Privacy Policy

Last updated: 2 November 2026

Waakya processes account and business information to provide its work-management features. When a business uses Waakya for its customers, that business decides which customer information to add and which communications to send. The business is responsible for providing necessary privacy notices and obtaining the permissions required for its messaging. Waakya processes that information to provide the features the business uses. This notice describes Waakya's handling of that information; it does not replace the business's own privacy notice.

What we keep

• Your name, email and phone number, so you can sign in and your owner can recognise you.
• Your business name and who is in it.
• Work: what was sent, to whom, by when, and when each step happened.
• Proof: the photos, voice notes or text you send.
• Conversations and the files shared in them, and the documents you upload or make from templates.
• Attendance: punch-in and punch-out times, leave requests, leave balances, holidays and approvals.
• If you sign in with Google: your name, email address and profile picture from Google.
• Customer and lead information entered or imported by a business, including names, phone numbers, email addresses, notes, assigned staff, deal and project links, and messaging opt-out preferences.
• For a connected WhatsApp business account: business account and phone-number identifiers, connection settings, message templates and their fetched approval status, and credentials needed to use the connection.
• WhatsApp text messages received by the connected business, sender numbers, message identifiers, timestamps and message-event data. We also store conversation activities and campaign recipient records, including sending, delivery, reply and error information.

Why we keep it

• To send work, see it and finish it.
• To remind on time, and to tell the owner what is still outstanding.
• To keep a record of who did what, and when.
• To organise customer enquiries, show conversations to the business's authorised team, send communications selected by the business, and record delivery and replies.
• To run reply rules and staff handoffs configured by the business. An incoming WhatsApp message may create or update a customer record; enabled reply rules may send an automated text response.
• To record messaging opt-outs and use them when deciding whether to send messages.

How long

Business records and message history are stored as part of the workspace. Archiving a contact or disabling a WhatsApp connection does not by itself delete previously stored records. Contact the business responsible for your information or the privacy contact below to request access, correction or deletion. This notice does not specify an automatic deletion period or promise immediate removal from backups or third-party systems.

Who we share it with

It is never sold. Information is made available through the access permissions and sharing features used by the business, including its team and customer-facing features. Waakya uses hosting, database, authentication and email services to operate the platform. When a business connects WhatsApp, recipient phone numbers, message text or template content, and connection requests are transmitted to Meta's WhatsApp Business Platform; Meta returns messages, template information and delivery events. Meta's own terms and privacy policies also apply to its processing. This notice does not replace those policies.

WhatsApp controls

• Businesses manage their own WhatsApp connection, templates and reply rules. Access tokens and app secrets supplied for the connection are encrypted before storage in Waakya's database. This is a credential-storage measure, not a claim that WhatsApp business messages are hidden from the business or the services processing them.
• A recipient can ask the business to stop messaging or send STOP to its connected WhatsApp number. Waakya's incoming-message processing records recognised opt-out messages as a WhatsApp opt-out for that contact. Stopping messages is separate from requesting deletion of stored information.

Your rights (DPDP Act, 2023)

• The right to see your data.
• The right to have wrong information corrected.
• The right to have data erased, where the law allows.
• The right to complain.

Contact

For any question, ask your business owner or write to privacy@waakya.com.