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INTRODUCTION

Welcome to the MaxContact Website Privacy Notice. MaxContact is a trading name of Trivoni Software Ltd.

MaxContact respects your privacy and is committed to protecting your personal data. This Notice explains how we look after your personal data when you visit our website (wherever you visit from), and tells you about your privacy rights and how the law protects you.

We may update this Notice from time to time. Please re-visit this page to check for any changes.

IMPORTANT INFORMATION AND PURPOSE OF THIS NOTICE

This Notice tells you how MaxContact collects and processes your personal data through our website (www.maxcontact.com), including data you may provide through our contact and enquiry forms.

This website is not intended for children, and we do not knowingly collect data relating to children.

Please read this Notice together with any privacy or information-security notices we may provide on specific occasions during ongoing communications. This Notice supplements those notices and does not override them.

CONTROLLER

Trivoni Software Ltd is the controller and responsible for your personal data (collectively referred to as "Trivoni", "MaxContact", "we", "us" or "our" in this Notice).

We have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions in relation to this Notice. If you have any questions, or if you would like to exercise any of your rights, please contact the DPO using the details below.

CONTACT DETAILS

Data Protection Officer

MaxContact (Trivoni Software Ltd)

Blackfriars House, St Mary's Parsonage, Manchester M3 2JA

DPO@maxcontact.com

0330 159 6570

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection (www.ico.org.uk). If you have concerns, we would appreciate the chance to deal with them first - please contact us before escalating to the ICO.

CHANGES TO THIS NOTICE

This version was last updated in May 2026. Previous versions can be requested by contacting the DPO.

YOUR DUTY TO INFORM US OF CHANGES

We frequently contact our customers, contacts and prospects, so we appreciate it if you let us know when your details change. It is important that we hold accurate and current information.

LINKS TO OTHER WEBSITES

Our website may contain links to other sites. Once you follow a link to a third-party site, we have no control over that site. We are not responsible for the protection or privacy of any information you provide on third-party sites, and they are not covered by this Notice. Please review the privacy notice of any site you visit.

DATA WE COLLECT

Under the UK GDPR, "personal data" means any information relating to an identified or identifiable natural person - for example a name, an identification number, location data, or an online identifier.

Through the contact forms on this website we may collect the following:

IDENTITY DATA

•       Name(s) - required

•       Company name - required

•       Email - required

•       Contact number(s)

PROFILE DATA

•       How you found us

•       Number of agents

USAGE DATA

•       Cookies and technical data (see the Cookies section below)

We use this information to understand your needs and to provide a relevant service. We may periodically send marketing communications about our products, services, offers or content using the email address provided. You can unsubscribe at any time.

We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data under the law, because it does not directly or indirectly reveal your identity. If we combine or connect aggregated data with your personal data so that you can be identified, we treat the combined data as personal data and use it in line with this Notice.

We do not collect Special Categories of personal data through this website (this includes information about protected characteristics under the Equality Act 2010, political opinions, trade-union membership, health, or genetic or biometric data).

HOW YOUR PERSONAL DATA IS COLLECTED

We use the following methods to collect data:

•       Direct interactions. You may willingly give us information when you complete a form on www.maxcontact.com, request a demo, sign up to a newsletter, or otherwise contact us.

•       Automated technologies. As you browse our website, we may automatically collect Usage Data through cookies, server logs and similar technologies. See the Cookies section.

•       Third parties and public sources. We may receive Usage Data from analytics providers (e.g. Google Analytics) and from advertising and marketing-automation platforms we use. We may receive contact data from publicly available business sources.

HOW WE USE YOUR PERSONAL DATA

We will only use your personal data where the law allows us to. Most commonly we rely on the following lawful bases:

•       Our legitimate interests - for example, understanding how our website is used so we can improve it, and contacting business prospects about products and services that may be relevant - and where your interests or rights do not override ours.

•       Compliance with a legal or regulatory obligation.

•       Your consent - for example, where you submit a contact form or opt in to marketing emails. You can withdraw consent for marketing at any time using the unsubscribe link or by contacting the DPO.

AI FEATURES ON THE WEBSITE

MaxContact uses artificial intelligence (AI) in a small number of clearly defined places on our website. This section explains where, why, and what we do with your data when AI is involved.

•       AI-assisted chatbot. We may offer an AI-assisted chatbot on the website to answer common questions and route enquiries. When you interact with the chatbot, your messages are processed by our AI provider so that a response can be generated. We do not use chatbot conversations to train our or our provider's foundation models. Conversation logs are retained for a short, defined period for quality and security purposes - see our Data Retention Policy.

•       AI-driven personalisation. Where you have given consent for performance and marketing cookies, we may use AI to personalise the content shown to you on the website - for example, the resources or case studies surfaced on a page. Personalisation is based on aggregate signals and does not produce decisions that have legal or similarly significant effects on you.

