WhatsApp App Privacy Policy

1. Introduction

Rossitech Ltd (“Rossitech”, “we”, “us”, or “our”) uses the WhatsApp Business Platform to send business communications, receive customer replies, and manage sales conversations through our internal WhatsApp Outreach & Sales Dashboard.

This Privacy Policy explains how we collect, use, store, and protect personal data when using this system.

2. Who We Are

3. What Data We Collect

When using our WhatsApp communication system, we may collect and process:

• Phone numbers
• Contact names or first names
• Business or trade information shared in messages
• Message content sent to or received from WhatsApp
• Message delivery and status data
• Technical log data needed to operate and secure the service

4. How We Use the Data

We use this data to:

• Send approved WhatsApp outreach messages
• Receive and respond to customer enquiries
• Manage ongoing sales conversations
• Monitor message delivery, failures, and responses
• Maintain records of customer communications
• Improve the reliability and security of our communication process

5. Legal Basis

We process personal data where necessary for:

• Our legitimate interests in communicating with prospective and existing customers
• Taking steps at the request of a customer before entering into a contract
• Performing a contract where services are requested
• Compliance with applicable legal obligations

6. How Platform Data Is Used

Rossitech uses WhatsApp Business Platform data only to operate our own internal customer communication and sales workflow. We use message content, phone numbers, and message status information to send outreach, receive replies, continue customer conversations, and manage sales follow-up. We do not provide this system as a public messaging platform for third parties.

7. Data Sharing

We do not sell personal data.

We may share or process data through trusted service providers only where necessary to operate the service, including:

• Meta / WhatsApp Business Platform
• Our cloud hosting or VPS infrastructure providers
• Internal tools used to manage communications securely

We only share data where necessary for service operation, legal compliance, or protection of our legitimate business interests.

8. Data Storage and Retention

Message and contact data may be stored on our secure systems to maintain conversation history and support customer communication.

We retain data only for as long as reasonably necessary to:

• Manage customer communications
• Maintain business records
• Resolve disputes
• Meet legal, regulatory, or tax obligations

9. Security

We take reasonable technical and organisational measures to protect personal data, including:

• Restricted access to internal systems
• Password-protected dashboard access
• Secure hosting environment
• Encrypted HTTPS connections where applicable
• Logging and monitoring of system activity

However, no system can guarantee absolute security.

10. International Processing

Because WhatsApp Business Platform is provided by Meta, data may be processed on systems located outside your country. Where this happens, processing is carried out under Meta’s platform and applicable safeguards.

11. Your Rights

Depending on your location and applicable law, you may have rights to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict certain processing
• Request a copy of your data
• Lodge a complaint with a data protection authority

To make a request, contact us using the details below.

12. Contact

If you have questions about this Privacy Policy or how your data is used, contact:

• Rossitech Ltd
• Email: info@rossitech.co.uk
• Website: https://rossitech.co.uk

13. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be the version made available through our business documentation or website.