Privacy Rights and GDPR

1. Who is the data controller

2. Purpose of this page

This page explains in practical terms how to exercise the rights provided by Regulation (EU) 2016/679 (the "GDPR") in relation to HeatVox. It does not replace the Privacy Policy, but supplements it with practical guidance: who to contact, what information to provide and what response times to expect.

3. Your rights

As a data subject, you have the following rights, which may be exercised free of charge within the limits provided by law.

Access

You may request confirmation as to whether personal data concerning you is being processed and obtain a copy of the data, subject to applicable legal limits.

Rectification

You may request the correction or updating of inaccurate or incomplete data.

Erasure

You may request the deletion of your data where the legal requirements are met and no retention obligation or other legitimate ground requires it to be kept.

Restriction

You may request restriction of processing in the circumstances provided for by the GDPR.

Objection

You may object to processing based on the controller's legitimate interests when the conditions established by law are met.

Data portability

You may receive the data you have provided in a structured, commonly used and machine-readable format where processing is based on consent or a contract and is carried out by automated means.

Withdrawal of consent

Where processing is based on consent, you may withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal.

Complaint

You may lodge a complaint with the Italian Data Protection Authority or with the competent supervisory authority in your country of residence if you believe that the processing violates applicable law.

4. How to exercise your rights

To exercise your rights, you may send a request to info@heatvox.com or by certified email (PEC) to ismail.mallouk@legalmail.it. To help us process the request efficiently, please include at least:

• your name and the contact details you used to interact with HeatVox;
• the right you wish to exercise;
• a clear description of your request;
• any relevant information that may help identify the matter or relationship, such as the email address used, company or date of contact.

HeatVox may request additional information to verify the identity of the requester where necessary to prevent unauthorized access to personal data.

5. Response times

Requests are generally handled within one month of receipt. For particularly complex or numerous requests, the period may be extended within the limits permitted by the GDPR. In such cases, the data subject will receive a reasoned notice.

6. Data processed and main retention periods

The data processed may also include information relating to interactions and conversation logs handled through AI agents configured on behalf of customers.

7. When a request may be restricted or refused

Some requests may be restricted or not fully granted where:

• the data must be retained to comply with legal, tax, accounting or legal-defence obligations;
• the request is manifestly unfounded, excessive or repetitive;
• the requester cannot be identified with sufficient certainty;
• fulfilling the request in full would adversely affect the rights and freedoms of others.

8. Categories of recipients

Within the limits of the stated purposes, data may be processed by authorized collaborators and service providers supporting HeatVox's operations, such as hosting, analytics, automation and integration tools, communication services, calendar services, telephony and technical support providers.

Data may be processed on servers located within the European Union. Further details are available in the Privacy Policy or may be requested from the controller within the limits permitted by applicable law.

9. Cookies and consent records

The heatvox.com website uses technical cookies that remain active because they are necessary for its operation and — only with your prior consent — statistical analytics cookies, where present and enabled on the website. You may give, change or withdraw your consent at any time through the banner, which can be reopened using the "Manage Cookies" link in the footer.

Consent records

To demonstrate compliance with legal obligations (the accountability principle under Articles 5(2) and 7 GDPR), choices made through the banner may be recorded using the consent-management system implemented on the website.

The information recorded, storage method and retention periods depend on the actual technical implementation. No recording method or technical measure is claimed unless it has been verified.

You may change or withdraw your preferences at any time through the "Manage Cookies" link, where available.

10. Contact

For privacy or GDPR requests, email info@heatvox.com.

For formal communications by certified email (PEC): ismail.mallouk@legalmail.it.

HeatVox di Ismail Mallouk · VAT number IT02666830977

Email: info@heatvox.com · PEC: ismail.mallouk@legalmail.it