English Privacy Policy
This policy applies to Passion Clinics Service Desk, including its support, ticketing, automation, WhatsApp Business Platform, reporting, and related administration features.
1. Who controls your data
Passion Clinics is the organization responsible for the personal data processed through this Service Desk for its own operations. Authorized administrators and service personnel may access data only as needed for their assigned duties.
2. Data we may process
- Account and profile data: name, business email, phone number, job role, department, language, permissions, and login records.
- Support and service data: tickets, requests, replies, attachments, approvals, status history, assignment records, and audit logs.
- WhatsApp account data: WhatsApp Business Account ID (WABA ID), Phone Number ID, display phone number, business profile details, message templates, quality and verification status, webhook subscription information, and connection status.
- WhatsApp communications: sender and recipient identifiers, message content, attachments, timestamps, delivery/read status, conversation category, and bot or agent actions.
- Usage and technical data: IP address, browser/device details, session and security events, error logs, and feature usage.
- Analytics and billing references: message volume, delivery statistics, conversation categories, estimated or Meta-provided usage costs, billing account references, and payment setup status.
3. How we use data
- Authenticate users and administer roles, permissions, and licenses.
- Create, route, track, resolve, and report on support tickets and service requests.
- Connect and manage WhatsApp Business accounts, phone numbers, templates, webhooks, and messaging.
- Deliver automated bot responses, agent conversations, notifications, and approved message templates.
- Provide operational reports, delivery analytics, usage information, and billing references.
- Protect the platform, investigate errors or abuse, enforce access controls, and maintain audit records.
- Comply with applicable laws, regulatory duties, and valid legal requests.
4. Meta and WhatsApp integration
When an authorized user connects a WhatsApp Business account, the platform exchanges data with Meta Platforms and WhatsApp through their official APIs and onboarding interfaces. Meta and WhatsApp process data under their own terms and privacy policies. The Service Desk uses the permissions granted by the authorized business only for the features described in this policy.
5. Legal and operational basis
Data is processed as needed to provide contracted or requested services, operate the organization's internal support and communications functions, protect legitimate operational and security interests, comply with legal obligations, and obtain consent where applicable law requires it.
6. Sharing and disclosure
We do not sell personal data. Data may be shared only with:
- Authorized Passion Clinics personnel and approved system administrators.
- Meta/WhatsApp where required to provide WhatsApp Business Platform functionality.
- Hosting, email, security, backup, and technical service providers acting under appropriate obligations.
- Regulators, courts, or law-enforcement authorities where disclosure is legally required.
- A successor organization in a lawful restructuring, merger, or transfer, subject to applicable safeguards.
7. Retention
We retain data only for as long as necessary for the purposes described above, the organization's configured retention requirements, legitimate operational needs, dispute resolution, security, and applicable legal obligations. WhatsApp access credentials are retained in encrypted form while the integration remains active and are removed or invalidated when the connection is disconnected or deleted. Data that is no longer required is deleted, anonymized, or securely archived as appropriate.
8. Security
Reasonable administrative, technical, and organizational safeguards are used, including HTTPS, role-based access controls, restricted administrator access, encrypted storage for sensitive integration credentials, audit logging, backups, and monitoring. No method of transmission or storage is completely risk-free, but we continuously work to reduce foreseeable risks.
9. Cookies and sessions
The platform uses essential session and security cookies required for login, language preferences, CSRF protection, and safe operation. These cookies are not used to sell personal data or build third-party advertising profiles.
10. International processing
Some service providers, including Meta/WhatsApp and infrastructure providers, may process data in countries other than the user's location. Where required, appropriate contractual, technical, and organizational safeguards are applied in accordance with applicable data protection requirements.
11. Your choices and rights
Subject to applicable law and organizational requirements, users may request access, correction, restriction, objection, portability, or deletion of personal data. Requests may require identity verification. To request deletion, follow the dedicated Data Deletion Instructions.
12. Sensitive information and children
The Service Desk is intended for authorized business users and is not directed to children. Users should avoid sending unnecessary health, financial, identity, or other sensitive information through WhatsApp or support tickets. Where sensitive information is legitimately required, it must be handled according to the organization's approved policies and applicable law.
13. Changes to this policy
We may update this policy when the platform, integrations, or legal requirements change. The current version and effective date will remain available on this page.