Privacy Policy

1. What ConnectBatch is

ConnectBatch is a web application that lets businesses and event organisers (“customers”) send personalised WhatsApp messages to people on their lists, through Meta’s official WhatsApp Business Platform. Customers upload a list of participants, choose message templates approved by WhatsApp, schedule messages, and see delivery, read and reply information.

2. Our role and our customers’ role

• Participants’ data (the people on a customer’s list, and the messages exchanged with them) belongs to the customer who uploaded it. The customer decides why and how it is used and is responsible for having permission to message those people. For this data we act only on the customer’s instructions, as their service provider (a “processor”, or “data processor” under India’s Digital Personal Data Protection Act, 2023).
• Account and business data (people who sign in to ConnectBatch, and businesses that send us a setup request) is data we are responsible for (a “controller”, or “data fiduciary”).

3. What we collect

From customers and their users

• Account data: email address, a securely hashed password, name, and workspace name.
• Setup requests (our public setup form): business name, website and industry; what the business plans to send; whether someone can sign in to the business’s Meta account as an admin (and, if that’s someone else, their name and email); the WhatsApp number to be used and how it is used today; and the contact person’s name, email, phone and any notes. Requests sent with an earlier version of the form may also include an address, Meta Business details, messaging plans, and a logo or business documents.
• WhatsApp account details: WhatsApp Business Account ID, phone number ID, Meta business ID, and the access token needed to send messages on the customer’s behalf; for numbers connected through Meta’s Embedded Signup, the two-step verification PIN we set when registering the number; and, for some customers, their Meta app secret.
• Campaign content: campaign names, descriptions and details, message templates, files and images attached to messages, event schedules and agendas, and settings.

About participants (uploaded or generated by customers)

• Names, WhatsApp phone numbers, and any other columns a customer includes in their list (for example event names, dates or links).
• Messages sent to them, and delivery, read and failure information reported by WhatsApp.
• Their replies: text, button taps, reactions, and photos, documents or voice notes they send, along with their WhatsApp profile name.

Collected automatically

• One essential cookie that keeps you signed in. We don’t use advertising or analytics cookies.
• Your browser’s local storage for drafts (for example a half-completed setup form), which stays on your device.
• Server logs: IP address, browser type, pages requested and errors, kept by our hosting provider for security and troubleshooting. IP addresses are also used briefly to limit repeated submissions of public forms.

4. Data from Meta and WhatsApp

When a business connects its WhatsApp account to ConnectBatch (including through Meta’s Embedded Signup and Facebook Login for Business), Meta shares with us the IDs of the business, its WhatsApp Business Account and phone number, the number’s display name and quality rating, and an access token with the permissions the business approves: whatsapp_business_management and whatsapp_business_messaging.

Signing in with Facebook during this setup is only used to authorise that connection. We don’t receive or store the Facebook profile, friends, posts or other personal Facebook data of the person who completes it.

We use this access only to provide ConnectBatch to that business: sending its messages, receiving its delivery reports and replies, and creating and checking its message templates. We don’t use data obtained from Meta for advertising, we don’t sell it, and we don’t share it except as described in this policy. Our use of data received from Meta follows the Meta Platform Terms and Developer Policies, and WhatsApp’s Business Messaging and Commerce policies.

5. How we use data

• To provide the service: sending and scheduling messages, showing replies in the inbox, reports and analytics, and event schedules.
• To set up and support customers, including following up on setup requests.
• To keep the service secure: authentication, preventing abuse, and investigating errors.
• To meet legal obligations and enforce our terms.

We don’t sell personal data, and we don’t use participants’ data for our own marketing.

6. AI features

Some optional features use AI provided by OpenAI: the assistant that answers participants’ replies, reading uploaded agendas (PDFs, photos or spreadsheets), the schedule assistant, and drafting message templates. When a customer uses these features, the relevant text or file is sent to OpenAI for processing: for example a participant’s reply, together with the campaign message and details it relates to. OpenAI processes it under its API terms, as our service provider. Customers choose whether to turn on the reply assistant for each campaign.

