Privacy Policy

1. Who Is the Data Controller?

2. What Data We Process

Depending on how you interact with HeatVox, we may process the following categories of personal data.

Contact Details and Inquiries

Name, email address, telephone number, company or industry information, and the content of requests for information or demos submitted through the website forms.

Account and Private Area Data

Credentials and identifying information of account holders and collaborators accessing HeatVox dashboards to manage the service.

Operational Service Data

Data relating to appointments, bookings, orders and end customers managed through the platform on behalf of the client company, including names, contact details and appointment information.

Call and Interaction Data

Recordings and/or transcripts of calls handled by the voice assistant, conversation outcomes, and WhatsApp messages exchanged as part of the service.

Browsing Data and Cookies

Technical data collected while browsing the website (see the Cookies section), processed only with prior consent for statistical purposes.

Data from Connected Services

When you voluntarily connect an external service, such as Google Calendar or Microsoft Outlook, we process the data necessary for synchronisation. See Sections 4 and 5.

3. Purposes and Legal Bases for Processing

4. Third-Party Integrations

To operate, HeatVox relies on service providers acting as data processors, including hosting and database services (with infrastructure in the European Union), telephony and voice-assistant providers, WhatsApp Business messaging, external calendars such as Google Calendar and Microsoft Outlook, payment tools, and website analytics services.

Some integrations are activated only if the user voluntarily connects them through their dashboard. This applies to calendar synchronisation, which is described in detail in the following section.

5. Google Calendar and Use of Google Data

If a user chooses to connect their Google account, HeatVox requests access to Google Calendar solely to synchronise appointments created or managed on the platform with the user's calendar, whether belonging to the account holder or an individual collaborator or assistant.

Requested Scopes

• https://www.googleapis.com/auth/calendar and calendar.events — to create, read and update appointment-related events in the connected calendar;
• userinfo.email and userinfo.profile — to identify the connected account and show which email address is linked.

How We Use Google Data

• Data obtained through Google APIs is used exclusively to provide and improve the appointment synchronisation feature between HeatVox and the user's calendar.
• We do not sell data obtained through Google APIs or transfer it to third parties for marketing or advertising purposes.
• We do not use data obtained through Google APIs to train generalised artificial intelligence or machine learning models.
• No human being accesses data obtained through Google APIs except with your explicit consent, for security purposes (such as investigating abuse), to comply with legal obligations, or where data has been aggregated and anonymised for internal operations.
• We retain only the technical references required for synchronisation, such as the event identifier and connected calendar identifier, and access tokens, which are stored in encrypted form.

HeatVox's use and transfer of information received through Google APIs comply with the Google API Services User Data Policy, including its Limited Use requirements.

How to Revoke Access

You can disconnect your calendar at any time from the Integrations section of your HeatVox dashboard. Alternatively, you can revoke authorisation through your Google account security settings at myaccount.google.com/permissions. Once access is revoked, the tokens are deleted and synchronisation stops.

6. Recipients and Data Processors

Data may be processed, within the limits of the stated purposes, by authorised collaborators and service providers supporting HeatVox's operations, including hosting and databases, telephony and voice assistants, messaging, calendars, payments, analytics and technical support. Where applicable, these providers are appointed as data processors pursuant to Article 28 GDPR.

Data is not made publicly available and is not transferred to third parties for marketing purposes.

7. Transfers of Data Outside the European Union

The main infrastructure is hosted on servers within the European Union. Some providers, such as Google, may involve transfers to third countries. In such cases, transfers take place on the basis of appropriate safeguards under the GDPR, such as adequacy decisions or the European Commission's Standard Contractual Clauses.

8. Data Retention Periods

Data is retained for as long as necessary for the purposes for which it was collected and in accordance with legal obligations.

Detailed retention periods for inquiries, operational data, administrative records, technical logs, analytics and transcripts are set out in the documentation dedicated to privacy and GDPR.

Tokens and references associated with connected calendars are retained for as long as the connection remains active and are deleted when the connection is disconnected.

9. Your Rights

You have the right to access, rectify, erase and restrict the processing of your personal data, the right to object, the right to data portability, and the right to withdraw consent where applicable. You also have the right to lodge a complaint with the competent supervisory authority.

To exercise your rights, you can contact us at info@heatvox.com.

10. Cookies

The website uses technical cookies, which are always active, and — only with prior consent — statistical analytics cookies (Google Analytics 4 with Consent Mode v2).

You can give, change or withdraw your consent at any time through the banner, which can be reopened using the “Manage Cookies” link in the footer.

Further details about cookie management and consent records are available in the Cookie Policy.

11. Changes to This Privacy Notice

This privacy notice may be updated over time to reflect changes to the service or applicable legislation. The current version is always published on this page, together with the date of the latest update.

12. Contact

For any requests concerning the processing of personal data, please email info@heatvox.com.

For formal communications via certified email (PEC), contact ismail.mallouk@legalmail.it.

HeatVox di Ismail Mallouk · VAT number IT02666830977

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