Data Classification & Privacy

Sensitivity Tiers

Classification should be validated against the customer’s own data inventory and regulatory obligations.

Personal and Identity Data

User and agent identity records may include names, email addresses, company associations, roles, authentication state, and support-history references. These records should be treated as high-sensitivity personal data when they can identify or profile an individual.

Rumbe’s documented architecture includes encryption for PII-designated fields, tenant-aware access, RBAC, and audit logging.

Privacy-Aware Email Lookup

Where implemented, blinded indexing can use an HMAC-derived lookup value rather than relying on a directly readable email address for every search operation. This enables deterministic lookup while reducing exposure of the underlying personal value in indexes.

HMAC-based lookup is not anonymization. The source value remains personal data when the system can associate the index with an identifiable record.

Data Minimization

Rumbe’s architecture supports minimization by separating operational metadata, source documents, AI transaction hashes, and sensitive content. For example, an AI request can be represented in an audit trail by a SHA-256 hash rather than storing a second complete copy of its payload.

Customers should configure forms, prompts, attachments, retention, exports, and integrations to collect only the data required for the approved support purpose.

Soft Delete and Erasure Workflows

Structured deletedAt patterns can support staged deletion, restoration windows, and data-rights workflows. PII-heavy tables can be designed for targeted scrubbing or erasure without immediately destroying unrelated operational records.

Soft deletion alone does not complete a GDPR erasure request. A complete workflow may also need to address backups, logs, exports, attachments, third-party systems, legal holds, and processor instructions.

Data Subject Requests

• —Access to personal data
• —Correction of inaccurate records
• —Deletion or erasure requests
• —Export or portability requests
• —Restriction or objection handling where applicable
• —Retention review and customer-directed deletion

Commercial and legal handling should be coordinated through Vovance Inc. and the applicable customer contract.

Customer Responsibilities

Customers determine what information they collect, which knowledge sources they upload, which integrations they enable, how long data is retained, and which users receive access. They should maintain a data inventory, lawful basis, privacy notices, role assignments, deletion process, and incident response procedure.