Privacy Policy

Last updated: 12.9.2024

Version Number: 3.0

1. Introduction

This Privacy Policy explains how Foxie.ai ("we," "us," or "our") collects, uses, shares, and protects personal data in accordance with the EU's General Data Protection Regulation (GDPR). We are committed to respecting your privacy and handling your personal data transparently and securely.

2. Data Processor

Company Name: Foxie.ai (Repo Work Ltd)

Address:

Platform6
Åkerlundinkatu 8
Tampere, Pirkanmaa 33100
Finland

Email: privacy@Foxie.ai
Phone: (+358) 045 490 8082

3. Contact Information

For any questions regarding this Privacy Policy or our data processing practices, please contact us at:

Email: privacy@Foxie.ai
Phone: (+358) 045 490 8082

4. Legal Basis for Processing

We process personal data based on the following legal grounds under the GDPR:

  • Contractual Necessity: To fulfill our obligations under contracts with our customers (marketing agencies) and provide our services. For detailed terms, please refer to our General Terms and Conditions.

  • Legitimate Interests: To operate and improve our services, including sending feedback requests and analyzing customer satisfaction data.

  • Consent: When required, we obtain consent for specific processing activities, such as sending marketing communications.

5. Purpose of Processing

We use personal data for the following purposes:

  • Providing Services: To deliver and maintain our client feedback automation platform. Detailed processing activities are outlined in our Description of Processing Activities.

  • Communication: To send feedback requests and reminders on behalf of our customers.

  • Data Analysis: To analyze feedback responses and generate insights and reports.

  • User Account Management: To manage user accounts and provide customer support.

  • Service Improvement: To enhance our platform based on user interactions and feedback.

6. Types of Personal Data Collected

We may collect and process the following categories of personal data:

Service Users (Users of Foxie.ai platform):

  • Name

  • Email address

  • Job title and position

  • Company name

  • Login credentials (hashed passwords)

  • User activity logs

End Customers and Internal Employees:

  • Name

  • Email address

  • Company affiliation

  • Associated projects and services

  • Feedback responses (including textual comments)

  • Communication preferences

Technical Data:

  • IP address

  • Device and browser information

  • Cookies and tracking data



7. Methods of Data Collection

We collect personal data through the following methods:

  • Directly from Users:

    • When users register for an account or update their profile.

    • Through customer support interactions via email or telephone.

  • From Customers (Marketing Agencies):

    • Manual import of contact details.

    • Integration with CRM systems or other databases (future functionality).

  • From End Customers and Internal Employees:

    • Via feedback surveys and responses to feedback requests.

  • Automated Technologies:

    • Collection of technical data through cookies, tracking pixels, and similar technologies when users interact with our platform.

8. Data Sharing and Disclosure

We may share personal data with third parties in the following categories for the purposes described:

  • Service Providers:

    • Email Service Providers (e.g., SendGrid) to send feedback requests and communications.

    • Cloud Hosting Providers (e.g., Amazon Web Services, Microsoft Azure) for data storage and processing.

    • Analytics Providers to analyze platform usage and improve our services.

  • Legal and Regulatory Authorities:

    • When required by law, regulation, or legal process.

All data sharing with processors is governed by our Terms and Conditions for Processing Personal Data, which outlines the obligations and responsibilities of both parties regarding personal data protection. We ensure that all service providers adhere to strict data protection and confidentiality obligations. Personal data is not sold or rented to third parties for marketing purposes.


10. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including any legal, accounting, or reporting requirements. The criteria used to determine retention periods include:

  • Contract Duration:

    • Personal data is retained for the duration of the contract with our customer and is deleted afterward upon the customer's request or as part of our standard data retention policy.

  • Legal Obligations:

    • To comply with applicable laws and regulations requiring retention of certain data.

For more detailed information on our data retention practices, please refer to our General Terms, and Terms and Conditions for Processing Personal Data.

11. Data Security

We implement appropriate technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. Our security practices include:

  • Encryption:

    • Data in transit is protected using SSL/TLS encryption protocols.

    • Sensitive data at rest is encrypted where applicable.

  • Access Controls:

    • Strict access controls with role-based permissions.

    • Two-factor authentication for user accounts.

  • Secure Infrastructure:

    • Data is hosted on secure servers provided by reputable cloud service providers (Amazon Web Services, Microsoft Azure) with certifications such as ISO 27001 and SOC 2.

  • Employee Training:

    • Staff members are trained on data protection and privacy best practices.

  • Monitoring and Testing:

    • Regular security assessments, vulnerability scanning, and penetration testing.

For detailed information on our security measures, please see our Information Security Policy and Incident Management.

Despite our efforts, no security measures are completely secure. We encourage users to protect their account credentials and to notify us immediately of any unauthorized use.

12. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience on our platform, analyze usage patterns, and deliver personalized content. Cookies are small text files stored on your device when you visit a website.

Types of Cookies Used:

  • Essential Cookies:

    • Necessary for the functioning of the platform.

  • Analytics Cookies:

    • Help us understand how users interact with our platform.

  • Marketing Cookies:

    • Used for delivering relevant advertisements.

You can manage your cookie preferences through your browser settings. However, disabling certain cookies may affect the functionality of the platform. For more information, please refer to our Cookie Policy.

13. Your Rights Under GDPR

You have the following rights regarding your personal data:

  • Right to Access:

    • Request confirmation of whether we process your personal data and access to the data we hold about you.

  • Right to Rectification:

    • Request correction of inaccurate or incomplete personal data.

  • Right to Erasure ("Right to be Forgotten"):

    • Request deletion of your personal data under certain circumstances.

  • Right to Restrict Processing:

    • Request that we limit the processing of your personal data in certain situations.

  • Right to Data Portability:

    • Receive your personal data in a structured, commonly used, and machine-readable format, and transmit it to another controller.

  • Right to Object:

    • Object to the processing of your personal data based on legitimate interests or for direct marketing purposes.

  • Rights Related to Automated Decision-Making:

    • Not to be subject to decisions based solely on automated processing, including profiling, that produce legal effects concerning you.

To exercise your rights, please contact us at privacy@Foxie.ai. We may need to verify your identity before processing your request. We will respond within one month, in accordance with GDPR requirements.

14. Supervisory Authority

If you believe that our processing of your personal data violates applicable data protection laws, you have the right to lodge a complaint with the data protection authority in your country of residence. In Finland, you can contact the Office of the Data Protection Ombudsman.

Office of the Data Protection Ombudsman
Ratapihantie 9
00520 Helsinki
Finland
Website: www.tietosuoja.fi
Phone: +358 29 566 6700
Email: tietosuoja@om.fi

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any significant changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy regularly.

Contact Us

If you have any questions or concerns about this Privacy Policy or our data processing practices, please contact us:

Email: privacy@Foxie.ai
Phone: (+358) 045 490 8082

Address:

Foxie.ai (Repo Work Ltd)
Platform6
Åkerlundinkatu 8
Tampere, Pirkanmaa 33100
Finland