Privacy Policy

Who we are, and which hat we are wearing

ExecCortex operates this website and the work platform it describes. Which data protection role we hold depends on which of those you are dealing with, and the distinction decides most of what follows.

For this website, meaning the pages you are reading now, the contact form and the newsletter, we are the controller. We decided to collect that information and we decide what happens to it.

For your workspace, meaning the leads, projects, invoices, employee records and files your team puts into the product, you are the controller and we are the processor. We hold that data on your instruction and we do not decide what it is for. If one of your customers or employees asks us to delete their record, we cannot: we pass the request to you, because it is not ours to act on.

What we collect, and why each piece exists

Four separate things, held for four separate reasons. Nothing here is collected because it might be useful later.

• Account data: your name, email address, hashed password and the workspaces you belong to. Without this the product cannot tell who you are, so there is no version of the service that does not hold it.
• Workspace records: everything your team enters. Held on your instruction. We do not read it, except when you report a fault and we need to look at the specific record you named.
• Operational data: sign-in times, IP addresses, the actions written to the audit log, and error reports. Held to keep accounts secure, to answer "who changed this", and to fix crashes. It is the shortest-lived category.
• Website data: which pages were read, and where the visit came from. Collected only if you accepted analytics, and nothing is loaded into your browser before you do.

What we never do, stated as flatly as we can

These are absolutes rather than current practice, and each one is enforced by something in the software rather than by a policy somebody remembers.

• We do not sell personal data, and we do not share it with anyone for their own purposes.
• We do not use your workspace records to train any AI model. Not ours, and not a third party's.
• We do not let one workspace see another. The separation is applied where data is read, so a query that forgets which workspace it is in returns nothing rather than everything.
• We do not run advertising or tracking pixels on this site.
• We do not read your files or your records to build a profile of you, your company, or the people in it.

How your data is protected

Four mechanisms, each of which is a thing in the codebase rather than an aspiration.

• In transit: every request to the platform and its API travels over TLS. This is table stakes and we mention it only because its absence would matter.
• At rest: named sensitive fields are encrypted before they are written, with keys held outside the database. A stolen copy of the database is therefore not a copy of the data. This covers things like national identifiers, dates of birth, bank details and asset serial numbers.
• Access: permissions are a tree of apps, modules and actions. A person sees a record because a role grants it, not because they know the URL.
• Accountability: significant changes are written to an audit log with who did it and when. It is a record you can read, not only one we can.

Who inside our organisation can reach your data

Access to production data is limited to the people who operate the platform, and it is used to fix faults and nothing else. There is no role in the company whose job involves browsing customer records, and there is no analytics product built on top of your workspace.

When we do need to look at a record to fix something you reported, the work is done against the specific record and the access is logged like any other.

AI, and the specific promise attached to it

Parts of the product can draft text, suggest a category or summarise records you can already see. Three rules apply to every one of them, and they are enforced in the code rather than described here after the fact.

• It drafts, you approve. Nothing an AI feature produces is sent, posted, filed or acted on until a person says so.
• It reads only what the person asking is already allowed to read. An AI feature is not a way around a permission.
• Your records are never used to train a model. If you would rather not use ours at all, you can connect your own AI provider key per workspace, and the platform uses that instead.

How long we keep things

Different categories have genuinely different lifetimes, and rounding them all to one number would make this paragraph shorter and wrong.

• Workspace records live as long as the workspace does. Delete the workspace and they go with it.
• Backups are retained for 30 days. A deletion is therefore fully complete within 30 days rather than instantly, and this is the honest reason a deletion is not immediate.
• Account data is removed when the account is, aside from what we must keep to show an invoice was issued.
• Website analytics data is held in the analytics provider under its own retention setting, and it carries no identity we can join back to an account.

Your rights, and how to actually use them

You can ask for a copy of what we hold, ask us to correct it, ask us to delete it, ask us to stop a particular use, or ask for it in a form you can take elsewhere.

The fastest route is the data request form on this site, which routes the request rather than leaving it in an inbox. We answer within 30 days, and we tell you if a request will take the whole 30 rather than going quiet.

If you would rather write, use support@execcortex.com. If you are asking about a record inside somebody else's workspace, we will tell you which organisation controls it and pass the request on, because acting on it ourselves would mean overriding their control of their own data.

Where the data lives, and when it moves

Where data moves outside the region it was collected in, it moves under the standard contractual clauses. The sub-processors page names each third party we use and where it operates, and it is the page to read if the location of your data is a decision factor for you.

Complaints

If you think we have handled your data badly, tell us first, because we would rather fix it than read about it. You also have the right to complain to your local data protection authority, and using us first does not take that away.