Privacy Policy

1. About this policy

This draft Privacy Policy describes how [LEGAL COMPANY NAME], the operator of TradeBot, handles information when organizations and authorized users use the service. TradeBot is a WhatsApp-first trade operations platform built to integrate with the WhatsApp Business Platform.

Effective date: [EFFECTIVE DATE]. Bracketed operator and policy values must be completed before publication.

2. Information we handle

Depending on configuration and use, TradeBot may handle:

• Account and organization information, including names, business identity, email addresses, roles, authentication records, and account status.
• WhatsApp account and phone metadata, including WhatsApp Business Account and phone identifiers, display and verified names, and connection status.
• Business communication information, including contacts, conversations, message content, delivery status, timestamps, media metadata, and raw webhook evidence used for traceability.
• Business records including customers and suppliers (Parties), Deals, items, offers, counteroffers, negotiation events, Tasks, assignments, and confirmation history.
• Validated AI classifications or structured extractions and provider-request metadata such as model, status, token use, latency, and estimated cost. AI request telemetry does not store prompts or message bodies.
• Security and audit information, including request, actor, organization, login, action, and bounded technical records used to protect and operate the service.

3. How we use information

• Operate organization accounts and role-based access.
• Connect authorized WhatsApp business assets and organize business communications.
• Maintain Parties, Deals, offers, Tasks, and their histories.
• Use AI to assist classification and extraction while authorized people retain final Deal control.
• Protect the service, prevent duplicate processing, investigate failures, maintain auditability, and provide support.
• Meet applicable legal obligations and enforce service policies.

4. Service providers and disclosures

TradeBot may use Meta and the WhatsApp Business Platform for WhatsApp connectivity, OpenAI for configured AI assistance, and hosting, database, security, or infrastructure providers where needed to operate the service.

OpenAI requests use store: false, no tools, bounded context, and structured validation. This setting is not a promise of zero provider retention or a statement about provider-wide model-training practices.

Information may also be disclosed when legally required, to protect rights or security, or during a legitimate corporate transaction subject to appropriate safeguards.

5. Security

TradeBot uses tenant isolation, role-based authorization, encrypted Meta credentials, signed webhook verification, request validation, audit records, secret redaction, and database constraints. No system can guarantee absolute security.

6. Retention

Information may be retained for operational, security, audit, contractual, and legal purposes. Final retention rules are not approved: [RETENTION POLICY]. Retention may vary by category, customer instruction, law, dispute, security need, and backup lifecycle.

7. Requests and deletion

Authorized representatives may request access, correction, export, restriction, or deletion where applicable by contacting [PRIVACY EMAIL]. Identity and authority are verified before action, and information may be retained where required or permitted.

Disconnecting WhatsApp stops the connection but does not by itself delete previously stored TradeBot data.

8. Contact

Privacy questions: [PRIVACY EMAIL]. General support: [SUPPORT EMAIL].

Operator: [LEGAL COMPANY NAME]. Registered address: [REGISTERED ADDRESS].