•       AI analytics. We use AI within our analytics and marketing tooling to identify trends and to improve our content. Where this involves personal data, it is processed under our legitimate interests and is subject to the same safeguards as our other analytics.

•       Your rights apply. AI does not change your rights under the UK GDPR. You can ask for access, correction or deletion of personal data that has been processed by AI on our website in the same way you would for any other data - see Your Legal Rights below.

•       No automated decisions with legal effects. We do not use AI on this website to make automated decisions that produce legal effects concerning you or that significantly affect you in a similar way.

COOKIES

A cookie is a small text file placed on your device by a website. Cookies hold information that can be read later by a server in the domain that issued the cookie. Some cookies are essential, some support analytics, and some support marketing.

YOUR CHOICES

When you first visit the website you are shown a cookie banner. You can accept all cookies, reject non-essential cookies, or choose categories. You can change your choices at any time via the "Cookie preferences" link in the footer of the website. Strictly necessary cookies are always on because the site cannot function correctly without them.

CATEGORIES OF COOKIES WE USE

MANAGING COOKIES IN YOUR BROWSER

You can also manage cookies through your browser settings. Below are links to common browsers - these are provided for convenience and we are not responsible for third-party content.

•       Mozilla Firefox - Firefox Help: enable and disable cookies.

•       Google Chrome - Chrome Help: clear, allow and manage cookies.

•       Microsoft Edge - Microsoft Support: browsing data and privacy.

•       Apple Safari - Apple Support: manage cookies and website data.

If you disable some cookies, parts of the website may not work as expected.

CHANGE OF PURPOSE

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so.

Where the law permits or requires it, we may process your personal data without your knowledge or consent - for example, in response to a lawful request from law enforcement.

DATA SECURITY

We have put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered, or disclosed. We limit access to your personal data to those employees, contractors and third parties who have a business need to know.

MaxContact operates an Information Security Management System certified to ISO/IEC 27001:2022 by BSI (the British Standards Institution). Our certificate number is IS695173. We also operate a certified ISO 9001:2015 Quality Management System.

DATA RETENTION

We will only hold the personal data collected via our website for as long as necessary to fulfil the purposes set out in this Notice, or until you ask us to delete it. If you become a customer after submitting a contact form, retention of your personal data is governed by the contract agreed between us. Full retention details are set out in our Data Retention Policy.

YOUR LEGAL RIGHTS

Under the UK GDPR you have the following rights in respect of your personal data:

•       Request access to your personal data (a "data subject access request").

•       Request correction of any incomplete or inaccurate data we hold about you.

•       Request erasure of your personal data where there is no good reason for us to continue processing it.

•       Object to processing of your personal data where we are relying on legitimate interests and you have grounds to object, or where we are processing your data for direct marketing.

•       Request restriction of processing in defined circumstances - for example, while we verify the accuracy of data or the legitimacy of processing.

•       Request transfer of your personal data to you or to a third party in a structured, commonly used and machine-readable format (data portability).

•       Withdraw consent at any time, where we are relying on consent. This will not affect the lawfulness of processing carried out before you withdraw consent.

To exercise any of these rights, please contact the DPO using the details in the Contact Details section.

EXTERNAL THIRD PARTIES

ANALYTICS TOOLS

Google Analytics. We use Google Analytics, a web analytics service provided by Google, Inc. ("Google"), to understand how visitors interact with our website. Google may transfer this information to third parties where required by law, or where such third parties process the information on Google's behalf.

reCAPTCHA. We use Google reCAPTCHA to help protect our forms and systems from spam and abuse. reCAPTCHA collects hardware and software information (such as device and application data) and sends this to Google for analysis. The information will not be used for personalised advertising by Google.

HotJar. We use HotJar to understand patterns of clicks, taps and scrolling on the website so we can improve it. HotJar uses cookies and other technologies to collect data on visitor behaviour.

MARKETING-AUTOMATION TOOLS

Salesforce Marketing Cloud Account Engagement (Pardot). We use Pardot to manage marketing communications and to measure their performance. Pardot sets first-party cookies on our domain and may set third-party cookies on Pardot domains. Pardot cookies hold a unique identifier and are linked to your personal data only where you have submitted a form or signed in.

Salesforce. Where you provide your contact details to us through a form, those details are processed in our Salesforce CRM under our legitimate interests and / or your consent for marketing communications.

PROFILING TOOLS

We engage carefully selected third-party partners and service providers who process personal data on our behalf in compliance with GDPR. From time to time, we appoint digital marketing agencies to conduct outreach and marketing activities on our behalf. As part of these activities, personal data may be processed in accordance with applicable data protection laws.

Prospect Global Ltd (trading as Sopro) Reg. UK Co. 09648733. You can contact Sopro and view their privacy policy here: http://sopro.io. Sopro is registered with the ICO Reg: ZA346877. Their Data Protection Officer can be emailed at: dpo@sopro.io