Privacy policy

Introduction

At Wiikom, we attach particular importance to the protection of your personal data.

The trust you place in us to host your business data and run your automated call flows rests first and foremost on clarity about what we do with that data. We implement appropriate technical and organizational measures to ensure its security, confidentiality and integrity.

Our services (the wiikom.com website, the SaaS platform and AI phone agents) are intended for a professional (B2B) audience and are not intended for minors. We apply data minimization, strict access controls and priority hosting in the EU, and we govern essential data flows through GDPR-compliant contractual safeguards.

We process your data in compliance with Regulation (EU) 2016/679 (GDPR) and amended French Law No. 78-17 of January 6, 1978 (loi Informatique et Libertés). Wiikom operates at two levels of processing: as data controller (website management, SaaS accounts, invoicing, support, security) and as processor (when its customers use the platform for their own AI agents).

1. Processing covered

This policy applies to all processing carried out by Wiikom in connection with:

• the publication and operation of the wiikom.com website and its associated pages;
• the provision and use of the SaaS platform;
• the operation, on behalf of its customers, of AI phone agent services (inbound and/or outbound calls);
• the management of commercial and contractual relationships, support and invoicing;
• the management of job applications and requests sent to Wiikom.

Data subjects

• visitors and users of the website;
• prospects who request a demo or to be contacted;
• Wiikom customers and their authorized staff;
• individuals called by an AI agent operated on behalf of a customer;
• service providers and business partners;
• applicants for open positions.

2. Wiikom's role

Data controller

Wiikom acts in this capacity for its own purposes: publication and security of the website, creation and management of SaaS accounts, contractual relationship and invoicing, B2B prospecting (with a right to object), maintenance and improvement, and handling of rights requests sent directly to it.

Processor

When the customer uses the platform to process its own files or to deploy an AI agent that calls its contacts, Wiikom acts as a technical processor, on the customer's instructions. The customer determines the purpose and the legal basis with respect to the individuals called.

When Wiikom directly receives a request to “no longer be contacted”, it identifies the customer concerned and forwards the request to it without delay. Updating the database and stopping follow-up calls are the customer's responsibility.

3. Data collected and purposes

Website visitors and people who contact us

Data provided voluntarily (last name, first name, email, phone, company, job title, message), browsing data (IP address, pages viewed, cookies), chat data. Purposes: responding to requests, organizing a demo, ensuring website security, measuring audience (according to your cookie choices). Legal bases: legitimate interest and consent (non-essential cookies).

We use Google Analytics 4 (Google Ireland Limited) to measure the Site's audience, only after you have given your consent. The IP address is anonymized, the data is never used for advertising purposes and is retained for a maximum of 14 months. You may withdraw your consent at any time, as explained in our cookie policy.

SaaS platform customers and users

Account data, AI agent settings, usage and log data, billing data. Purposes: providing the service, securing access, managing the relationship and invoicing. Legal bases: performance of the contract, legitimate interest, legal obligation (invoicing).

Individuals called by an AI agent

This data is most often provided by Wiikom's customers (contact files, CRM, instructions). Wiikom acts as a processor. The following may be processed: identity and contact details, call audio (if enabled), transcription, summary, metadata (date, time, duration). The legal basis with respect to the individual called is determined by the customer.

Prospects, applicants, suppliers

Business contact details and data necessary for the relationship, processed on the basis of legitimate interest, pre-contractual measures or performance of the contract, as applicable.

4. Recipients

Your data is accessible only to authorized Wiikom teams (support, technical, billing, sales), on a need-to-know basis. We use processors to operate certain components (hosting, authentication, telephony, emailing, payment, CRM, AI); they act on our instructions, subject to contractual confidentiality and security obligations. We do not transfer your data to third parties for marketing purposes without your explicit consent.

5. Retention periods

Wiikom retains data only for as long as necessary for the purposes pursued, plus the applicable statutory periods.

6. Transfers outside the EU

Wiikom hosts and processes data in France. Where certain essential technical components involve processing outside the EU/EEA, we apply GDPR-compliant safeguards:

• use of the European Commission's Standard Contractual Clauses (SCCs), supplemented where necessary by additional measures (minimization, encryption, shorter retention periods);
• systematic minimization of the data transmitted, never the customer's full database;
• preference, where available, for EU-region or zero-retention offerings.

If the customer connects the platform to its own tools (CRM, calendar, telephony), any additional transfers are its own doing and under its control. In the event of a lawful request from a competent authority, Wiikom transmits only the data strictly required and informs the customer where permitted.

7. Security

Wiikom implements appropriate technical and organizational measures (Art. 32 GDPR):

• awareness training for authorized staff and management of access rights based on least privilege;
• incident response, backup/restore and notification procedures;
• secure authentication, passwords never stored in plain text, segmentation of environments;
• encryption of data in transit (HTTPS/TLS), firewalls, intrusion detection, antivirus;
• regular backups, proactive monitoring and logging of security events;
• continuous updating of components and data breach management processes.

8. Your rights

In accordance with the GDPR and the French Data Protection Act, you have, as applicable, the rights of access, rectification, erasure, objection (in particular to prospecting), restriction, portability, and the right to set instructions regarding your data after your death.

To exercise your rights: contact@wiikom.com. Please specify the right being exercised, the scope concerned, a reply address and any information identifying the processing (e.g. date/time of a call). We respond within one month, which may be extended by two months in complex cases.

Where your data is processed on behalf of a customer (e.g. you were called on behalf of a client company), that customer is the data controller: we forward your request to it and provide technical assistance. If, after contacting us, you believe that your rights have not been respected, you may lodge a complaint with the CNIL (www.cnil.fr).

9. Changing your choices

Prospecting: unsubscribe link at the bottom of every email, or a request to contact@wiikom.com. We keep a record of your unsubscription (opt-out list).

Cookies: you can configure your browser, withdraw your consent via the banner, or allow only strictly necessary cookies.

10. Changes to this policy

This policy may change (legal developments, a new service or processor, changes in our security practices). In the event of a substantial change, Wiikom may inform you by any appropriate means. The most recent version is always the one available on wiikom.com.