This statement explains what personal information Newenz handles, why, where it is kept and the choices you have. Newenz is a product of GetHireIn Ltd ("we", "us"), registered in England and Wales, company number 17285901.
Who is responsible
Newenz handles information in two different roles.
- When a company uses Newenz, that company decides what is loaded or connected and why. The company is the controller of that information and we process it on its behalf, following its instructions and our terms with it. If you are a customer or contact of a company that uses Newenz, please contact that company first about your information.
- On newenz.com and for our own business, for example when you ask for a demo or when we manage the accounts of people who use Newenz, we are the controller.
What we collect
If you ask for a demo on newenz.com: your name, work email, company and anything you write in the message box. To stop automated abuse we keep a one-way scrambled form of your network address (not the address itself) and use Cloudflare Turnstile to check the request comes from a person.
If you use Newenz: your name, email address, role, the company you belong to, sign-in and two-step login details, and an audit trail of what you change in Newenz.
What a company loads or connects. Depending on what the company chooses:
- renewal and account records from reports, files or a connected CRM (Salesforce or HubSpot), such as accounts, opportunities, products, contract terms, owners and the names and email addresses of customer contacts;
- from Microsoft 365, for the people who connect their own account: email messages and calendar events with the company's customer contacts, transcripts of meetings they organised, and messages in Teams channels the company chooses;
- from Slack, messages in the channels the company chooses;
- from call recorders (Gong, Fathom, Fireflies.ai), summaries and transcripts of recorded customer calls;
- customer signals the company sends in, such as support tickets, product usage, survey answers and invoices.
Newenz reads only what the company switches on, and each person decides whether to connect their own mailbox.
How we use it
- To run Newenz for the company: show renewals, risk, forecasts and next steps, draft emails for a person to review, and suggest updates for a person to approve.
- To send the emails the service needs, such as invitations, sign-in links, password resets and alerts people have switched on.
- If a person allows it, to send an email they have reviewed from their own mailbox, to the contact on that email.
- To answer demo requests and keep in touch about them.
- To keep Newenz secure, prevent misuse and fix problems.
We do not sell personal information, we do not use it for advertising, and we do not use a company's information to train AI models.
Microsoft 365 information
Information from Microsoft 365 is used only to show the company's own customer contact in Newenz, keep its records up to date and, where a person has allowed it, send emails they have reviewed. The connection can be removed at any time from Newenz Settings or from the person's Microsoft account, and the company's administrator can remove Newenz from Microsoft Entra.
AI features
AI features are off until a company administrator switches them on, and they use the company's own account with its chosen AI provider. When they are used, the information needed for that request is sent to that provider under the company's own agreement with it. AI suggestions are not applied to anything until a person approves them.
The legal basis we rely on
For information we process for a company, the company decides the legal basis. For our own purposes we rely on performing our contract with the company, our legitimate interests in answering enquiries and running a secure service, and complying with the law.
Where it is kept and who helps us
Newenz data is stored in London, in the United Kingdom. We use a small number of service providers:
- Supabase, for the database, sign-in and server functions, in London;
- Cloudflare, to deliver the website and app and to check demo requests come from a person;
- an email delivery provider, to send service emails;
- the services a company chooses to connect, such as Salesforce, HubSpot, Microsoft, Slack and the call recorders, and its chosen AI provider.
Some of these providers are based outside the UK. Where information leaves the UK, we rely on the safeguards UK law provides, such as adequacy regulations or the UK International Data Transfer Addendum.
How long we keep it
- A company's information is kept while it uses Newenz. When it stops, we delete it within 90 days unless the company asks us to delete it sooner or the law requires us to keep it longer.
- Some records are kept for shorter, fixed periods. For example, weekly forecast records are kept for two years and the alert log for about 13 months.
- Demo requests are kept for up to two years, unless you ask us to delete them sooner.
Security
Each company's records are kept apart by the database itself. Connection keys for outside services are held on our servers and are never shown in the app. Newenz offers two-step login, roles and an audit trail.
Your rights
Under UK data protection law you can ask for a copy of your information, ask us to correct or delete it, object to or restrict how we use it, and ask for it in a portable form. If a company that uses Newenz holds your information, please contact that company and we will help it respond. You can also complain to the Information Commissioner's Office (ico.org.uk), but we would welcome the chance to sort out your concern first.
Cookies
newenz.com does not use advertising or analytics cookies. Cloudflare Turnstile may use short-lived technical information to tell people from automated traffic. The Newenz app keeps your sign-in in your browser's storage so you stay signed in.
Changes
If we change this statement we will update the date at the top and, for significant changes, tell the companies that use Newenz.
Contact
Email [email protected] or write to GetHireIn Ltd at its registered office, shown on the Companies House register.