Privacy Policy

1. Who We Are

Assist-CX ("we", "us", "our") is a custom software development service specialising in internal tools for Zendesk-based support teams. We are operated by Valentin Vina, based in Romania. For any privacy-related enquiries, contact us at [email protected].

2. What Data We Collect

We only collect data that is necessary to deliver our services. This may include:

• Contact information — name, email address, phone number, and company name provided when you reach out to us.
• Project data — information you share with us during scoping, including Zendesk configuration details, workflow descriptions, and sample data needed to build your tools.
• Communication records — emails, WhatsApp messages, and other correspondence related to your project.
• Website usage data — basic analytics such as page visits and demo previews, collected anonymously without tracking individuals.

We do not collect payment card details directly — all payments are processed through secure third-party invoicing tools.

3. How We Use Your Data

Your data is used solely for the following purposes:

• To respond to your enquiries and scope your project
• To deliver, test, and support the tools we build for you
• To issue invoices and manage project billing
• To communicate project updates, timelines, and deliverables
• To comply with legal obligations where required

We will never use your data for marketing to third parties, sell it to data brokers, or use it for any purpose beyond what is described above.

4. How We Protect Your Data

We take the security of your data seriously. Our protective measures include:

• Access control — project data is only accessible to the individuals directly working on your project. No data is shared internally beyond what is necessary.
• Encrypted communications — all email and file transfers use TLS encryption in transit.
• Secure storage — project files and client data are stored in password-protected, access-controlled environments.
• No unnecessary retention — once a project is complete and signed off, we do not retain your operational data beyond what is needed for legal or support purposes.
• No third-party sharing — we do not share your data with any third party except where strictly required to deliver the service (e.g. a hosting provider you have chosen).

5. Zendesk & Client System Data

During development, we may require read access to your Zendesk instance to build and test tools against real data structures. This access is:

• Granted explicitly by you via API token or OAuth — never obtained without your knowledge
• Used only for development and testing purposes
• Revoked by you at project completion — we will remind you to do so
• Never used to extract, copy, or store your customer data beyond what is needed for testing

Any sample or anonymised data shared for development purposes is deleted from our systems upon project delivery unless you request otherwise.

6. Data Retention

We retain client contact and project records for up to 3 years after project completion for accounting and legal compliance purposes. Communication records (email, WhatsApp) may be retained for up to 2 years. You may request deletion of your data at any time — see Section 8 for your rights.

7. Cookies & Website Tracking

This website does not use advertising cookies or cross-site tracking. We may use minimal, privacy-respecting analytics to understand how visitors interact with the site (e.g. which demo pages are viewed). No personally identifiable information is collected through website analytics. No data is shared with advertising networks.

8. Your Rights

Under GDPR and applicable Romanian data protection law, you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct inaccurate or incomplete data
• Erasure — request deletion of your personal data where there is no legitimate reason to retain it
• Restriction — ask us to limit how we use your data in certain circumstances
• Portability — receive your data in a structured, machine-readable format
• Objection — object to processing of your data for specific purposes

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

9. Data Breach Notification

In the unlikely event of a data breach that affects your personal data, we will notify you within 72 hours of becoming aware of the breach, in accordance with GDPR requirements. We will provide details of what data was affected, the likely consequences, and the measures we are taking to address it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any significant changes will be communicated to active clients by email. The "Last updated" date at the top of this page will always reflect the most recent revision. Continued use of our services after changes are posted constitutes acceptance of the updated policy.

11. Contact & Complaints

For any privacy concerns or data requests, contact us at [email protected]. If you are not satisfied with our response, you have the right to lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP) at www.dataprotection.ro.