Version française

Ireko — Privacy notice

Draft, to be validated by the product owner before it goes online. Passages in square brackets are to be filled in. A legal review is his choice (M6 design, section 5.11).

Last updated: [date it goes online]

In two sentences

Ireko is an assistant that helps a field-service business (repairs, maintenance, installations) receive its customers' requests, schedule its jobs and write the emails that go with them. To do so, Ireko processes data about that business's customers and its team, in France and the European Union, and part of that data is read by an artificial-intelligence model provided by Anthropic in the United States under a data processing agreement.

Who is responsible

• Your field-service business (the business using Ireko) is the controller of its customers' data. It decides which requests Ireko handles and approves the important actions.
• Ireko ([legal name, legal form, address, registration number]) is the processor: Ireko handles that data on the business's behalf, on its instructions. Contact: [contact email address].
• The technical providers below are Ireko's sub-processors, each bound by a data processing agreement.

If you are a customer of a business that uses Ireko, that business remains your point of contact: the emails you receive are sent in its name and your requests go to it.

What data

Ireko processes the data needed to manage jobs, and nothing else:

• About the business's customers: name, email address, phone number, the address of the sites to be served, and the job history (dates, type of work, the technician sent, the emails exchanged about it).
• About the business's team: name, email address, the technicians' skills and working hours, and their starting address for travel-time calculations.
• The emails customers send to the business's address managed by Ireko, and the replies sent in its name.
• The files the business imports itself (lists of customers, sites or jobs).
• Technical data: the sign-in credentials of the business's users (email and password, the latter stored hashed), activity logs (which action, when, by whom), technical errors.

Ireko collects no payment data and no sensitive data in the GDPR sense, and does not track visitors' browsing: no advertising or analytics tracker is used.

What the artificial intelligence does

Part of Ireko's work is done by language models (Anthropic's Claude models). In practice, the model:

• reads customers' emails to understand the request (what problem, where, when), classify it and propose a reply;
• reads imported files to recognise their columns;
• prepares schedules and drafts emails;
• converses with the business's manager inside the application.

The model therefore sees the text of customers' emails, their names, addresses and job history. It does not see passwords. Its important actions (sending an email to a customer, booking or cancelling a job) require the business's approval, except those the business has expressly chosen to let run automatically, and every action is written to a log the business can read.

Data sent to the model is not used to train it: Anthropic commits to this in its data processing agreement for API use. [To verify when the agreement is accepted: the retention period at Anthropic, 30 days at most by default, or zero with the corresponding option.]

Where the data goes

No data is sold or passed to other third parties.

For how long

• The business's data and its customers' data are kept for as long as the business uses Ireko, then deleted within [30] days of the end of the contract, unless the law requires otherwise.
• Database backups are kept 14 days (automatic backups) and 30 days (the nightly encrypted copy), then erased in turn.
• Technical error logs are kept [90] days.
• The email provider's delivery logs are kept [to verify against the Mailgun plan] days.

During the pilot, Ireko deletes no data on its own initiative: a cancelled job or a departed technician stays in the business's history.

Your rights

You may ask to access your data, correct it, have it deleted, or object to a processing:

• If you are a customer of a business that uses Ireko, contact that business; Ireko helps it answer within the legal one-month period.
• If you are a business using Ireko, write to [contact email address]. Deleting a business's account erases its data and its customers' data within the period stated above.

You may also lodge a complaint with the French data protection authority, the CNIL (www.cnil.fr).

Security

The application is reachable only over an encrypted connection (HTTPS). Each business sees only its own data, and that separation is enforced by the database itself. Ireko's team sees counts (number of requests, of jobs, model cost) and never the content of emails or conversations; when an email must be read to help, it is read with the business, from its account. Passwords are never stored in clear text.

Changes

This notice may change as the service does. The date at the top shows the current version; a significant change is announced to the businesses using Ireko by email.