Privacy Policy

Last Updated: August 11, 2025

Minuvox ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our free appointment booking software and website.

1. Information We Collect

Personal Information You Provide:

• Account information (name, email, organization details)
• Client data you enter into the system
• Staff information and scheduling data
• Service and appointment details
• Communication data (support emails, contact forms)

Automatically Collected Information:

• Usage data and analytics
• Device information and browser type
• IP address and location data
• Cookies and similar technologies

2. Third-Party Advertising (Google AdSense)

We use Google AdSense to display advertisements on our website. Google AdSense uses cookies and similar technologies to serve ads based on your prior visits to our website or other websites.

Google's Use of Data:

• Google uses cookies to serve ads based on your visits to this site and other sites on the Internet
• You may opt out of personalized advertising by visiting Google's Ad Settings
• European users can manage consent through our cookie consent management platform
• We do not control Google's data collection practices - please review Google's Privacy Policy

3. How We Use Your Information

• Provide and maintain our appointment booking service
• Process appointments and manage your calendar
• Ensure data security and prevent fraud
• Provide customer support and respond to inquiries
• Improve our software and user experience
• Display relevant advertisements to support our free service

4. Data Security

We implement enterprise-grade security measures to protect your information:

• Multi-tenant architecture with organization-based data isolation
• Encryption of data in transit and at rest
• Regular security audits and monitoring
• Access controls and authentication requirements
• Comprehensive audit logging for compliance

5. Your Rights (GDPR Compliance)

If you are a European resident, you have the following rights under GDPR:

• Right to access your personal data
• Right to rectify inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent for advertising personalization

6. Cookies and Tracking Technologies

We use cookies and similar technologies for:

• Essential functionality (authentication, session management)
• Analytics to improve our service
• Advertising personalization (with your consent)

You can control cookies through your browser settings or our consent management platform.

7. International Data Transfers

Your personal information may be transferred to and processed in countries other than your country of residence, specifically in the European Union where our servers are located.

Safeguards for International Transfers:

• EU provides adequate level of protection recognized by global privacy laws
• Standard Contractual Clauses for EU-SA data transfers
• Same security standards apply regardless of processing location
• Compliance with both GDPR and POPI Act requirements

8. South Africa POPI Act Compliance

8.1 Information Officer

Our designated Information Officer for POPI Act purposes can be contacted at: minuvox@probablycomputers.com. The Information Officer is responsible for ensuring compliance with POPI Act requirements and handling data subject requests.

8.2 POPI Data Subject Rights

Under South Africa's Protection of Personal Information Act (POPI), you have the following rights:

• Right to access your personal information and processing details
• Right to request correction of inaccurate or incomplete information
• Right to request deletion of your information (subject to legal obligations)
• Right to object to processing for direct marketing purposes
• Right to request restriction of processing in certain circumstances
• Right to lodge a complaint with the Information Regulator of South Africa

8.3 Legal Entity Protection

POPI extends protection to legal entities (businesses and organizations). We protect information about your business/organization with the same security safeguards and privacy principles as personal data.

8.4 Consent and Withdrawal

Where our processing is based on your consent, you may withdraw consent at any time without affecting the lawfulness of processing before withdrawal. Withdrawal of consent may limit your ability to use certain service features.

8.5 Cross-Border Processing Notice

Your personal information collected in South Africa may be processed in the European Union. This transfer is based on adequacy decisions and appropriate safeguards to ensure your information remains protected according to POPI standards.

8.6 Response Timeframes

We will respond to POPI Act requests as soon as reasonably practicable, typically within 30 days. Complex requests may require additional time, and we will inform you of any delays.

9. Contact Us

If you have questions about this Privacy Policy, please contact us:

10. Policy Updates

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. Continued use of our service after changes constitutes acceptance of the updated policy.