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Book your free demo Discover how our product can simplify your workflow. Schedule a free, no-obligation demo today. Privacy Policy Effective Date: 7 October 2025 This Privacy Policy (“Policy”) explains how Proactivox (“Proactivox,” “we,” “our,” or “us”) collects, uses, stores, and protects personal data when you visit proactivox.com or use our web-based software and related services (“Services”). We are committed to safeguarding your privacy and ensuring transparency about how we process your data. This Policy complies with applicable data protection laws, including the EU General Data Protection Regulation (GDPR), the UK Data Protection Act, and relevant global privacy standards. By accessing or using our Services, you acknowledge that you have read and understood this Policy. What We Do Proactivox provides a cloud-based platform that helps businesses monitor, manage, and automate analytics and marketing performance across multiple systems. To deliver this functionality, we process both user account data and limited customer data provided by our users through API connections or integrations. Information We Collect Information You Provide to Us We collect information directly from you when you: Create or manage a user account Subscribe to a plan or make a payment Contact support or submit a form Participate in product demos or webinars This may include: Name and contact details (email, company, phone number) Account credentials (username, hashed password) Payment and billing information (processed via third-party providers) Communication preferences and correspondence Information Collected Automatically When you use our website or web app, we automatically collect: Log data (IP address, device type, browser, date/time, referral URLs) Usage metrics (features used, actions taken, time spent) Cookie data for session management and analytics Diagnostic and performance information to ensure system stability Customer Data Processed Through Integrations If you connect external systems such as Salesforce, Proactivox may process customer data transferred through these integrations solely for the purpose of delivering the agreed Services. We act as a data processor for this information, and you remain the data controller. We do not access, view, or use your customers’ personal data except as required to provide the functionality you request. How We Use Your Information We use the collected data to: Provide, operate, and maintain our platform and integrations Authenticate users and manage account access Monitor system performance and improve service reliability Offer customer support and respond to inquiries Send important updates, product notices, or security alerts Conduct analytics to improve usability and develop new features Send marketing communications (only if you’ve opted in) Comply with legal, regulatory, and contractual obligations We never sell or rent your personal data. Legal Bases for Processing We process your personal information based on one or more of the following legal grounds: Performance of a contract – to provide you the services you requested. Legitimate interests – to operate and improve our business. Consent – for marketing or optional features you choose to use. Legal obligation – where we are required by law. Data Storage and Security Your data is securely stored using reputable cloud infrastructure providers in data centers that comply with international security standards (ISO 27001, SOC 2, etc.). Security measures include: Encrypted data transmission (TLS 1.2+) Encrypted data at rest Access control and authentication policies Regular vulnerability assessments Logging and monitoring of system access We retain personal data only for as long as necessary to fulfill the purposes outlined in this Policy or as required by law. Sharing and Disclosure We may share your personal data with: Authorized employees and contractors bound by confidentiality Service providers (cloud hosting, payment gateways, analytics tools, CRM systems) Business partners assisting in customer onboarding or support Legal authorities, if required by law or in the event of a data security incident Where data is transferred to third parties, we ensure they adhere to privacy standards consistent with this Policy through Data Processing Agreements (DPAs). International Data Transfers If your data is transferred outside your region (e.g., to the United States or EU), we implement appropriate safeguards such as: Standard Contractual Clauses (SCCs) approved by the European Commission Verification that third parties maintain adequate data protection measures Cookies and Tracking Proactivox uses cookies and similar technologies to: Authenticate sessions Remember user preferences Analyze usage and improve performance You can control cookie settings through your browser. Detailed information is available in our Cookie Policy. Your Rights Depending on your location, you may have the right to: Access your personal data Request correction or deletion Restrict or object to processing Withdraw consent for marketing Request a copy of your data in portable format Lodge a complaint with a supervisory authority You can exercise these rights at any time by contacting privacy@proactivox.com Marketing Communications If you subscribe to our updates or newsletters, we may send you relevant information about our platform and services. You can opt out anytime by clicking “unsubscribe” or adjusting your account settings. Data Retention We retain user and platform data only as long as necessary for the purpose for which it was collected, unless a longer retention period is required by law or for legitimate business needs (e.g., dispute resolution, audits). Subprocessors We work with carefully selected third-party vendors (“subprocessors”) to provide our services (e.g., hosting, email delivery, billing). A current list of subprocessors is available upon request and updated as needed. Changes to This Policy We may update this Policy periodically to reflect changes in our practices or legal requirements. The latest version will always be available at proactivox.com/privacy-policy. Contact Us If you have any questions or concerns about this Privacy Policy, please contact us at: Proactivox CVR-nr 32434355 Email: privacy@proactivox.com Website: www.proactivox.com Address: Østre Havnevej 2, 5700 Svendborg, Denmark