Legal / Privacy
Privacy Policy
How Ascendra Media handles personal information in our WhatsApp automation services.
Last updated: July 15, 20261. Who this policy applies to
This policy explains how Ascendra Media (“we”, “us”, or “our”) processes personal information when we design, operate, or support WhatsApp automation for our agency and clients. A client may also act as the data controller for information collected through its own automation.
2. Information we collect
We may collect WhatsApp profile names, phone numbers, message content, message timestamps, delivery and interaction status, and technical identifiers. We may also collect lead qualification answers, service interests, budget or timing information, booking preferences, appointment details, and information a person chooses to provide during a conversation.
3. Why we use information
We use information to respond to enquiries; qualify and route leads; schedule, confirm, and manage bookings; send requested reminders and follow-ups; provide customer support; improve automation performance; prevent abuse; maintain security; and meet legal obligations. We do not sell personal information.
4. Service providers and sharing
Information may be processed by Ascendra Media, the business you are contacting, Meta/WhatsApp, messaging and automation providers, booking or CRM platforms, and hosting or analytics providers needed to deliver the service. Providers are permitted to process information only for contracted purposes. We may disclose information when required by law or to protect rights and safety.
5. How long we retain information
WhatsApp messages and lead qualification data are generally retained for up to 12 months after the last interaction. Booking records may be retained for up to 24 months for service, reporting, and dispute-resolution needs. Security logs may be retained for up to 90 days. A client may set a different lawful schedule, and information may be kept longer where required by law or an active dispute. We delete or anonymize information when it is no longer needed.
6. Access, correction, and deletion
You may ask to access, correct, or delete your information, or object to certain processing. Email privacy@ascendramedia.com with the subject “Privacy Request” and include the WhatsApp phone number used, the business you contacted, and your request. We may verify your identity before acting. We aim to respond within 30 days, subject to applicable law. You may also ask the business you contacted directly.
7. Your choices
You can stop automated WhatsApp messages by replying STOP or asking the business to opt you out. You may block the WhatsApp account at any time. Opting out does not prevent essential replies about an existing booking or legal notices where permitted.
8. Security and international processing
We use reasonable administrative, technical, and organizational safeguards, including access controls and limited provider access. No system is completely secure. Providers may process information in other countries; where required, appropriate safeguards are used for international transfers.
9. Changes and contact
We may update this policy as our services or legal obligations change. The “Last updated” date shows the latest revision. Questions or complaints can be sent to privacy@ascendramedia.com. Ascendra Media’s business address and legal entity details should be added here before publication.
Need your data removed?
Email us with “Privacy Request” and the WhatsApp number you used.
privacy@ascendramedia.com ↗