Privacy Policy

Last updated: 1st of July20205

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We, at Heedify, know you care about how your personal information is used and shared, and we take your privacy seriously, we make it a core component of our software development and internal processes. By reading the following you’ll learn in detail about our Privacy Policy, but as a general principle, we only use the data that is necessary to the well-functioning of Heedify software. We don’t sell, we don’t share, your data from Heedify Softwares in an objective of making money, this is not our business model. We process all personal data lawfully. We promise we never sell your data.

What are services and applications covered by this policy?

All Heedify services and applications are covered by this policy:  

  • Heedify Agent Console Teams application
  • Heedify admin portal  
  • Heedify reporting portal
  • Heedify website (https://www.heedify.io)

What information we collect How we collect it?

Identity & access in App

When as an Office 365 Administrator you sign up for Heedify, you give consent for the Microsoft Graph to Heedify App. This means that all users in your organization are authorized to login (otherwise they are not).

Heedify rely 100% on Azure Active Directory for Identity Management. Meaning that we don’t access, collect, or even store any password, and, the personal information Heedify relies on, will only be the information declared in Azure Active Directory such as:

  • First and last name
  • Email address
  • Language
  • Phone number
  • Audio recordings and/or transcriptions of call center conversations, when explicitly enabled by our customers
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We’ll never sell your personal info to third parties, and we won’t use your name or company in marketing statements without your permission either.

Website interactions

When you browse our marketing pages or applications, your browser automatically shares certain information such as which operating system and browser version you are using. We track that information, along with the pages you are visiting, page load timing, and which website referred you for statistical purposes like conversion rates. We sometimes track specific link clicks to help inform some design decisions. These web analytics data are tied to your IP address and user account if applicable and you are signed into our Services.

Google Analytics, Hubspot and Linkedin Tracking code are currently used as Third Party Softwares for this purpose.

Information we do not collect

We don’t collect any characteristics of protected classifications including age, race, gender, religion, sexual orientation, gender identity, gender expression, or physical and mental abilities or disabilities.

We also do not collect any biometric data.

Location of Site and Data

Our products and other web properties are operated in the Microsoft Azure Datacenter with data located in Europe.

Purposes of Processing

We process personal data for the following purposes:

  • User authentication and access management
  • Service provision and support
  • Monitoring and improving product performance
  • Storage and analysis of call center interactions (where requested by customer)
  • Usage analytics and conversion tracking
  • Ensuring compliance with legal and regulatory requirements

Purposes of Processing

Our legal bases for processing personal data include:

  • Contract performance (Art. 6(1)(b) GDPR) – providing services to our customers and users
  • Legitimate interests (Art. 6(1)(f)) – improving our services, securing our infrastructure, and optimizing usage experience
  • Consent (Art. 6(1)(a)) – for optional data such as analytics cookies or customer-enabled voice data processing
  • Legal obligation (Art. 6(1)(c)) – for complying with legal requirements

Sharing of Personal Data

We do not sell personal data. We may share it with:

  • Subprocessors and service providers: such as Microsoft Azure, Google Analytics, Hubspot, and LinkedIn for infrastructure and analytics
  • Customer administrators: when services are provided under a business contract
  • Regulatory or legal authorities: only when required to do so by law

All subprocessors operate under strict confidentiality and data protection obligations.

Your Rights with Respect to Your Information

At Heedify, we apply the same data rights to all customers, regardless of their location. Currently some of the most privacy-forward regulations in place are the European Union’s General Data Protection Regulation (“GDPR”). Heedify recognizes all of the rights granted in this regulation, except as limited by applicable law. These rights include:

  • Right to Know. You have the right to know what personal information is collected, used, shared, or sold. We outline both the categories and specific bits of data we collect, as well as how they are used, in this privacy policy.
  • Right of Access. This includes your right to access the personal information we gather about you, and your right to obtain information about the sharing, storage, security, and processing of that information.
  • Right to Correction. You have the right to request correction of your personal information.
  • Right to Erasure / “To be Forgotten”. This is your right to request, subject to certain limitations under applicable law, that your personal information be erased from our possession and, by extension, all our service providers. Fulfillment of some data deletion requests may prevent you from using Heedify services because our applications may then no longer work. In such cases, a data deletion request may result in closing your account.
  • Right to Complain. You have the right to make a complaint regarding our handling of your personal information with the appropriate supervisory authority. To identify your specific authority or find out more about this right, EU individuals should go to https://edpb.europa.eu/about-edpb/board/members_en.
  • Right to Restrict Processing. This is your right to request restriction of how and why your personal information is used or processed, including opting out of sale of personal information. (Again: we never have and never will sell your personal data).
  • Right to Object. You have the right, in certain situations, to object to how or why your personal information is processed.
  • Right to Portability. You have the right to receive the personal information we have about you and the right to transmit it to another party.
  • Right to not be subject to Automated Decision-Making. You have the right to object and prevent any decision that could have a legal, or similarly significant, effect on you from being made solely based on automated processes. This right is limited, however, if the decision is necessary for performance of any contract between you and us, is allowed by applicable law, or is based on your explicit consent.

Many of these rights can be exercised in product itself or through the communication users receive (unsubscribe).

In any case you do any Subject Access Request (SAR), we will answer you as soon as we can – before 30 days.

Right to Lodge a Complaint

You have the right to lodge a complaint with your local data protection authority. In France, you can contact:

CNIL (Commission Nationale de l’Informatique et des Libertés)
3 Place de Fontenoy, 75007 Paris, France
Tel: +33 1 53 73 22 22
Website: https://www.cnil.fr

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How we secure your data

Security principle is infused from code phase, to network to everyday operations.

All data is encrypted via SSL/TLS when transmitted from our servers to your browser. The database backups are also encrypted.

The development is following the best practices from the OWASP Security Design Principles and include different testing and security audit such as JavaScript Standard Style,NPM Audit, GitHub Security Alerts, etc.

Data storage and retention.

  • Personal data is retained for up to 365 days unless otherwise agreed by contract.
  • After termination of a service contract, customer data remains accessible for 90 days, after which it is deleted.
  • Call recordings and transcriptions are retained based on customer configuration, typically for no longer than 6 months.

    • When do we delete your data?

    When you stop using any Heedify service. Data will available for you to for 90 days after contract is ceased.

    International Transfers

    All data is hosted in Microsoft Azure datacenters located within the European Economic Area (EEA).
    We do not transfer data outside the EEA. If this changes, we will use lawful safeguards such as Standard Contractual Clauses or adequacy decisions.

    Changes & questions

    We may update this policy as needed to comply with relevant regulations and reflect any new practices. Whenever we make a significant change to our policies, we will also announce to customers and publicly.

    Have any questions, comments, or concerns about this privacy policy? Please get in touch by emailing us at privacy@Heedify.io and we’ll be happy to answer them!

    Identity and Contact Details

    Data Controller:
    Heedify EURL (formerly Ocircle EURL)
    R.C.S Paris 835 168 741
    10 rue de la Paix, 75002 Paris, France
    Email: privacy@heedify.io

    Data Protection Officer (DPO):
    You may contact our DPO directly at dpo@heedify.io