Virtual Hearing Privacy Notice

This part covers how Virtual Hearing collects and uses information about website visitors, potential customers, registered users, and anyone who contacts us through our platform or associated channels.

1.1 Information You Provide Directly

Account Registration: When you or your administrator creates a Virtual Hearing account, we collect: full name, email address, username, phone number, profile photo, job title, department, and organisational details. You may optionally provide time zone, language preferences, availability status, and other profile information used to personalise your experience on the platform.

Messages, Channels & Direct Conversations: As a team chat communication platform, Virtual Hearing processes the content of messages, threads, reactions, and files you send in channels, group chats, and direct messages. This content is Service Data owned by your organisation. We do not read, scan, or mine message content for advertising purposes.

Calls & Meetings: If your organisation uses Virtual Hearing for voice or video calls, we may collect call metadata such as duration, participants, and timestamps. Call recordings and transcripts, if enabled by your organisation administrator, are stored as Service Data.

Form Submissions & Event Registrations: We collect information you submit when registering for webinars, downloading resources, requesting demos, responding to surveys, or contacting our support and sales teams.

Support Communications: Messages, tickets, and feedback submitted when you contact Virtual Hearing support may be retained to improve our services and resolve disputes.

Testimonials: If you authorise us to publish a testimonial, we may include your name and organisational information. You may update or withdraw consent at any time by contacting contact@matchbestsoftware.com.

1.2 Information Collected Automatically

Browser, Device & Server Data: When you access Virtual Hearing — via web, desktop app— we automatically log: IP address, browser type and version, operating system, language preference, time zone, referring URL, date and time of access, and mobile device and network information.

Presence & Status Data: To power features like online/offline indicators, 'Last seen' timestamps, and availability status badges, we collect real-time presence signals from your device when the application is active.

Authentication & Usage Data: We collect login timestamps, session duration, message delivery receipts, feature usage patterns, channel interactions, clicks, scrolls, error reports, and performance diagnostics to operate and improve the platform.

Cookies & Tracking Technologies: We use first-party cookies and similar technologies to maintain sessions, remember preferences, and measure product performance. We do not use third-party advertising cookies or sell data to advertisers. You may disable cookies in your browser, though some platform features may not function correctly.

1.3 Information Received from Third Parties

Federated Authentication (SSO): If your organisation configures single sign-on (SSO) via Google, Microsoft Azure AD, or another identity provider, we receive your name and email address from that provider to authenticate your session.

Referral Partners & Resellers: Authorised Virtual Hearing reselling partners may share your name, email, and company details with us when you express interest in the platform. You may contact us to have your information removed from our database.

We use personal information for the following purposes:

• To deliver and operate the Service, including authentication, real-time messaging, channel management, file sharing, presence indicators, call routing, and analytics dashboards.

• To improve performance, monitor reliability, and enhance user experience through diagnostics and usage insights.

• To communicate about product updates, security notices, renewal reminders, and support responses.

• To detect and prevent fraud, unauthorised access, spam, phishing, and policy violations within the platform.

• To comply with applicable legal obligations and enforce our Terms of Service.

• To send newsletters, event invitations, and product announcements — you may unsubscribe at any time from non-essential communications.

• To analyse trends, improve marketing effectiveness, and identify new features that would benefit users.

We process personal data under one or more of the following legal bases:

• Contractual Necessity: Processing required to deliver the Service to your organisation.

• Legitimate Interests: Product improvement, security monitoring, fraud prevention, and business operations — where these interests are not overridden by your data protection rights.

• Legal Obligation: Processing required to comply with applicable law or a court order.

• Consent: Where required for optional features, newsletters, or specific jurisdictions. You may withdraw consent at any time without affecting prior lawful processing.

• Marketing Communications: Unsubscribe from non-essential emails via the link in any such message. Essential notices (security alerts, account notifications, billing) will continue.

• Cookies: Disable non-essential cookies in your browser settings. Note that some features may become unavailable.

• Optional Profile Data: You may choose not to provide optional profile fields such as a photo, status message, or secondary phone number.

• Presence & Availability: Control your online/offline visibility and set custom availability statuses directly in the Virtual Hearing app.

• Notification Preferences: Manage notification settings, do-not-disturb schedules, and channel mute settings from within the platform.

Virtual Hearing does not sell personal information. We share data only in the ways described below and only with parties bound by confidentiality and security obligations.

• Employees & Contractors: Access is granted on a need-to-know basis, logged and audited.

• Subprocessors & Service Providers: We engage vetted third parties for hosting, analytics, monitoring, and payment processing. Each is contractually bound to use data only as directed by Virtual Hearing.

• Reselling Partners: Authorised partners in your region may receive your contact details solely to fulfil the service you requested. You may opt out of such sharing.

• Legal Disclosures: We disclose information when required by law, regulation, court order, or to protect the rights, safety, or property of Virtual Hearing, our users, or the public.

• Business Transfers: If Virtual Hearing is acquired or merges with another entity, we will ensure the acquiring party is bound to honour this Privacy Policy and will notify you of any changes.

Depending on your jurisdiction, you have the following rights regarding your personal data:

• Access: Obtain a copy of personal information we hold about you, including its source and purpose.

• Rectification: Correct inaccurate or incomplete personal information.

• Erasure: Request deletion of your personal data where no longer necessary for its original purpose.

• Restriction: Ask us to pause processing while a dispute is resolved.

• Data Portability: Receive your data in a structured, machine-readable format.

• Objection: Object to processing based on legitimate interests, including direct marketing.

• Complaint: Lodge a complaint with the relevant data protection supervisory authority in your jurisdiction.

Most requests can be managed through your organisation administrator. You may also contact our Data Protection team at contact@matchbestsoftware.com. We will respond within the timeframe required by applicable law.

We retain personal data for as long as necessary to fulfil the purposes described in this Policy or as required by law (e.g., for tax, audit, or legal proceedings).

When an organisation disables its Virtual Hearing tenant, active account data is queued for secure deletion. Data is purged from active databases within 6 months of account termination and from backup systems within 3 months thereafter, unless we are legally required to retain it longer.