What to put in your privacy notice

Signalbox handles your visitors’ details for you. Your privacy notice should say so. This page lists what it does, in words you can adapt. It is not legal advice: ask whoever looks after data protection for you.

What is collected, and when

What	When	Why
The email address and website a visitor types into a form	As they are typed, before the form is sent, unless you have turned that off or the visitor has not consented	To find the visitor’s company, so the right calendar can be shown at once
Everything the form sends	When the visitor presses submit	To decide who should speak to the visitor
The visitor’s time zone	When the form is sent, unless you have turned that off	To show meeting times in the visitor’s own time
Answers to further questions	When the visitor answers them	To route the enquiry and to save the answers to your CRM
When each of your reps is busy	When a calendar is shown, and before a booking	To offer only times the rep is free. Signalbox reads the times alone: not what a meeting is about, nor who it is with

No cookie is set. A random id is kept in the browser tab for the visit, and it names nobody.

Who receives it

• Signalbox, as your processor.
• HubSpot, your CRM: contacts, companies, deals, meetings and tasks are read and written there.
• Sopro Data: the company’s web domain is sent to look up the company’s size, industry and country. The visitor’s name and email address are not sent.
• Nylas, which connects your reps’ Google and Microsoft calendars: it holds each rep’s connection, reads when they are busy, and is sent the visitor’s name and email address when a meeting is booked, to put in the invitation.
• Google or Microsoft, whichever each rep’s calendar is with: the meeting, and the invitation the visitor receives, are made there.
• Anthropic, only if a flow has an AI classify step: the step’s question is sent to Anthropic’s Claude model, with whichever fields you put in it. Nothing else about the visitor is sent.

How long it is kept

Signalbox keeps a lead for 13 months unless you set less. Settings, Privacy has the setting. Older leads are deleted each night. Your HubSpot account keeps its own records by its own rules.

Words you can adapt

When you fill in a form on this site we use a service called Signalbox to pass your enquiry to the right person and, where we can, to offer you a time to speak to them. To do this quickly, the email address and website you enter are sent to Signalbox as you type them. Signalbox looks up your company’s size, industry and country from its web address. Your details are stored in our CRM, HubSpot.