Privacy Policy

1. Information We Collect

1.1 Account and Profile Information

When you sign up or are added to an organization on AsynX, we collect:

• Full name and display name
• Email address
• Phone number
• Profile photo (if provided)
• Job title, department, and role within your organization
• Organization name and details

1.2 Organization Data

When an organization uses AsynX, the following data may be created and stored:

• Organizational structure (teams, groups, reporting hierarchies)
• Member profiles and employment details
• Check-in submissions and responses
• Attendance and time tracking records
• Event details and participation records
• Learning and training records
• Form submissions
• Shift and scheduling records
• Inventory records
• Performance data and analytics
• Badges and awards

1.3 Messaging and Communication Data

When you interact with AsynX through messaging platforms, we collect:

• Messages sent to and received from our business accounts on connected messaging platforms
• Message metadata (timestamps, delivery status, read receipts)
• Interactive workflow responses (such as check-in submissions via messaging platforms)
• Notification preferences and quiet hours settings

1.4 Usage and Technical Data

We automatically collect:

• IP address and approximate location
• Browser type and version
• Device type and operating system
• Pages visited and features used within the Service
• Timestamps of actions and session duration
• Error logs and performance data
• Audit logs (who accessed what and when, for security and accountability)

1.5 Cookies and Similar Technologies

We use cookies and similar tracking technologies to maintain sessions, remember preferences, and understand how the Service is used. See Section 9 for details.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Create and manage user accounts and organization workspaces
• Process check-ins, submissions, and other organizational workflows
• Send notifications, reminders, and broadcasts through connected communication channels
• Generate analytics and reports for organization administrators
• Respond to support requests and communicate with you about the Service
• Detect, prevent, and address technical issues, fraud, or abuse
• Comply with legal obligations
• Improve and develop new features for the Service
• Generate anonymized, aggregated datasets for internal analysis and to train and improve our AI features
• Monitor system health, debug issues, and maintain platform reliability
• Maintain audit logs and access records for security purposes

2.1 Internal Access

Authorized SevenX Ltd personnel may access Customer data, including Organization data, when necessary to provide customer support, investigate and resolve technical issues, debug production problems, respond to abuse or security incidents, and ensure platform reliability. Access is limited to what is needed for the task at hand and is logged for accountability.

2.2 Platform Communications

We may contact you directly (outside of your Organization's messaging) for service-related purposes such as account notifications, security alerts, billing information, maintenance windows, and product updates. You may opt out of non-essential communications at any time, but service-critical messages (such as security alerts and billing notices) cannot be opted out of.

2.3 Usage Analytics

We track feature usage, user behavior patterns, session activity, and engagement metrics across the platform to understand how the Service is used, identify issues, and inform product development. This data is used internally and is not shared with third parties in identifiable form.

We do not train AI models on identifiable customer data. Any data used for AI training or internal analysis is first anonymized and aggregated so that it cannot be linked back to any individual or organization.

We do not sell your personal information to third parties. We do not use your data for advertising purposes.

3. Multi-Tenant Data Isolation

AsynX is a multi-tenant platform. Each organization's data is logically isolated and accessible only to members of that organization based on their assigned roles and permissions. Organization administrators control who has access to what data within their workspace.

Your membership in one organization does not grant any other organization access to your data. If you belong to multiple organizations on AsynX, each organization only sees the data relevant to your membership in that specific organization.

4. How We Share Your Information

We share your information only in the following circumstances:

4.1 Within Your Organization

Your profile information, check-in submissions, and other activity data is visible to members of your organization based on the role and permission settings configured by your organization's administrators.

4.2 Service Providers

We use third-party service providers to operate the Service. These providers process data on our behalf and are contractually obligated to protect your information. Categories of service providers include:

• Hosting and infrastructure for storing and serving application data
• Authentication providers for secure account access
• Messaging providers for WhatsApp, SMS, and other communication channels
• AI providers for features such as summaries and document processing
• Analytics providers for understanding usage patterns

We evaluate all service providers for appropriate security and data protection practices before engaging them.

4.3 Legal Requirements

We may disclose your information if required to do so by law, in response to a valid legal process, or to protect the rights, property, or safety of SevenX Ltd, our users, or the public.

