Privacy Policy

‍1. Data Controller

In compliance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (GDPR), and Organic Law 3/2018 of 5 December on the Protection of Personal Data and Guarantee of Digital Rights (LOPDGDD), we inform you that the controller of your personal data is:

2. Data we collect and purpose of processing

2.1. Business relationships (customers and prospective customers)

We process the personal data of our business relationships in order to deliver our products and services properly and effectively. Specifically, to:

• Manage the contracting and provision of Vixiees SaaS services.

• Billing and payment management.

• Customer service and technical support.

• Send communications about service status, updates, and product news.

• Comply with legal obligations.

Legal basis: performance of the contract (art. 6.1.b GDPR) and compliance with legal obligations (art. 6.1.c GDPR).

2.2. Website visitors

When you visit our website (https://www.vixiees.com), we automatically collect certain non-identifiable technical information for site management and optimization:

• IP address (anonymized).

• Data about the browser and device used.

• Pages visited and browsing time.

• Visit source data (referrer).

Legal basis: legitimate interest (art. 6.1.f GDPR) and consent for non-essential cookies (art. 6.1.a GDPR). See our Cookie Policy for more details.

2.3. Contact forms and Strategic Meeting requests

If you provide us with your data through forms on the website or associated landing pages (name, email, phone, company), we process it in order to:

• Respond to your inquiry or request.

• Manage the Strategic Meeting schedule.

• Send you information about our services if you have given your consent.

Legal basis: consent (art. 6.1.a GDPR) and pre-contractual legitimate interest (art. 6.1.b GDPR).

2.4. Newsletter and commercial communications

If you subscribe to our communications, we process your email address and name in order to:

• Send you information about our products, services, promotions, and valuable content.

Legal basis: consent (art. 6.1.a GDPR). You may withdraw your consent at any time by using the unsubscribe link included in each communication or by writing to info@vixiees.com.

2.5. Use of the Vixiees platform (data of our customers' customers)

In the context of the SaaS service provision, Vixiees acts as Data Processor for the data that CUSTOMERS (Controllers) enter into the platform. This processing is governed by the Data Processing Agreement (DPA) included as Annex 2 in the Terms and Conditions.

3. Artificial Intelligence and automated processing

The Vixiees platform incorporates Artificial Intelligence (AI) features for lead qualification, call transcription, sentiment analysis, and summary generation.

• Vixiees does not use customer data, recordings, transcripts, or content to train AI models, whether its own or third-party models.

• The AI features are provided in compliance with Regulation (EU) 2024/1689 (Artificial Intelligence Act).

• AI processing is carried out through providers located in the European Union (see section 7 on sub-processors).

4. Data retention periods

5. Your rights

Under the GDPR, you may exercise the following rights:

• Access: know what personal data we process about you.

• Rectification: correct inaccurate or incomplete data.

• Erasure ("right to be forgotten"): request the deletion of your data when it is no longer necessary.

• Objection: object to the processing of your data for certain purposes.

• Restriction of processing: request the restriction of processing in certain circumstances.

• Portability: receive your data in a structured, commonly used format.

• Not to be subject to individualized automated decisions with significant legal effects.

How to exercise your rights: by written request to dpo@vixiees.com, or by postal mail to C/ Lepant 270, 08013 Barcelona (Spain), enclosing a copy of your identity document.

We will respond to your request within a maximum of 1 month (extendable to 3 months in complex cases, with prior notice).

If you believe your rights have been violated, you have the right to file a complaint with the Spanish Data Protection Agency (AEPD): www.aepd.es.

6. International data transfers

Your data will not be transferred to recipients in countries outside the European Economic Area (EEA), unless it is necessary for the provision of the service and appropriate safeguards are adopted in accordance with the GDPR.

All servers used by Vixiees for data processing are located in the territory of the European Union.

7. Sub-processors and data recipients

Vixiees may share your data with the following providers acting as sub-processors, all of them located in the EU and subject to equivalent contractual obligations:

Likewise, we may provide your data to the competent public authorities when required by applicable regulations.

The use and transfer of information received through Google APIs will comply with Google’s User Data Policy, including the Limited Use requirements.

8. Security measures

We have implemented appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, alteration, or accidental disclosure, in accordance with Article 32 of the GDPR.

Among others, we use:

• Encryption in transit (TLS/HTTPS) and at rest.

• Role-based access control and multi-factor authentication.

• Periodic security audits and CASA Tier 2 certification (required by Google).

• Automatic backups every 24 hours.

• Security breach notification procedures to the AEPD (within a maximum of 72 hours from when we become aware of them).

9. Cookies

We use our own and third-party cookies on our website. For detailed information, see our Cookie Policy.

10. Third-party links

Our website may contain links to third-party websites. Vixiees is not responsible for the privacy practices of those third parties. We recommend that you review their privacy policies before providing your personal data.

11. Changes to the Privacy Policy

Vixiees reserves the right to modify this Privacy Policy to adapt it to legislative, case-law, or business practice changes. Any relevant modification will be notified through our website or by email.

The "last updated" date indicates when the most recent review took place.

12. Contact

For any questions related to the processing of your personal data:

• General email: info@vixiees.com

• Data Protection Officer: dpo@vixiees.com

• Postal address: Vixiees Tech-Hub, S.L., C/ Lepant 270, 08013 Barcelona (Spain)

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