Privacy Policy

Actyve is a business tool. It is used by a company's sales representatives to follow up on their prospects. The data it holds belongs to that company: the company decides what is collected and why. Actyve SRL provides and operates the tool on the company's behalf, on its instructions.

For the purposes of the GDPR, the client company is the data controller and Actyve SRL is the data processor.

Actyve SRL — Rue Delwaide 60/5, 4681 Oupeye, Belgium — company number BE1015964340.

For any question or request about your data: security@mail.actyve.ai.

If you are a prospect or a customer of the company

• Your contact details: name, email, phone, company, address.
• The sales follow-up concerning you: pipeline stage, amount, tasks, appointments, notes written by the sales representative.
• If a representative uses meeting notes during an appointment: the audio recording of the conversation, its transcript and its summary. The representative must inform you before recording. The audio is deleted as soon as the transcript is produced.

If you use the application (sales representative)

• Your professional identity: name, email, photo, role.
• Your connected devices: the device type and the date of last activity, so that you can remotely sign out a lost phone. Neither your IP address nor your location.
• If you connect your calendar, busy slots are read from it to avoid double bookings.

• No advertising, no advertising profiling.
• No analytics tool, no third-party tracker, no sharing for commercial purposes.
• No automated decision producing legal effects within the meaning of Article 22 of the GDPR. After an appointment, the assistant proposes follow-up actions in the representative's CRM and waits for human confirmation before applying them, whether that means moving the opportunity, marking it lost, recording an amount or scheduling an appointment. Only the creation of a reminder task happens directly, and it remains cancellable in one click. None of this produces legal effects on the data subject.
• No sale or rental of data, to anyone.

• Appointment audio: deleted as soon as the transcript is produced; at most 7 days if the analysis failed.
• Appointment transcript: automatically deleted after 90 days. Only the summary, already saved to the prospect's record, is kept beyond that.
• Records and sales follow-up: kept for as long as the client company keeps them in its CRM. The company sets that duration.
• Session: 90 days, extended on each visit, revocable at any time from your settings.
• On your phone: data viewed offline is erased on sign-out, and automatically after 7 days.

Only technical providers necessary to operate the service, bound by contract and forbidden from using the data for any other purpose:

• GoHighLevel (United States) — the client company's source CRM, where the data originates.
• Scaleway (France) — database hosting, assisted drafting, appointment summaries and their follow-up actions, translation of your notes, the team feed messages when you call the assistant there, the market trends drawn from the team's notes for managers and, for the voice assistant, the transcription of your voice and the understanding of your requests.
• Mistral AI (France) — transcription of appointment audio, distinguishing between speakers.
• Microsoft Azure (France, Paris region) — speech synthesis of the voice assistant's replies (the text of the replies only, never your voice).
• Cartesia (United States) — speech synthesis of the voice assistant's replies when that voice is the active one (the text of the replies only, never your voice).
• Google or Apple (United States), depending on your browser — when you record an appointment from a web browser, its speech service writes the text as you speak, and that text is used for the summary. The mobile app does not go through them.
• Vercel — application hosting, executed in Europe (Paris).
• Resend (United States) — sending sign-in codes to sales representatives. No prospect data.

Transfers outside the European Union are covered by the European Commission's standard contractual clauses. One exception to be aware of: the browser's speech service is called by the browser itself, under the agreement between you and its vendor, and not by Actyve under a processing contract. You can avoid it by using the mobile app, or a browser that does not offer one.

An external-tool connector also exists: an account manager can link the tool of their choice (an MCP client) to read their account's data and add tasks, notes or an assignment. The client company chooses that tool and triggers each transfer, under its own responsibility: Actyve sends nothing to that third party on its own initiative and does not choose it. Appointment recordings never go through it. A connector can be cut off at any time from “Connected devices”.

You have the right of access, rectification, erasure, restriction, objection and portability.

⚠️ Since the data belongs to the company that contacted you, address your request to that company first: it is the company that decides. If you do not know who to contact, write to us at security@mail.actyve.ai and we will pass it on.

You may lodge a complaint with the Belgian Data Protection Authority, Rue de la Presse 35, 1000 Brussels — dataprotectionauthority.be.

To delete your user account: follow this procedure.

• Encryption of communications, and of stored access secrets.
• Passwordless sign-in (one-time code), passcode and biometric lock on mobile.
• Each representative sees only what their company allows them to see; the data of two client companies never mix.
• An appointment transcript is accessible to the representative who recorded it and to the managers of their company, who can also delete it. No one else in the application has access to it.
• Ability to remotely sign out a lost or stolen device.