7. Who we share data with

• Meta Platforms (WhatsApp Business Platform): to send messages, receive delivery reports and replies, and manage the customer’s message templates.
• Google Cloud: hosting, database and storage. Our servers and database are located in India (Mumbai region).
• OpenAI: only when AI features are used, as described above.
• A customer’s own systems: if a customer connects an integration (for example forwarding incoming messages to their own server), that data goes to them.
• Authorities or advisers, when the law requires it, or to protect rights, safety and security.
• A successor business, if ConnectBatch is merged or sold, under this policy.

8. How long we keep data

• Account, workspace and campaign data: while the customer’s account is active. Customers can delete campaigns and participants at any time; we delete the rest within 30 days of an account being closed, unless the law requires us to keep it longer.
• Setup requests: for as long as needed to onboard and support the business, and deleted on request.
• Photos and files sent by participants are fetched from WhatsApp when viewed; WhatsApp keeps them for about 30 days.
• Sign-in sessions expire after 7 days. Server logs are kept for a limited period by our hosting provider.

9. Security

All traffic is encrypted in transit (HTTPS). Passwords are stored only as salted hashes. WhatsApp access tokens, app secrets and two-step verification PINs are encrypted at rest (AES-256-GCM). Each customer’s data is kept in its own workspace, and only that customer’s logins can access it. Webhooks from Meta are verified with their cryptographic signature. No system is completely secure, but we work to protect data and will notify affected customers and authorities of a breach as the law requires.

10. International transfers

We store data in India. Meta and OpenAI may process data in other countries, including the United States, under their own safeguards. Where the law requires, we rely on appropriate safeguards for these transfers.

11. Your rights and choices

Depending on where you live (including under India’s Digital Personal Data Protection Act, 2023 and the EU/UK GDPR), you may have the right to access, correct, update or delete your personal data, to withdraw consent, to object to or restrict some processing, and to nominate someone to exercise your rights. To make a request, email support@jvftechnology.com. We will respond within the time the law requires, and may need to verify your identity.

Grievance Officer (India): Pratiksha Ajmera, support@jvftechnology.com, S NO 239/8A, MONT VERT OYSTERA BLD, WING B, FLAT NO-601 NR MONT VERT ASSO WAKAD Pune 411057,India. If you aren’t satisfied with our response, you may complain to the Data Protection Board of India or your local data protection authority.

12. Deleting your data

Customers: delete campaigns and participants from within ConnectBatch at any time. To close your account and delete all your data, or to disconnect your WhatsApp account, email support@jvftechnology.com from your account’s email address. We confirm when it’s done, within 30 days. You can also remove ConnectBatch’s access to your WhatsApp Business Account at any time in Meta Business Settings.

Anyone who connected with Facebook Login or Meta’s Embedded Signup: email support@jvftechnology.com with the subject “Data deletion request” and the business or phone number concerned, and we will delete the data we received from Meta within 30 days.

13. If you received a message

If a business sent you a WhatsApp message through ConnectBatch, that business has your number and controls your data. To stop messages, ask that business directly (for example by replying to its message), or block the number in WhatsApp. To access or delete your data, contact the business; you can also email us at support@jvftechnology.com and we will pass your request on and help them act on it.

14. Children

ConnectBatch is a service for businesses and isn’t meant for anyone under 18. We don’t knowingly collect data from children for our own purposes.

15. Changes and contact

We may update this policy as ConnectBatch changes; the date at the top shows the latest version, and we will tell customers about significant changes. Questions: support@jvftechnology.com, JVF Technology Services Pvt Ltd, S NO 239/8A, MONT VERT OYSTERA BLD, WING B, FLAT NO-601 NR MONT VERT ASSO WAKAD Pune 411057,India.