Privacy Policy

1. Scope

This Privacy Policy applies to Altrixima Technologies, a sole proprietorship operating from Guwahati, Assam, India, and to the websites, product pages, forms, accounts and services offered under “Altrixima Connect”.

It covers information about website visitors, trial users, account administrators, authorised users, prospects requesting a demonstration, support contacts and individuals whose information is processed through a Client’s account.

By using our website or Platform, you acknowledge this Policy. A business Client is also responsible for providing its own privacy notice to customers and employees where required.

2. Our Data Roles

Information collected for our own purposes

For account registration, billing, website analytics, demonstrations, support, security and our own communications, Altrixima generally acts as the data fiduciary/controller responsible for deciding why and how the information is processed.

Information processed for a Client

For contacts, customer conversations, campaigns, appointment details, uploaded knowledge and other information processed on a Client’s instructions, the Client is generally the data fiduciary/controller and Altrixima acts as its data processor/service provider.

Questions from a Client’s customer about how that Client uses personal data should normally be directed to the Client first. We will reasonably assist the Client with valid requests where technically and legally appropriate.

3. Information We Collect

Account and business information

• name, email address, phone number, job role and login information;
• business name, industry, branches, website, address, tax details where applicable and business-verification documents;
• WhatsApp Business Account, business portfolio, phone-number and display-name information;
• subscription, plan, invoice, wallet, usage and payment-related records.

Client Data processed through the Platform

• customer names, phone numbers, profile information, tags, notes and custom fields;
• incoming and outgoing messages, media, templates, delivery statuses and conversation history;
• campaign audiences, consent or opt-in records, opt-outs and communication preferences;
• lead records, pipeline stages, tasks, follow-ups, bookings and appointment details;
• business knowledge, FAQs, services, products, policies, locations and AI instructions;
• API requests, webhook events and integration data.

Website, device and usage information

• IP address, browser, operating system, device type, pages visited and referral information;
• login, security, audit, error, performance and feature-usage logs;
• cookies, session identifiers and similar technologies.

Demo, contact and support information

When you request a demo or contact us, we may collect your name, business email, phone or WhatsApp number, company, industry, goals, preferred date and time, and any information included in your enquiry.

4. How We Receive Information

We receive information directly from you, from your authorised users, through your use of the Platform, from connected Meta or WhatsApp assets, from payment and authentication providers, from integrations you enable, and from public or business-verification sources where legally permitted.

A Client may upload information about its customers, staff or prospects. The Client is responsible for ensuring it has authority and appropriate notice or consent for that upload.

5. How We Use Information

We use information to:

• create, authenticate and administer accounts;
• connect and operate WhatsApp Business messaging and related Platform features;
• store, transmit and display conversations, contacts, campaigns and bookings;
• provide CRM, automation, AI assistance, analytics, APIs and support;
• process subscriptions, wallet usage, invoices and payments;
• respond to demo requests, enquiries, complaints and technical issues;
• detect fraud, abuse, spam, security incidents and policy violations;
• monitor reliability, fix errors and improve the Platform;
• send service notices, onboarding information and, where permitted, relevant product communications;
• comply with law, enforce contracts and protect rights and safety.

We may use aggregated or de-identified data that does not reasonably identify an individual for analytics, capacity planning, reporting, security and product improvement.

6. Lawful Processing

We process personal data for lawful purposes, which may include consent, performance of a contract or requested service, compliance with legal obligations, prevention of fraud and security threats, and other uses permitted by applicable law.

Where consent is the basis, it should be specific, informed and capable of withdrawal. Withdrawal does not affect processing already lawfully completed and may prevent continued use of a feature that requires the information.

7. Client And End-User Data

A Client decides whom it communicates with, what messages it sends, what data it uploads, why it processes that data and how long the data is needed. The Client must provide its own customer privacy notice and obtain all required permissions and WhatsApp opt-ins.

We process Client Data only to provide, secure, support and improve the contracted Platform, comply with lawful instructions, or meet legal obligations. We do not independently sell Client contact lists or use a Client’s end-user message content for unrelated advertising.

8. AI-Assisted Processing

When AI features are enabled, relevant prompts, conversation context, configured business knowledge and user instructions may be processed to generate suggestions, summaries, classifications or automated responses.

Depending on configuration, this processing may involve third-party AI infrastructure. We seek to limit data to what is reasonably needed for the feature. Clients should not include unnecessary sensitive data in AI prompts or knowledge bases and must configure appropriate guardrails and human review.

AI output may be inaccurate. Clients remain responsible for decisions, messages and professional advice delivered to their customers.

9. Meta And WhatsApp Cloud API

WhatsApp communication is transmitted through Meta’s WhatsApp Business Platform or other approved WhatsApp infrastructure. Message content, phone-number information, template information, delivery events and account metadata may therefore be processed by Meta and its infrastructure according to Meta’s terms and privacy practices.

