Privacy Policy for N8N WhatsApp Integration

Effective Date: June 10, 2025
Last Updated: June 10, 2025

1. Introduction

This Privacy Policy describes how we collect, use, and protect information when you interact with our automated services through WhatsApp integrated with our N8N workflow automation platform.

2. Information We Collect

2.1 WhatsApp Messages

• Message Content: Text messages, images, documents, and other media you send
• Phone Number: Your WhatsApp phone number
• Message Metadata: Timestamps, delivery status, and message IDs
• Profile Information: Your WhatsApp display name and profile picture (if publicly available)

2.2 Business Information

• Contact Details: Name, email address, company name
• Service Requests: Details about products or services you inquire about
• Communication Preferences: Your preferred communication methods and timing

2.3 Automatically Collected Information

• Usage Data: How you interact with our automated responses
• Technical Data: Device type, operating system (through WhatsApp metadata)
• Response Patterns: To improve our automated responses

3. How We Use Your Information

3.1 Primary Purposes

• Customer Service: Respond to your inquiries and provide support
• Quote Generation: Create personalized quotes and proposals
• Order Processing: Handle service requests and business transactions
• Communication: Send confirmations, updates, and relevant business information

3.2 Automation and AI Processing

• Automated Responses: Use AI to understand and respond to your messages
• Workflow Processing: Route your requests through our N8N automation workflows
• Data Analysis: Improve our services and response accuracy

3.3 Business Operations

• Record Keeping: Maintain records for business and legal purposes
• Quality Assurance: Monitor and improve our automated services
• Compliance: Meet legal and regulatory requirements

4. Information Sharing and Disclosure

4.1 Third-Party Services

We may share your information with:

• WhatsApp Business API: For message delivery and processing
• Cloud Services: Google Sheets, Gmail, and other integrated platforms
• AI Services: OpenAI, Claude, or other AI providers for message processing
• Signature Services: PandaDoc or similar platforms for document signing
• CRM Systems: For customer relationship management

4.2 Legal Requirements

We may disclose information when required by:

• Legal process or court orders
• Government requests or investigations
• Protection of our rights and property
• Prevention of fraud or illegal activities

4.3 Business Transfers

In case of merger, acquisition, or sale, your information may be transferred to the new entity.

5. Data Security

5.1 Security Measures

• Encryption: All data transmissions are encrypted
• Access Controls: Limited access to authorized personnel only
• Regular Audits: Periodic security assessments and updates
• Secure Storage: Data stored in secure, compliant cloud environments

5.2 Data Retention

• Active Communications: Retained while actively engaged in business
• Completed Transactions: Kept for legal and business record purposes (7 years)
• Inactive Accounts: Automatically purged after 24 months of inactivity

6. Your Rights and Choices

6.1 Access and Control

You have the right to:

• Access: Request copies of your personal information
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal information
• Portability: Receive your data in a structured format
• Opt-out: Stop automated processing at any time

6.2 Communication Preferences

• Unsubscribe: Type "STOP" to end automated communications
• Preferences: Modify how and when we contact you
• Data Requests: Contact us for any data-related requests

7. International Data Transfers

Your information may be processed in countries other than your own. We ensure adequate protection through:

• Standard Contractual Clauses: EU-approved data transfer mechanisms
• Adequacy Decisions: Transfers to countries with adequate protection
• Binding Corporate Rules: Internal data protection standards

8. Children's Privacy

Our services are not intended for individuals under 16. We do not knowingly collect personal information from children. If we become aware of such collection, we will delete the information immediately.

9. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Changes will be:

• Posted: Updated version published with new effective date
• Notification: Significant changes communicated via WhatsApp or email
• Continued Use: Constitutes acceptance of updated terms

10. Contact Information

10.1 Data Protection Officer

Name: Henry-Morgan HAILLUS
Email: [email protected]
Phone: +590590696965
Address: Les Abymes, Guadeloupe, France

10.2 General Inquiries

Company: Katchak Agency
Email: [email protected]
Phone: +590590696965
WhatsApp: +590590696965

10.3 Data Requests

For any privacy-related requests or concerns:

• Email: [email protected]
• Response Time: Within 30 days of receipt
• Verification: May require identity verification for security

11. Specific Jurisdictions

11.1 European Union (GDPR)

If you are in the EU, you have additional rights under GDPR:

• Legal Basis: Legitimate business interest and consent
• Data Controller: Katchak Agency, Les Abymes, Guadeloupe, France
• EU Representative: Henry-Morgan HAILLUS
• Supervisory Authority: Right to lodge complaints with your local data protection authority

11.2 California (CCPA)

California residents have specific rights including:

• Categories of Information: Contact data, communication content, usage analytics
• Business Purposes: Customer service, quote generation, business communication
• Third Parties: WhatsApp, Google Services, PandaDoc, AI providers
• Non-Discrimination: We will not discriminate for exercising privacy rights

11.3 Other Jurisdictions

We comply with applicable data protection laws in all jurisdictions where we operate.

12. Technical Implementation

12.1 N8N Workflow Integration

• Data Flow: Information flows through automated N8N workflows
• Processing: Automated decision-making with human oversight available
• Storage: Temporary processing storage with defined retention periods
• Integration Points: WhatsApp → N8N → Business Systems → Response

12.2 AI and Automation

• AI Processing: Messages may be processed by AI for understanding and response
• Human Review: Complex requests may be reviewed by human agents
• Learning: AI systems may learn from interactions to improve responses
• Opt-out: Available for AI processing upon request

Acknowledgment: By using our WhatsApp business services, you acknowledge that you have read, understood, and agree to this Privacy Policy.

Document Version: 1.0
Approval: Henry-Morgan HAILLUS, Katchak Agency
Next Review: December 10, 2025