirements.

Where the UK GDPR applies, international transfers will be made in accordance with applicable UK transfer requirements.

Depending on the circumstances, safeguards may include:

• An applicable adequacy decision or regulation.
• Standard Contractual Clauses approved by the European Commission.
• The UK International Data Transfer Agreement or UK Addendum, where applicable.
• Additional safeguards required by applicable law.

Where required, you may request information about the safeguards relevant to a transfer.

For individuals in Ukraine, we will also comply with applicable Ukrainian requirements for international transfers.

The actual hosting location, MailPoet sending configuration, and relevant transfer mechanisms must be confirmed before this section can be finalized.

9. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes described in this Policy, subject to applicable legal obligations.

Our retention approach is as follows:

• Account information: While the account is active and for a reasonable period afterward where necessary for security, legal compliance, or dispute resolution.
• Passwords: As secure password hashes while required for account access. Passwords are not intended to be stored in readable form.
• Community posts and comments: While published or as otherwise required for community operations, moderation, legal compliance, and applicable deletion requests.
• Moderation and abuse reports: For as long as necessary to investigate incidents, enforce rules, protect users, and address relevant legal claims.
• Mailing list records: While the subscription remains active, and afterward for as long as necessary to document consent, process withdrawal, maintain suppression records, or comply with legal obligations.
• Technical and security logs: For a limited period appropriate to security, troubleshooting, and abuse prevention.
• Cookie and tracking records: According to the actual configuration of the relevant technologies and applicable law.
• Legal records: For the period required by applicable law or reasonably necessary to establish, exercise, or defend legal claims.

Exact retention periods will be determined by the relevant data category, technical configuration, operational requirements, and legal obligations.

When personal data is no longer necessary, we will delete it or anonymize it where reasonably practicable, subject to lawful retention requirements and routine backup processes.

10. Cookies and Similar Technologies

The Website may use essential and optional cookies or similar technologies.

Essential technologies may support account authentication, session management, security, and core Website functions.

Optional technologies may support preferences, newsletter form behavior, or engagement tracking, depending on the features enabled.

We do not currently use a separate analytics service, according to our current configuration. This does not necessarily mean that all plugins, mailing list features, or third-party integrations are free of tracking functionality.

We will identify the actual technologies in use and obtain consent before activating non-essential cookies or similar technologies where required by law.

You should be able to reject optional cookies and withdraw consent through our cookie preference mechanism, where required. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal.

A separate Cookie Policy or detailed cookie notice should identify the technologies actually used, their purposes, providers, and retention periods.

11. Your Data Protection Rights

Depending on your location and the applicable law, you may have the following rights concerning your personal data.

11.1. Access

You may request confirmation of whether we process your personal data and obtain a copy, together with relevant information about the processing.

11.2. Rectification

You may request correction of inaccurate data or completion of incomplete information.

11.3. Erasure

You may request deletion of personal data in circumstances provided by law.

11.4. Restriction

You may request restriction of processing in certain circumstances.

11.5. Data portability

Where the legal conditions are met, you may request personal data in a structured, commonly used, machine-readable format and, where applicable, its transfer to another controller.

11.6. Objection

You may object to processing based on legitimate interests on grounds relating to your particular situation, subject to applicable law.

You have the right to object at any time to processing for direct marketing purposes, including related profiling.

11.7. Withdrawal of consent

Where processing is based on consent, you may withdraw consent at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.

11.8. Automated decision-making

Where applicable, you may have rights concerning decisions based solely on automated processing that produce legal or similarly significant effects.

We do not intend to make such decisions unless the relevant processing is appropriately disclosed and complies with applicable law.

11.9. Rights under Ukrainian law

Individuals whose personal data is processed under Ukrainian law may exercise rights available under the Law of Ukraine “On Personal Data Protection,” including rights to information about processing, access to personal data, correction of inaccurate information, objection to unlawful processing, and other applicable statutory rights.

11.10. Exercising your rights

Please contact us at [INSERT PRIVACY EMAIL ADDRESS].

We may request proportionate information to verify your identity before responding.

Where the EU GDPR or UK GDPR applies, we generally respond within one month of receiving a valid request. This period may be extended where permitted by law, including for complex or numerous requests. If an extension is necessary, we will notify you within the applicable deadline.

Some rights are subject to conditions and exceptions under applicable law.

12. Complaints and Supervisory Authorities

If you have concerns about how we process your personal data, please contact us first so that we can try to resolve the matter.

You may also lodge a complaint with the relevant supervisory authority.

• EU residents: The data protection supervisory authority in the EU Member State where you live, work, or where the alleged infringement occurred.
• UK residents: The Information Commissioner’s Office (ICO), at https://ico.org.uk/.
• Individuals in Ukraine: The Ukrainian Parliament Commissioner for Human Rights, at https://ombudsman.gov.ua/, subject to the authority’s statutory powers and applicable procedures.

These options do not affect any other rights or remedies available under applicable law.

13. Account Security and Deletion

We use reasonable technical and organizational measures intended to protect personal data against unauthorized access, alteration, disclosure, loss, or destruction.

No online service or electronic transmission can be guaranteed to be completely secure.

You are responsible for keeping your account credentials confidential. Please contact us if you believe your account has been accessed without authorization.

You may request account deletion through any deletion feature provided by the Website or by contacting [INSERT PRIVACY EMAIL ADDRESS].

When an account is deleted, we will delete or anonymize personal data where required and reasonably practicable, subject to applicable legal retention requirements, security needs, and legitimate legal claims.

Deleting an account does not necessarily remove content quoted by other users, information held in backups, or records that we must lawfully retain. We will handle relevant requests in accordance with applicable law.

Account deletion and mailing list unsubscription are separate processes unless our systems are configured to link them. You can unsubscribe from marketing emails at any time.

14. Children’s Privacy

The Website is not intended for children who are below the minimum age applicable to the relevant service or who cannot lawfully provide consent where consent is required.

We do not knowingly collect children’s personal data in circumstances where doing so would be unlawful.

Where parental authorization or additional safeguards are required by applicable law, we will implement them as appropriate.

If you believe a child has provided personal data unlawfully, please contact us so that we can investigate and take appropriate action.

15. Third-Party Links and Integrations

The Website may contain links to third-party websites or use third-party integrations.

Those services operate under their own privacy policies. We are not responsible for their independent data processing practices.

Where third-party content or integrations collect information directly from visitors, we will provide appropriate notices and obtain consent where required by applicable law.

16. Personal Data Breaches

If a personal data breach occurs, we will assess the incident, take appropriate steps to contain it, investigate its causes, and mitigate its effects.

Where legally required, we will notify the relevant supervisory authority and affected individuals within the applicable deadlines.

17. Changes to This Policy

We may update this Privacy Policy to reflect changes to the Website, our processing activities, service providers, or applicable law.

The current version will be published on this page with an updated revision date.

Where required by law, we will notify affected users of material changes or obtain renewed consent before carrying out processing that requires it.

18. Contact Information

For questions about this Privacy Policy, requests concerning personal data, or privacy complaints, contact:

Psytrophic

We will review and respond to privacy requests in accordance with applicable law.

Publication note: This Policy must be completed with the company’s legal details and a working privacy contact address. Hosting providers, data transfer locations, cookie behavior, retention periods, and account deletion procedures must be verified against the Website’s actual configuration. This document is a compliance-oriented draft and does not by itself guarantee compliance with every applicable legal requirement.