How to ask us to delete your data.
Email us, tell us who you are, and we delete your call recordings, transcripts, WhatsApp and text messages and contact details, and confirm in writing. This takes seven working days.
How to ask us to delete your data
- Email trust@magixis.ai with the subject “Data deletion request”. You can also write to MAGIXIS LIMITED, 9 Bartle House, Oxford Court, Manchester M2 3WQ.
- Tell us who you are so we can find your data: your name, and the phone number (including WhatsApp) or email address you used. If you can, add roughly when you called or messaged and which business you were contacting.
- We confirm it is you. We will reply to the email address you wrote from and may ask you to confirm the phone number involved, for example by messaging us from it. We only ask for what we need, and we will never ask for a password or card number.
- We delete it and confirm in writing when it is done.
You do not need an account, and there is no charge. Anyone whose phone number, messages or recordings we may hold can ask, whether you were a customer, a caller, or someone who messaged a business on WhatsApp.
What we delete
- Call recordings and transcripts of your calls.
- The content of your WhatsApp and text messages, with the phone number and profile name attached to them.
- Bookings, appointment details and enquiries made in your name.
- Your contact details wherever we keep them, including with the sub-processors that hold copies for us (see the list).
If you are a customer’s staff member or a customer who is closing an account, we delete all call and caller data, recordings and details for that account within 14 days of the end of service, and confirm in writing.
How long it takes
We acknowledge your request promptly and carry out the deletion within 7 working days of confirming your identity, then send you a written confirmation (a deletion certificate). The law allows up to one calendar month, and we will tell you if something unusual means a request will take longer.
What we may have to keep
Sometimes the law means we cannot delete everything straight away. The usual cases are accounting records, which UK law requires us to keep for 6 years, and information we need to deal with a legal claim or prevent fraud. If we keep anything, we tell you what and why in writing, keep only what is needed, and delete it when the reason ends. We also keep a record that you made the request, so that we can show it was carried out.
If the data is held for a business, or by Meta
If you contacted a business that uses Magixis. That business decides what happens to your data and is the one responsible for it; we hold the copy it asked us to process. You can ask the business directly, or ask us. If you ask us, we will tell the business and delete our copy on its instruction. Where we can, we will tell you who the business is so you can follow up with it.
If you messaged over WhatsApp. We can delete our copy of your messages. Messages and account information that WhatsApp keeps itself are held by Meta under its own terms; to delete those, use WhatsApp’s own controls and see Meta’s privacy policy. Deleting a chat on your own phone does not delete our copy, which is why you should also send us a request.
For everything else about how we use personal data, see our privacy policy. If you are not happy with how we handle a request, you can complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint.