Privacy, GDPR and sovereignty

Privacy, GDPR and data sovereignty

Hosting and operations in compliance with the GDPR.

At HelloSpot, privacy is not a feature, it is a right. We guarantee full digital sovereignty and strict compliance with European regulatory requirements (GDPR).

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An aisle of server racks in a datacenter

Sovereignty

Your data stays in France, under French jurisdiction

We guarantee that your data is hosted and processed exclusively within France, which reduces the risk of extraterritorial access to it.

Hosting
Datacenters located in Vitry-sur-Seine and Saint-Denis.
Sovereign partners
Scaleway infrastructure, managed services by Octopuce (a French company).
Datacenter certifications
DC2 (Scaleway, Vitry-sur-Seine): ISO 27001:2022, ISO 50001:2018, HDS (France’s certified health data hosting), APSAD, SecNumCloud (in progress).

An outstretched hand beneath a stylized cloud and padlock

Isolation

An architecture designed to keep data sealed off

Privacy by Design
Shared infrastructure with strict logical isolation, application-level access control, logging and security regression tests.
API isolation
Data exchanges are strictly limited by application-level access controls.
Traceability
Full change history, with logs kept for internal audit.

A staff member logs in to an interface protected by access control

Lifecycle

Data management and retention: the right to be forgotten

In line with the storage limitation principle (Article 5(1)(e) of the GDPR), we apply strict retention rules.

Minimal retention
After a configurable period of one month to five years, counted from the last interaction with the resident, personal data is anonymized.
Backup retention
7 daily, 4 weekly and 6 monthly backups, meaning six months of retention at most, in secure environments located in France.
Secure deletion
Data is purged at the end of the contract or upon legitimate request.
Individual rights
Dedicated procedures for exercising the rights of access, rectification and erasure.

A magnifying glass resting on a computer keyboard, amid binary data

Data breaches

Handling data breaches

In the event of a confirmed or suspected security incident, the following procedures apply.

1. Detection and reporting
A dedicated channel is available for reporting security incidents.
2. Investigation and assessment
The incident is analyzed without delay by the relevant teams, together with the DPO and the security officer, to assess its nature, impact and the data involved.
3. Information and notifications
Affected customers are informed as soon as possible. Obligations to notify the competent authorities are met.
4. Follow-up and traceability
Every incident is recorded in an internal breach register and leads to documented corrective and preventive actions.

See security and infrastructure

And also

Our commitments

Data managed 100% in France

Hosting and managed services carried out exclusively in France (Vitry, Saint-Denis). Protected by French law.
ISO 27001 certification

Datacenter certified ISO 27001:2022 (security), ISO 50001:2018 (energy) and HDS; SecNumCloud in progress.
“Privacy by Design” architecture

Multi-tenant SaaS architecture, with strict logical data isolation and access controls that keep customers separate.
Lifecycle control

Structured retention policy, automatic purge at the end of the contract and transparent handling of erasure rights.

100%

of data in France

Hosting and processing exclusively within France.
10

years of experience

Since 2016, HelloSpot has become a key partner of public service organizations.
700

customers

HelloSpot supports more than 700 public services across France.
4,000

staff users

Our platform is used by more than 4,000 staff members across many local authorities, for efficient, centralized management.

Customer reviews

A real impact on your organization, every day

Take back control of requests between residents and your departments, for free

Allaire Town Hall

We chose HelloSpot to reduce the number of phone calls. The software makes life easier for residents and has sharply cut the number of calls. We are very satisfied with both the software and the team’s responsiveness.
Bouillargues Town Hall

With the sharp rise in ID document applications, our Excel spreadsheet was no longer enough for booking appointments. HelloSpot gives us better visibility over our organization and saves us a considerable amount of time.
Craponne Town Hall

It saves time with online appointment booking and sending the list of required documents. The e-mail reminder the day before means very few missed appointments.
Thann Town Hall

We are really satisfied with HelloSpot and we will not go back.