This policy explains how Affinux LLC (“Affinux”, “we”) handles personal data when you visit this website, when you use the Affinux app at app.affinux.com, and when an organisation keeps records in Affinux.
Who we are
Affinux is run by Affinux LLC.
- We are the controller of data about visitors to this website and people who sign in to Affinux.
- We are the processor of the records an organisation keeps in Affinux. The organisation is the controller, and we handle those records only to provide the service, on its instructions.
This policy is not the privacy notice of an organisation that uses Affinux. Each organisation tells the people on its records how it uses their data.
What we collect
On this website
- The details you send in the demo and question forms, such as your name, work email and organisation, and the page you sent them from.
- Messages you send in the chat window.
- Visitor statistics, counted without cookies, that do not identify you.
In the Affinux app
As controller, for each person who signs in:
- name, email address and sign-in details, such as a password, passkeys and sessions
- the organisations they belong to, and their role in each
- billing details, if their organisation pays us, which Stripe processes
- support messages, and security records such as sign-ins
As processor, everything an organisation keeps in its workspace: contacts, cases, messages, files and similar records. These can include special category, criminal offence or safeguarding information, if the organisation chooses to record it. The organisation decides what to record, and its own permissions decide who can see it.
How we use it
| What we do | Lawful basis |
|---|---|
| Reply to enquiries from the forms and the chat | Legitimate interests |
| Provide Affinux, and run accounts and sign-in | Contract |
| Keep billing and tax records | Legal obligation |
| Keep Affinux secure, and fix errors | Legitimate interests |
| Tell customers about changes to Affinux | Legitimate interests, with an unsubscribe link in every email |
We do not sell personal data or use it for advertising. We do not use the records organisations keep in Affinux, or their connected mailboxes, to train AI models.
Who we share it with
We use these companies to run Affinux:
- Hostinger (UK): the server that runs Affinux, its database and backups
- Amazon Web Services (London, UK): storage for the files you attach to records
- Cloudflare (EU): network security, spam checks on forms, and storage for published images, such as logos, and Drive files
- Resend (USA): delivering the emails Affinux sends, such as sign-in links
- OpenAI (USA): AI drafts, summaries and suggestions
- Sentry (USA): error reports, without details of the people on your records
- Stripe (USA): payments for Affinux plans
These are used only if your organisation uses or connects them:
- Microsoft: signing in, and Microsoft 365 mailboxes
- Google: signing in, and Gmail mailboxes
- Twilio: text and WhatsApp messages, through your own Twilio account
- Buffer: social media posts, through your own Buffer account
Some of these companies are in the USA. When data leaves the UK, we rely on UK-approved safeguards, such as the International Data Transfer Agreement or the UK addendum to the EU standard contractual clauses.
How long we keep it
- Enquiries from the forms: 2 years after we last hear from you. Chat messages are cleared after 90 days.
- Affinux accounts: while the account is open, and for a short time afterwards for security, billing and legal claims.
- Organisation workspaces: while the organisation uses Affinux, following the retention settings it chooses. If its plan ends, the workspace is read-only for 14 days and then locks. We delete its data 90 days after it locks, and email its owners and admins when it locks, 30 days before deletion and 7 days before.
- Backups and deleted files roll off within about four weeks.
- Invoices and payment records stay with Stripe.
Your rights
For data we control, you can ask to see it, correct it, delete it, limit how we use it, or take a copy to use elsewhere. You can also object to how we use it. We reply within one month.
For records an organisation keeps about you in Affinux, ask that organisation. We help it answer you where the law requires.
Children
Affinux accounts are for adults who work or volunteer for an organisation. If an organisation gives a child a portal login, the organisation’s own privacy notice covers it.
Contact us and complaints
Email support@affinux.com about anything in this policy.
You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Changes to this policy
We update this policy when our practices change, and the date at the top shows the current version. We tell organisation admins about important changes.