Version 1.0 – Updated on March 18, 2026

1. Introduction

At ViaDialog, protecting personal data is not just a regulatory requirement—it is a core trust commitment.

We implement high standards of security, transparency, and compliance to ensure the protection of our clients’, partners’, and users’ data.

This policy aims to clearly explain:

• what data we collect

• how we use it

• what your rights are

2. Data Controller

ViaDialog SAS

RCS Paris B 752 556 126

152 boulevard Pereire, 75017 Paris, France

Share capital: €1,752,763

ViaDialog acts as:

• Data Controller: for website, marketing, prospecting, and user account management data

• Data Processor: for conversational data (recordings, transcriptions, summaries) processed through ViaFlow and ViaSpeech. This data remains the exclusive property of client companies; ViaDialog does not use it for its own purposes

3. Governance & Compliance

Data Protection Officer (DPO)

ViaDialog has appointed a Data Protection Officer (DPO) responsible for overseeing GDPR compliance, acting as the point of contact with the CNIL, and handling data subject requests.

📩 dpo@viadialog.com

4. Regulatory Framework

ViaDialog processes personal data in accordance with:

• the General Data Protection Regulation (GDPR)

• the French Data Protection Act (Loi Informatique et Libertés)

• CNIL recommendations

• the transparency requirements of the European AI Act

5. Data Collected

We may collect the following categories of data:

• Identity Data (Users & Prospects): first name, last name, business email, phone number, company, job title, and role

• Technical Data: IP address, connection logs, and browsing data

• Interaction Data (ViaFlow/ViaSpeech): voice data, text transcriptions, and call summaries

Anonymization:

An anonymization option using NER (Named Entity Recognition) algorithms—applied after speech recognition—can be activated before any processing by a language model (LLM).

6. Purposes of Processing

Data is used to:

• deliver and operate our CCaaS and natural language customer interaction solutions (qualification, self-service)

• manage customer relationships and technical support

• AI model improvement: the use of client data to train or improve our AI models is strictly subject to prior explicit client consent

• ensure system security and conduct B2B marketing activities

7. Legal Basis

Processing is based on:

• contractual performance

• legitimate interest (B2B commercial relationship)

• consent (cookies, marketing)

• legal obligations

8. Data Retention

We apply strict retention periods:

• Prospects: 3 years after last contact

• Clients: duration of the contract + legal obligations

• Technical logs: 12 months

• Cookies: maximum of 13 months

  
  

9. Data Sharing

Data may be shared with:

• authorized internal teams

• technical service providers (hosting, CRM, support)

• contractual partners

• authorities, when legally required

ViaDialog never sells your personal data.

10. Security & Sovereignty 🔒

ViaDialog implements advanced security measures:

• hosting in Europe (primarily in France)

• secure architecture (access control, encryption)

• continuous system monitoring

• strict information security policies

• rigorous selection of subprocessors

Our approach is based on data sovereignty and technological control.

11. Transfers Outside the EU

All our core services and models are hosted in France.

In the event of occasional transfers via third-party tools, ViaDialog enforces Standard Contractual Clauses (SCCs) and strict legal safeguards.

12. Your Rights

In accordance with GDPR, you have the right to:

• access your data

• rectify your data

• request deletion

• restrict processing

• object to processing

• data portability

📩 To exercise your rights: dpo@viadialog.com

You may also file a complaint with the CNIL (www.cnil.fr).

13. Cookies

We use cookies to:

• ensure proper website functionality

• measure audience and traffic

• improve user experience

You can manage your preferences at any time.

14. Updates

This policy is regularly updated to reflect:

• regulatory changes

• changes in our services