Privacy Policy

This Privacy Policy explains how Codverts Systems LTD collects, uses, stores, shares, and protects personal information when you use our website, software services, customer support channels, WhatsApp support line, and related services. This policy also explains how users can request access, correction, or deletion of their personal information.

We may collect the following types of information: a. Contact Information This may include your name, phone number, email address, company name, business name, and other contact details. b. Support Communication When you contact us through WhatsApp, email, phone, website forms, or support platforms, we may collect message content, attachments, screenshots, files, support history, timestamps, and related conversation details. c. Account and Service Information Where applicable, we may collect login details, user roles, account status, subscription information, service requests, system activity, and information required to provide our services. d. Technical Information We may collect technical information such as IP address, browser type, device information, operating system, access logs, error logs, and usage data to secure and improve our services. e. Transaction and Billing Information Where payments or billing are involved, we may process invoice details, payment references, transaction IDs, subscription status, and related billing records. We do not intentionally store full card details unless processed securely through an authorized payment provider.

If you communicate with us through WhatsApp or another Meta service, we may receive information needed to send, receive, manage, and respond to your messages. This may include your WhatsApp phone number, profile name, message content, message status, timestamps, media files you send, and conversation history relevant to your support request. We use this information only for legitimate business purposes such as customer support, responding to inquiries, resolving issues, onboarding users, sending service-related updates, and maintaining communication records.

We use personal information to: • Provide customer support. • Respond to inquiries and service requests. • Create, manage, and support customer accounts. • Send service-related messages and updates. • Troubleshoot technical issues. • Improve our software, systems, and support processes. • Maintain security and prevent fraud, misuse, or unauthorized access. • Process billing, subscriptions, and payments where applicable. • Comply with legal, regulatory, contractual, and platform obligations. • Maintain records of support conversations and service delivery.

We use WhatsApp Business and related API services to communicate with customers who contact us or who have an existing business relationship with us. We do not use WhatsApp messages for unauthorized spam. Where required, we use approved message templates and follow applicable WhatsApp and Meta messaging rules. Users can stop receiving WhatsApp communication from us by replying with a request such as "STOP", "unsubscribe", or by contacting us at support@codverts.com.

Depending on the situation, we process personal information based on one or more of the following: • Your consent. • Performance of a contract or service agreement. • Legitimate business interests, such as customer support and security. • Compliance with legal or regulatory obligations. • Protection of our systems, users, customers, and business operations.

We do not sell personal information. We may share information only where necessary with: • Service providers who help us operate our systems. • Customer support platforms such as Chatwoot. • Communication providers such as Meta/WhatsApp. • Hosting, database, and infrastructure providers. • Payment processors where billing or payments are involved. • Professional advisors, auditors, or legal representatives where necessary. • Authorities where required by law. Any third-party service provider is expected to process information only for the purpose of providing services to us and to apply appropriate security safeguards.

We retain personal information only for as long as necessary for the purposes described in this Privacy Policy, including customer support, service delivery, legal compliance, dispute resolution, security, and business recordkeeping. Support conversations may be retained for reference, service continuity, audit, and dispute resolution. Where information is no longer needed, we may delete, anonymize, or securely archive it.

We take reasonable technical and organizational measures to protect personal information from unauthorized access, loss, misuse, alteration, or disclosure. These measures may include access controls, password protection, secure hosting, restricted staff access, system monitoring, backups, and administrative controls. However, no online service can be guaranteed to be completely secure.

Some of our service providers or systems may process data outside your country of residence. Where this occurs, we take reasonable steps to ensure that personal information is handled securely and in accordance with applicable data protection requirements.

Depending on applicable law, you may have the right to: • Request access to your personal information. • Request correction of inaccurate information. • Request deletion of your personal information. • Object to or restrict certain processing. • Withdraw consent where processing is based on consent. • Request information about how your data is used. To exercise these rights, contact us at support@codverts.com.

You may request deletion of personal information collected through our website, app, WhatsApp support channel, or related services. To request deletion, contact us at: Email: support@codverts.com Subject: Data Deletion Request Please include enough information for us to identify your records, such as your name, phone number, email address, business name, or the support channel used. Once we receive your request, we will review it and delete or anonymize applicable personal information unless we are required to retain certain information for legal, security, fraud prevention, accounting, contractual, or legitimate business reasons.

If you accessed our services through a Meta or Facebook-related integration and want your data deleted, you can request deletion by contacting us at support@codverts.com with the subject line "Meta App Data Deletion Request". Your request should include the name, email address, phone number, or user ID associated with your interaction. We will process the request and delete or anonymize applicable data unless retention is required for legal, security, fraud prevention, or compliance reasons.

Our services are intended for business and general customer support use. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child without proper consent, we will take appropriate steps to delete it.

Our website or services may contain links to third-party websites or platforms. We are not responsible for the privacy practices, terms, or content of third-party services.

We may update this Privacy Policy from time to time. When we make changes, we will update the effective date above. Continued use of our services after changes are posted means you accept the updated policy.

For privacy questions, requests, or complaints, contact us at: Codverts Systems LTD Email: support@codverts.co.ke Website: codverts.ink