GDPR Compliance

Our Commitment

Joinvox processes personal data in full compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We have implemented technical and organisational measures to ensure data is handled securely and lawfully.

Data Controller

Joinvox Ltd acts as the data controller for all personal data collected through the Joinvox website and platform. We determine the purposes and means of processing your data and your contacts' data.

Data Processor Relationships

• -We use vetted third-party processors under written data processing agreements
• -All processors are required to maintain appropriate security standards
• -No data is transferred outside the UK/EEA without adequate safeguards in place
• -We conduct due diligence on all processors before use

Your Rights Under UK GDPR

• -Right of access - obtain a copy of your personal data within 30 days
• -Right to rectification - correct inaccurate data we hold
• -Right to erasure - request deletion in certain circumstances
• -Right to restrict processing - limit how we use your data
• -Right to data portability - receive your data in a structured format
• -Right to object - to processing based on legitimate interests or for direct marketing
• -Rights relating to automated decision-making - we do not make solely automated decisions with legal effect

Lawful Basis for Processing

• -Contract performance: to deliver the AI assistant service you subscribed to
• -Legitimate interests: service security, fraud prevention, product improvement
• -Legal obligation: tax records, regulatory compliance, legal holds
• -Consent: marketing communications only (opt-in, revocable at any time)

Conversation Data and Third-Party Contacts

When your Joinvox AI assistant answers an enquiry, the contact's messages and conversation are processed by our AI. By activating Joinvox, you take responsibility for informing contacts that their messages may be logged and processed. We recommend adding a brief notice to your website chat and WhatsApp. We act as a processor for this data on your behalf.

Data Security

• -All data encrypted in transit using TLS 1.2 or higher
• -All data encrypted at rest using AES-256
• -Access controls and role-based permissions for all staff
• -Regular security assessments and penetration testing
• -Incident response plan with 72-hour breach notification capability

Retention and Deletion

Account data is retained for the duration of your subscription plus 12 months. Conversation transcripts are retained for 24 months by default. You may delete them at any time from your dashboard. On account closure, all personal data is deleted within 90 days unless a legal hold applies.

How to Exercise Your Rights

Submit a rights request to privacy@joinvox.ai. We will respond within 30 days. We may need to verify your identity before processing your request. If you are unsatisfied with our response, you have the right to complain to the ICO at ico.org.uk or by calling 0303 123 1113.