Privacy
EIIƎ is operated by the IPGN Solutions (Trading company of Nirst Ltd) ("we" or "us"), We are the controllers of any personal data collected and processed in relation to EIIƎ platform and services provided by us. The privacy and security of your data is of utmost importance to us. We take the protection of your personal data seriously. Please review this Privacy Policy to understand how we handle your information. By using or accessing our Services, you acknowledge and accept the practices and policies outlined below. You consent to our collection, use, and sharing of your information as described in this Privacy Policy.
Collection of Information
We collect and process personal data in compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR). Personal data collected may include, but is not limited to:
- First name and last name,
- Email address,
- Contact information,
- Usage data telemetry,
- Parties you authorize, Access, or Authenticate.
Email Integration Data
When you connect your email account (Google Gmail or Microsoft) to EIIƎ, we access:
- Your email messages and settings (including filters and labels)
- Your primary email address
- Your profile information (name and profile picture)
- Additional profile data provided by the authentication provider (such as gender and language preferences, which we do not store or use)
Use of Information
The information collected is used for the purpose of providing and improving our services. We may use your personal data in the following categories:
- Provide and improve our services:
- Customize and personalize your experience:
- Communicate with you regarding our services:
- Analyse usage trends and preferences:
- Fulfil legal obligations and enforce legal terms:
- Cookies and Similar Technologies:
We use both session cookies, which expire after you close your browser, and persistent cookies, which remain on your device until they expire or you delete them. We use cookies for various purposes, such as to authenticate you, remember your preferences, and analyse your usage of our services.
You can control the use of cookies through your browser settings. However, please note that disabling cookies may limit your ability to use certain features of our services.
Data Sharing and Disclosure
We are committed to safeguarding your personal data and ensuring transparency in our data practices.
Email Provider Data Handling
We do not share, transfer, or disclose email provider data (Google or Microsoft) to third parties for purposes other than providing our services to you. Your email account information (including messages, settings, profile information, and email address) is used solely within the EIIƎ application to provide email integration features.
The only exceptions are:
- Our infrastructure and service providers (listed in the "Third-Party Service Providers" section below) who process data solely as part of providing our services
- When required by law or legal process
- With your explicit consent
Security of Your Data
We implement comprehensive security measures to protect your personal data, including data from email providers (Google and Microsoft):
- All data transmissions between your device and our servers are encrypted using SSL/TLS protocols
- Access to EIIƎ is restricted to users authenticated through trusted providers (Microsoft or Google) and authorized by your system administrator
- We follow industry best practices for securing web applications
- We conduct regular security audits of our systems
- Your data is stored in secure database infrastructure with encryption at rest
- We limit access to your email provider data to authorized personnel who need it to provide and improve our services
- We use secure authentication tokens and never store your Google account passwords
Voice & Audio Data
Certain features of the Platform allow you to use voice input as an alternative to manual text entry:
- Survey Voice Assistant — When you choose to use the voice-enabled survey mode, your speech is recorded in real-time, converted to text using a third-party speech-to-text service (Soniox), and processed by an AI model to extract survey responses. Audio is streamed directly to the speech-to-text service and is not stored by EIIE. Soniox does not retain audio or transcript data after processing and does not use your data to train its models.
- Voice Notes — When you record a voice note against a contact record, the audio file is uploaded to secure cloud storage (AWS S3, Frankfurt region). The audio is transcribed using Mistral AI (Voxtral Mini), a third-party AI service based in the EU. Voice note audio files are automatically deleted after 30 days. Transcriptions derived from voice notes are retained as part of the contact record until the contact is deleted or you request erasure.
Voice features are entirely optional. You may always use manual text input instead. Your use of voice features is based on your consent, which you may withdraw at any time by discontinuing use of voice features.
Your voice data is not used for biometric identification, speaker recognition, or authentication purposes. It is processed solely for the purpose of transcribing your speech into text.
AI-Assisted Features
The Platform includes AI-powered features that process your input using third-party AI services:
- Survey Voice Assistant — Your transcribed speech (not raw audio) is sent to an AI model to interpret your responses and populate survey fields. The AI model processes your input in real-time and does not retain it after generating a response.
- HAMI Help Assistant — When you use the in-app help assistant, your text queries and the assistant's responses are processed by an AI model hosted on Google Cloud (Vertex AI). Your conversation history is stored in our database to provide continuity across sessions.
We use AI-assisted features on the basis of legitimate interest (providing effective help and productivity tools) and consent (for voice-specific features). You are informed when interacting with an AI-powered feature.
Third-Party Service Providers (Sub-Processors)
In addition to our infrastructure providers, we use the following third-party services to deliver Platform features:
| Provider | Purpose | Data Processed | Data Location |
|---|---|---|---|
| Vercel | Web hosting | Application data | EU |
| Neon | Database services | All stored data | EU |
| AWS (S3) | File storage (voice notes, uploads) | Audio files, uploaded files | Frankfurt, Germany (eu-central-1) |
| Google Cloud (Vertex AI) | AI inference (survey assistant, HAMI) | Text prompts, transcribed speech | Belgium, EU |
| Soniox | Speech-to-text transcription | Audio streams (real-time, not stored) | EU |
| Mistral AI | Voice note transcription (Voxtral Mini) | Audio files | EU (Paris, France) |
| OpenAI | AI inference (when configured) | Text prompts, transcribed speech | EU (via OpenAI Ireland Ltd) |
| xAI | AI inference (when configured) | Text prompts, transcribed speech | EU (eu-west-1 region) |
These providers act as data processors on our behalf under appropriate data processing agreements. They process your data solely for the purpose of providing our services and do not use your data for their own purposes, including model training.
Data Retention
We retain different types of data for different periods:
| Data Type | Retention Period |
|---|---|
| Account and profile data | Duration of your account, plus any legal retention period |
| Voice note audio files | 30 days (automatically deleted) |
| Voice note transcriptions | Until the associated record is deleted or you request erasure |
| HAMI help assistant conversations | Until you request deletion or your account is closed |
| Survey session data | Until the survey session is deleted by your organisation |
| Usage and telemetry data | 12 months |
Your Rights
You have the right to request access to the personal data we hold about you. This includes information about the purposes of our processing, the categories of personal data we hold, the recipients of that personal data, and the retention period for that personal data. You can contact us to request a copy of the data we hold about you.
If the data we hold about you is out of date, incomplete, or incorrect, you can contact us to request that we correct or update it.
Under certain circumstances, you may also have the right to request that we erase your personal data. This will depend on the specific circumstances of our processing and any legal obligations we may have to retain the data.
You have the right to object to our processing of your personal data. This will depend on the specific circumstances of our processing and any legal obligations we may have to continue processing the data.
You also have the right to request that we transfer your personal data to another controller. This will depend on the specific circumstances of our processing and any technical feasibility of transferring the data.
In order to process any of these requests, we may need to verify your identity for your security. If you choose to have specific account or contact data erased, you may no longer be able to use our services.
To exercise these rights, please contact us using the contact information provided below.
Changes to this Privacy Statement
We reserve the right to update or change this privacy statement at any time. Any changes will be effective immediately upon posting on this page.
Contact Us
If you have any questions or concerns about this privacy statement or our data practices, please contact us at support@e2e-ipgn.com