Privacy Policy

1.Who we are

2.Two roles: controller and processor

3.Data we collect

Website enquiries

Name, email address, subject and message text you type into the contact form, plus the time it was submitted.

Server logs

IP address, user agent, requested URL, response status and timestamp. Written by the web server for security and debugging, not linked to a profile.

Business account data

Contact name, business name, email, phone number, the Meta business assets you connect (WhatsApp Business Account ID, phone number ID, display name), and billing records.

Conversation data

The WhatsApp phone number and profile name of the person messaging the business, message content, any media or documents sent, delivery and read receipts, and message timestamps. Processed on behalf of the business.

Order and catalogue data

Where the business uses the platform for commerce: items selected, quantities, delivery address if the customer provides one, order status and payment status.

AI processing data

The message text and the conversation context sent to a language model provider to draft or suggest a reply, and the reply returned.

Operational telemetry

Error traces, queue and delivery metrics, and audit records of who in the business account viewed or sent what.

4.Cookies and local storage

5.What we use it for

• Answering enquiries sent through the contact form, and the correspondence that follows.
• Creating and administering business accounts, and providing the platform they subscribed to.
• Delivering messages to and from WhatsApp through the Meta WhatsApp Business Platform.
• Generating or suggesting replies, classifying intent, and routing a conversation to a human when the model should not be deciding.
• Recording orders and payment status where the business uses the platform for commerce.
• Keeping the service secure and available: rate limiting, abuse prevention, backups and incident investigation.
• Billing, accounting and meeting our tax and commercial record-keeping obligations.
• Complying with the WhatsApp Business Messaging Policy and other platform rules that bind us as a Meta technology provider.

6.Our basis for processing

Performance of a contract

Account data, conversation data and order data — we cannot provide the platform a customer signed up for without processing them.

Consent

Messages you choose to send us through the contact form or WhatsApp. You can withdraw it at any time by asking us to delete the correspondence.

Legitimate interests

Server logs, security measures, abuse prevention and service improvement — balanced against your rights, and limited to what those purposes need.

Legal obligation

Invoices, accounting records and anything a competent authority lawfully requires us to keep or produce.

Documented instructions

For conversation data we act as a processor, on the instructions of the business customer who is the controller of it.

7.Who we share data with

Meta Platforms, Inc.

Unavoidable and central: WhatsApp messages are delivered through the Meta WhatsApp Business Platform (Cloud API) and business assets are managed through the Meta Graph API. Meta receives recipient phone numbers, message content and media, template submissions, and delivery status. Meta processes that data under its own terms and privacy policy, which we do not control. Nothing in the platform sends Meta anything beyond what delivering the message requires.

Language model providers

Message text and conversation context are sent to the model provider configured for the customer’s account, solely to generate or suggest a reply. We use providers under business terms that exclude our data from model training, and we retain no copy at the provider beyond the request wherever the provider offers that setting. Customers are told which provider their account uses.

Payment providers

Where a business collects payment through the platform, the payment provider receives the amount, reference and whatever the provider itself requires to process the transaction. Card details are entered on the provider’s own page and never reach our servers.

Email delivery provider

Transactional email — contact form notifications, account and billing notices — is delivered by a third-party email API, which receives the recipient address and the message body.

Hosting

The application and its database run on servers we administer ourselves at a commercial hosting provider. The provider supplies the infrastructure and has no functional access to application data.

Professional advisers and authorities

Accountants, auditors and legal advisers under confidentiality, and any competent authority where disclosure is lawfully required. We tell the affected customer unless we are legally prohibited from doing so.

8.International transfers

9.How long we keep it

Contact form messages

24 months from the last message in the thread, then deleted — unless the enquiry became a contract, in which case it is kept with the project record.

Server logs

30 days, then rotated out. Retained longer only for a specific security incident under investigation.

Conversation and order data

For as long as the business customer’s account is active, or for the shorter period that customer configures. Deleted within 30 days of account termination or of a verified deletion request.

AI request context

Not stored separately from the conversation it belongs to. It is deleted when that conversation is deleted.

Account and billing records

Kept for the retention period that applicable tax and commercial law imposes on accounting records, counted from the end of the business relationship.

Backups

Encrypted backups roll on a 35-day cycle. Data deleted from the live system disappears from backups within that cycle at the latest; it is never restored back into the live system.

10.How we protect it

• All traffic to the website and the platform is served over TLS. Plain HTTP is redirected, never served.
• Webhooks from Meta are verified against Meta’s signature on the raw request body; an unsigned or mis-signed request is rejected before anything reads it.
• Internal services authenticate to each other with HMAC signatures, so no component acts on a request another component did not sign.
• Credentials and API keys live in server environment configuration, never in the codebase and never in the browser.
• Operator access is role-separated and least-privilege; who saw and sent what is recorded in an audit trail.
• Backups are encrypted at rest and their restore path is exercised, not assumed.
• No security is absolute. If a breach affects your personal data we will notify the affected customers and any authority we are required to inform, without undue delay, and tell you what we know rather than what sounds reassuring.

11.Your rights

• Access — get a copy of the personal data we hold about you, and know what we do with it.
• Rectification — have anything inaccurate corrected, and anything incomplete completed.
• Erasure — have your data deleted where we have no overriding legal reason to keep it. The steps are on the data deletion page.
• Restriction — have processing paused while a dispute about accuracy or lawfulness is resolved.
• Portability — receive the data you gave us in a structured, machine-readable format.
• Objection — object to processing we base on legitimate interests, and we stop unless we can show compelling grounds.
• Withdraw consent — at any time, without affecting processing already carried out lawfully before the withdrawal.
• Complain — to your local data protection authority, if one has jurisdiction over you.

12.If you messaged a business

13.Children

14.Changes to this policy

15.Contact us