Legal information
Privacy notice
This English version is provided for convenience. In case of any discrepancy, the Hungarian version prevails.
This notice explains how the operator of the HelpdeskHub service processes personal data on helpdeskhub.cloud, in the app.helpdeskhub.cloud application and in the embeddable Help widget.
1. The controller
The controller is Webshopbirodalom Kft. (registered office: 1144 Budapest, Szentmihályi út 4-6. 1. em. 44., Hungary; company registration number: 01-09-330693, Company Registry Court of the Budapest-Capital Regional Court; tax number: 26533593-1-42; email: hello@webshopbirodalom.hu). For data protection matters, contact hello@webshopbirodalom.hu.
2. Our two roles
- As a controller we process the data of registered Subscribers and their agents, billing data, requests sent to HelpdeskHub’s own support, and the website’s security logs — this notice covers these.
- As a processor we process the data that the customers of our Subscribers (buyers, callers) send to webshops using HelpdeskHub. The controller of these data is the webshop concerned: its privacy notice explains their processing, and our obligations are set out in Annex 1 of the Terms (Data Processing Terms).
3. The data we process
| Processing | Data | Purpose and legal basis | Retention |
|---|---|---|---|
| Registration and account | company name, name, email address, password (hashed); for Google sign-in, the Google account ID and email address; language and display settings | creating the account, signing in and providing the Service — performance of a contract (GDPR Art. 6(1)(b)) | until the account is closed; deleted within 30 days thereafter |
| Agents (the Subscriber’s staff) | name, email address, role, log of actions taken in the account | access and permission management, traceability of actions — performance of a contract and legitimate interest (Art. 6(1)(b), (f)) | until the user is deleted or the account is closed |
| Subscription and billing | billing name, address, tax number, email address, the customer ID used at the payment provider, payment status | payment and invoicing — performance of a contract; retention of invoices is a legal obligation (Art. 6(1)(b), (c); Hungarian Accounting Act, s. 169) | invoices for 8 years; other data until the contract ends |
| System messages | email address | confirming registration, password reset, service notifications — performance of a contract (Art. 6(1)(b)) | until the account is closed |
| Email delivery measurement | delivery and opening of the email and clicks on the links in it | to check that our messages reach their recipients — legitimate interest (Art. 6(1)(f)) | at most 1 year |
| HelpdeskHub’s own support (Help widget, email) | name, email address, content of the request, attachments | answering questions — legitimate interest or performance of a contract (Art. 6(1)(b), (f)) | automatically anonymised 2 years after the last activity |
| Security logs | IP address, timestamp, technical request data | security of the system, preventing abuse — legitimate interest (Art. 6(1)(f)) | web server logs for 14 days |
4. Cookies and local storage
The helpdeskhub.cloud website does not use cookies or analytics tools. The app.helpdeskhub.cloud application stores the sign-in token and the chosen language and theme in the browser’s local storage (localStorage) — these are strictly necessary for the Service to work and therefore do not require consent; the sign-in token is removed on sign-out. The embedded Help widget stores no data in the browser. We measure the delivery and opening of our emails and clicks on the links in them.
5. Processors
We use the following processors to operate the Service. Emails and SMS messages are delivered by Webshopbirodalom Kft.’s own system.
| Processor | Task | Location |
|---|---|---|
| Hetzner Online GmbH (Industriestr. 25, 91710 Gunzenhausen, Germany) | servers, data storage | Germany (EU) |
| Stripe Payments Europe Ltd. (Dublin) | online card payments | Ireland (EU) |
| Billingo Zrt. | invoicing | Hungary (EU) |
| Google Ireland Ltd. | Google sign-in (if the agent chooses it); knowledge base search for the phone AI | EU / USA |
| Anthropic PBC | AI features (tagging, reply suggestions, AI chat) — processing the text of requests | USA |
| Voyage AI Inc. | knowledge-base search (text embeddings) — for AI features | USA |
| Vapi (vapi.ai) | phone AI: call handling, recording and summarising — only for the Business plan phone feature | USA |
| Twilio Inc. | phone numbers and call forwarding — only for the phone feature | USA |
| Deepgram Inc. (via Vapi) | speech recognition (call transcripts) | USA |
| OpenAI (via Vapi) | language model for the phone AI | USA |
| Microsoft Azure (via Vapi) | synthetic voice (text-to-speech) for the phone AI | EU / USA |
6. Transfers outside the EU
Transfers to processors operating in the USA take place on the basis of certification under the EU–US Data Privacy Framework (DPF) or, failing that, the European Commission’s Standard Contractual Clauses (SCC). The AI features and the phone AI relate to features enabled by the Subscriber.
7. Your rights
You may request access to your personal data, their rectification, erasure or restriction of processing, exercise your right to data portability, and object to processing based on legitimate interest. Send your request to hello@webshopbirodalom.hu; we reply within one month at the latest.
If you believe your rights have been infringed, you may lodge a complaint with the Hungarian National Authority for Data Protection and Freedom of Information (NAIH; 1055 Budapest, Falk Miksa utca 9–11.; postal address: 1363 Budapest, Pf. 9.; naih.hu; ugyfelszolgalat@naih.hu) or with the supervisory authority of your EU member state, or go to court.
8. Data security
We transmit data over encrypted connections (TLS), store passwords hashed, isolate Subscribers’ data per tenant with row-level access control, and restrict access by permissions.
9. Changes to this notice
We may amend this notice when the service or the law changes; registered Subscribers are notified of material changes by email.