4.4 Business Transfers

If SevenX Ltd is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

5. Messaging and Communication Data

5.1 Third-Party Messaging Platforms

AsynX integrates with third-party messaging platforms (e.g., WhatsApp, Slack, Telegram) to send and receive messages, notifications, and interactive workflows. When you interact with AsynX through these platforms:

• Your phone number and messages are processed by the underlying platform provider and any intermediary messaging service providers in accordance with their respective privacy policies and data processing terms.
• The platform provider may receive, store, and process messages on its own infrastructure as part of delivering the messaging service. This includes message content, metadata, and delivery information. Their handling of this data is governed by their own privacy policies, which are separate from this policy.
• Interactive workflow responses (such as check-in submissions) are received by our servers and stored as part of your organization's data.
• Message content is encrypted in transit using industry-standard encryption protocols.
• We do not read or access personal conversations outside of messages sent directly to our business accounts on these platforms.

5.2 Consent and Opt-In

We only send messages to users who have consented to receive them. Consent is obtained in one of the following ways:

• When a member is added to an Organization on AsynX and their phone number or messaging account is registered for communications by their Organization administrator
• When a member voluntarily connects their messaging account through the AsynX platform
• When a user initiates a conversation with one of our business accounts on a messaging platform

By providing your contact information and using the Service, you acknowledge that your Organization may enable messaging-based communications including notifications, reminders, check-in prompts, and interactive workflows. Your Organization administrator is responsible for ensuring that members are informed about messaging communications as part of their use of the Service.

5.3 Messaging Controls

Organization administrators can configure messaging frequency, quiet hours, and notification preferences. You can also set your own quiet hours and opt out of non-critical notifications. Our platform enforces messaging limits to prevent excessive communication.

5.4 Opt-Out

You can stop receiving messages from AsynX at any time by:

• Adjusting your notification preferences within the AsynX platform
• Contacting your organization administrator
• Sending "STOP" to any of our messaging platform business accounts
• Contacting us through our Contact Page

6. Data Retention

6.1 Active Accounts

We retain your data for as long as your account is active and your organization maintains an active subscription.

6.2 Account Deletion

When you or your organization administrator removes your membership:

• Your personally identifiable information (name, email, phone number) is deleted.
• Activity records (check-in submissions, form responses, etc.) are anonymized rather than fully deleted to preserve organizational data integrity and reporting accuracy.
• Anonymized records cannot be traced back to you.

6.3 Organization Closure

When an organization cancels their subscription or requests account closure:

• All organization data is retained for 90 days to allow for reactivation or data export.
• After 90 days, all data including member profiles, submissions, and organizational records is permanently deleted.

6.4 Integration Uninstallation

If your organization uninstalls an AsynX integration (such as a messaging platform app or workspace connection):

• Associated integration data is retained for 90 days.
• After 90 days, integration-specific data is permanently deleted.
• Core AsynX platform data is unaffected by integration uninstallation.

7. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption of data in transit using TLS 1.2 or higher
• Encryption of data at rest at the database level
• Role-based access controls within the platform
• Logical data isolation between organizations
• Encrypted key exchange for messaging endpoints
• Access to production systems restricted to authorized personnel
• Regular security reviews and updates

While we take reasonable steps to protect your information, no method of transmission or storage is 100% secure. If you become aware of a security incident, contact us immediately through our Contact Page.

8. Your Rights

You may have the following rights regarding your personal data, subject to applicable laws in your jurisdiction:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that we correct inaccurate or incomplete data.
• Deletion: Request that we delete your personal data, subject to our retention policies and legal obligations.
• Portability: Request your data in a structured, machine-readable format.
• Restriction: Request that we limit how we process your data.
• Objection: Object to the processing of your data in certain circumstances.
• Withdraw Consent: Where processing is based on consent, withdraw your consent at any time.

To exercise any of these rights, contact us through our Contact Page. We will respond within 30 days.

Some rights may be limited where your data is managed by your organization. In such cases, contact your organization administrator first.

9. Cookies

9.1 What We Use

• Necessary cookies: Session management, authentication, and security. These are required for the Service to function.
• Functional cookies: User preferences and settings. These improve your experience.
• Analytics cookies: Understanding usage patterns and improving the Service.

9.2 Your Choices

You can control cookies through your browser settings. Disabling necessary cookies may prevent you from using parts of the Service. We do not use cookies for advertising or third-party tracking.

10. International Data Transfers

Your data may be processed in jurisdictions other than your own. When we transfer data internationally, we ensure appropriate safeguards are in place in accordance with applicable data protection laws.

11. Children's Privacy

AsynX is not intended for use by individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have collected data from a child, contact us through our Contact Page and we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will notify you through the Service or by email. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or how we handle your data, reach out through our Contact Page.

AsynX is a product of SevenX Ltd. © 2026 SevenX Ltd. All rights reserved.