Privacy policy

Information we collect

We only collect what we need to respond to you and run the service:

• Enquiry details — what you submit through our contact form: your name, business, email, phone number and what you tell us you’re trying to solve.
• Account & workspace data — if you become a customer, the data you and your team enter into your workspace: customers, bookings, schedules, records, people, and any custom fields you add.
• Conversations with the assistant — the messages you send the assistant and its replies, including the actions it took, so you have a history and an audit trail.
• Activity records — a log of actions taken in your workspace: what changed, who changed it, and when. This is a product feature as well as a security one.
• Basic technical data — standard information your browser sends, such as approximate location and device type, used to keep the service secure and working.

How your data is separated from other organisations'

HexSuite is a single application serving many organisations, and your data is stored in shared infrastructure rather than on a server of your own. We think you should know exactly what that means rather than having to guess from a marketing page.

Separation is therefore enforced in software rather than by physical isolation. We test it as a rule of the system rather than assuming it, and access to the underlying database is limited to the small number of people who need it to operate and support the service.

AI processing

The assistant is powered by a third-party large language model provider. When you ask it something, the relevant part of your workspace data is sent to that provider so it can answer. That means:

• What’s sent — your message, recent conversation, and the results of the actions the assistant ran to answer you. Not your whole workspace.
• What it can reach — only what you can. The assistant runs with your permissions and your organisation’s boundary, so it cannot retrieve data you wouldn’t be shown yourself.
• Training — we use our provider’s business API, under terms where data submitted through it is not used to train their models. We do not use your data to train models of our own.
• Changing provider — if we change model provider we’ll update this page and tell customers before the change takes effect.

If you would rather certain information never reached a model provider, don’t put it in fields the assistant can read — and talk to us, because we’d rather know.

How we use it

We use the information to:

• reply to your enquiry and arrange a call;
• operate, support and improve the platform;
• answer your requests through the assistant;
• meter AI usage so it can be capped and billed accurately;
• keep our systems secure and troubleshoot problems;
• send service-related messages about your account.

We do not sell your information, and we don’t use it for advertising.

Who else is involved

We share information only with the service providers that make HexSuite work, and only to the extent needed to provide it — application and database hosting, our AI model provider, and email delivery. We may also disclose information where we’re required to by law.

Keeping and deleting your data

We keep your information for as long as you’re in touch with us or using the service, and for a reasonable period afterwards. You can ask us to delete your data at any time — on request we will delete the personal data we hold about you and, for customers, your workspace data, apart from anything we’re required to keep by law. You can also export your data at any point, whether or not you’re leaving. Email us and we’ll take care of it.

Cookies

This site uses only the cookies needed for it to function — principally the one that keeps you signed in. We don’t use third-party advertising or tracking cookies.

Changes

We may update this policy from time to time. When we do, we’ll change the date at the top of this page, and for material changes we’ll tell customers directly.

Contact

Questions about your data, or want it deleted? Email us at info.hexsuite@gmail.com.