Privacy Policy

1. Who we are

The Service is operated by [COMPANY LEGAL NAME], registered at [REGISTERED ADDRESS], trade licence [TRADE LICENCE NUMBER] (“EazeeBooks”, “we”, “us”). You can reach us about privacy at support@crm.eazeebooks.com.

2. Our role and yours

The Service handles two kinds of personal data, and our role is different for each:

• Account data about the people who sign up and use the Service (you and your teammates). For this data we are the controller.
• Customer data about the people your business talks to on WhatsApp: their names, phone numbers, messages, media and any notes or tags your team adds. Your business decides what is collected and why, so your business is the controller and we process this data on your behalf, following your instructions and these terms.

If you are a customer of a business that uses EazeeBooks CRM and have a question about your data, please contact that business first. We will help them respond.

3. What we collect

Account data

• Your name, email address, password (stored only as a secure hash by our authentication provider) and profile photo if you add one.
• Your business details from setup: business name, industry, description, business hours, currency and similar settings.
• Your role in your business account and the invitations you send or accept.
• Activity needed to run the Service, such as when you were last online in the inbox, notifications, and AI usage totals.
• Technical data such as IP address and browser type, recorded in security and administration logs.

Customer data

• WhatsApp messages sent and received through your connected number, with their delivery status.
• Photos, documents, audio and video in those messages. We keep a private copy because Meta deletes media after about 30 days.
• Contact names, phone numbers or WhatsApp usernames, and anything your team records: tags, notes, custom fields, deals and assignments.

Sales enquiries

When you send the form on our pricing page, we collect your name, business name, email, WhatsApp or mobile number, company size, the plan you're interested in, your expected WhatsApp volume and anything you write about your requirements, plus your IP address and browser type to prevent abuse. If you message our sales number on WhatsApp, that conversation is handled in our own EazeeBooks CRM account.

Credentials you give us

Your WhatsApp Business Platform access token and any AI provider API keys. We store them encrypted (AES-256-GCM) and use them only to act for your business.

4. How we use data

• To provide the Service: deliver and receive WhatsApp messages, show them to your team, run your automations, broadcasts and AI replies.
• To secure the Service: authenticate users, prevent abuse, enforce rate limits, and investigate problems.
• To contact you about your account: verification and password emails, connection alerts (for example when a WhatsApp token stops working), and important changes to the Service or these policies.
• To respond to sales enquiries and discuss plans and pricing with you.
• To meet legal obligations and enforce our Terms.

We do not sell personal data, we do not use customer data for advertising, and we do not use your customer data to train AI models.

5. AI features

AI replies and drafts are off until your business turns them on and adds its own API key from OpenAI, Anthropic or Groq. When they are on, we send the relevant recent messages in the conversation, matching parts of your knowledge base and your business description to the provider you chose, using your key. That provider processes the data under its agreement with your business. If you add an OpenAI key for knowledge search, the text of your knowledge base is sent to OpenAI to create search embeddings.

6. Who we share data with

We share data only with service providers that help us run the Service, and only as needed:

• Supabase hosts our database, authentication and file storage.
• Our hosting provider runs the application servers.
• Meta Platforms carries WhatsApp messages between your number and your customers, under your business's agreement with Meta.
• The AI provider your business chooses, as described in section 5.
• Systems your business connects, such as webhooks or API integrations your admins set up.

We may also disclose data if the law requires it, to protect the rights and safety of our users or the public, or as part of a merger or sale of our business, in which case this policy will continue to apply.

7. Where data is stored

Data is stored in [DATA STORAGE REGION]. Our providers, including Meta and the AI providers, may process data in other countries. Where data leaves the UAE, we rely on safeguards permitted by UAE law, such as contractual commitments from those providers.

8. How we protect data

• Each business's data is kept separate at the database level, and every request is checked against the user's business and role.
• Access tokens and API keys are encrypted at rest. Connections use HTTPS.
• Media from WhatsApp is kept in private storage and served only to signed-in members of the right business.

No system is perfectly secure. If a breach affects your data, we will tell you without undue delay.

9. How long we keep data

We keep account and customer data while your account is active, unless your team deletes it sooner. When you close your account, we delete or anonymise its data within 90 days, except where we must keep some records longer to meet legal obligations or resolve disputes. Security logs are kept for as long as they are needed to protect the Service. Sales enquiries are kept while we're in contact with you about a plan, and you can ask us to delete yours at any time.

10. Your rights

Depending on where you live, including under the UAE Personal Data Protection Law (Federal Decree-Law No. 45 of 2021), you may have the right to access your personal data, correct it, delete it, restrict or object to its processing, and receive a copy in a portable format. You can update most account details yourself in Settings. For anything else, email support@crm.eazeebooks.com and we will respond within 30 days. You may also complain to the UAE Data Office or your local data protection authority.

11. Cookies and local storage

We use only what the Service needs to work: cookies that keep you signed in, and browser storage that remembers display preferences such as light or dark mode. We do not use advertising or third-party tracking cookies. If we add analytics, we will update this policy first.

12. Children

The Service is for businesses and is not intended for anyone under 18.

13. Changes to this policy

We will post any changes on this page and update the date at the top. If a change is significant, we will also tell account owners by email before it takes effect.

14. Contact

Questions or requests: support@crm.eazeebooks.com, or write to [COMPANY LEGAL NAME], [REGISTERED ADDRESS]. See also our Terms of Service.