Meta determines the location, retention, security and technical operation of its infrastructure. Data localisation may not be available for WhatsApp Cloud API data. Clients should review Meta’s current policies before using WhatsApp for regulated or sensitive communications.

Meta may independently restrict accounts or messages and may retain certain information according to its own legal and operational requirements.

10. Sharing And Service Providers

We may disclose information to service providers only where reasonably necessary for the purposes described in this Policy, including:

• Meta and WhatsApp for business messaging and account management;
• cloud hosting, database, backup, monitoring and security providers;
• payment gateways and financial service providers when a payment feature is used;
• email and transactional-notification providers, including SMTP2GO;
• AI infrastructure providers configured for AI features;
• analytics, error monitoring, customer support and communication tools;
• professional advisers, auditors, insurers, law enforcement or regulators where lawfully required;
• a purchaser or successor in a merger, financing, restructuring or transfer of the business, subject to appropriate safeguards.

Service providers are expected to process information under instructions, contractual obligations and applicable law. We do not sell or rent personal data to advertisers.

11. International Processing And Data Transfers

Some providers, including Meta, hosting, email, payment, analytics or AI providers, may process information outside India. Those locations may have different data-protection laws.

Where required and reasonably available, we use contractual, access-control and security measures intended to protect information during such processing. By enabling a third-party integration, the Client authorises the processing necessary for that integration.

12. Cookies, Session Data And Logs

We may use essential cookies and similar technologies for authentication, security, preferences and Platform operation. Analytics cookies may be used to understand website and product usage where enabled.

You can control cookies through browser settings, but disabling essential cookies may prevent login or use of parts of the Platform. We may record IP address, device, browser, login time, requested pages, errors and security events.

13. Data Retention

We retain information only as long as reasonably necessary for the stated purposes, active subscriptions, customer instructions, security, dispute resolution and legal or financial obligations.

Account and billing records may be retained for legally required periods. Client Data may remain while the account is active and for a reasonable period after termination to permit closure, export, dispute handling or recovery. Backup copies may remain until overwritten through normal backup cycles.

We may retain aggregated or de-identified information that no longer reasonably identifies an individual.

14. Security Practices

We use reasonable technical and organisational measures appropriate to the nature of the Platform, which may include access controls, authentication, encryption in transit, tenant separation, logging, backups, vulnerability management and restricted administrative access.

No internet service can guarantee absolute security. Clients must also use strong passwords, protect OTPs and Meta access, review authorised users, secure devices, maintain backups where appropriate and notify us promptly of suspected compromise.

15. Your Privacy Rights

Subject to applicable law and verification, you may request:

• information about the personal data we process;
• access to or a copy of your personal data;
• correction or completion of inaccurate information;
• deletion or erasure where applicable;
• withdrawal of consent;
• restriction or objection where recognised by law;
• grievance redressal and nomination rights where applicable;
• data portability where legally available and technically feasible.

We may request proof of identity or authority. Some information cannot be deleted immediately where retention is required for law, fraud prevention, security, payment records, legal claims or protection of another person’s rights.

16. How To Request Data Deletion

Account holders may email support@altrixima.com with the subject “Data Deletion Request” and include the registered business name, account email, phone number and the data or account to be deleted.

We will verify the request and respond within the period required by applicable law. Deleting an account may permanently remove access to contacts, messages, campaigns, settings, wallet history and other Platform data.

If you are a customer of one of our Clients, contact that business first. The Client controls its customer records and may instruct us to locate, export, correct or delete data processed on its behalf.

More detailed instructions are available on our Data Deletion page.

17. Marketing And Communication Choices

We may send account, security, billing, product, onboarding or support communications. Transactional and service messages may be necessary to operate the account.

You can opt out of non-essential marketing email using the unsubscribe method provided or by contacting us. Clients are separately responsible for honouring opt-out requests from their own message recipients.

18. Children’s Data

The Platform is intended for business users and is not directed to children. A person creating an account must be legally capable of contracting.

If a Client processes children’s information through the Platform, the Client is responsible for parental or guardian consent, age verification where required, appropriate notices and all additional safeguards required by law.

19. Third-Party Links And Integrations

Our website and Platform may link to or integrate with services we do not control. Their privacy practices apply when you use those services. We encourage you to review their terms and privacy policies before enabling an integration or submitting information.

20. Personal Data Breach

If we become aware of a personal data breach affecting information under our control, we will investigate, take reasonable containment and remediation steps, and provide notices to affected Clients, individuals or authorities where required by applicable law.

Clients must promptly notify us of suspected compromise of their account or Client Data and cooperate with reasonable investigation and remediation requests.

21. Changes To This Privacy Policy

We may update this Policy to reflect changes in the Platform, service providers, legal requirements or privacy practices. The revised date will be displayed at the top of the page. Material changes may also be communicated through the Platform or registered contact details.

22. Privacy And Grievance Contact

For privacy questions, correction, deletion, consent withdrawal or grievances, contact: