WhatsApp Voice Note Bot Privacy Policy

This policy explains how Hexakode Agency collects, uses, stores, and protects information when you use our WhatsApp bot to transcribe and summarize voice notes. By sending a voice note, message, or related content to the bot, you agree to this policy.

When you use the bot, we may process:

• Your WhatsApp phone number and profile information made available by WhatsApp.
• Voice notes, audio files, text messages, and any files you send to the bot.
• Generated transcripts, summaries, timestamps, and basic usage metadata.
• Technical logs needed to operate, debug, secure, and improve the service.

We use information to:

• Transcribe voice notes into text.
• Generate summaries and helpful follow-up outputs requested through the bot.
• Deliver responses back to you through WhatsApp.
• Monitor reliability, prevent abuse, troubleshoot errors, and improve quality.
• Comply with legal obligations and enforce acceptable use requirements.

The bot may use third-party infrastructure and AI service providers to process audio, create transcripts, generate summaries, host the application, store data, and deliver WhatsApp messages. These providers process information only as needed to support the bot.

We keep voice notes, transcripts, summaries, and logs only as long as reasonably needed to provide the service, troubleshoot issues, maintain security, and satisfy legal or operational requirements. You may request deletion of your information by contacting us.

We do not sell your personal information. We may share information with service providers who help operate the bot, when required by law, to protect our rights or users, or as part of a business transfer involving the service.

Do not send passwords, financial account numbers, medical records, government ID numbers, or other highly sensitive information unless you accept the risk of sending that content through WhatsApp and AI processing systems.

We use reasonable technical and organizational measures to protect information. However, no online service, messaging platform, or AI processing workflow can be guaranteed to be completely secure.

You can stop using the bot at any time. You may contact us to request access, correction, or deletion of information associated with your WhatsApp number, subject to legal and operational limits.

The bot is not intended for children under 13. If you believe a child has provided information through the bot, contact us so we can review and delete it where appropriate.

We may update this policy from time to time. The updated version will be posted on this page with a new last updated date.

For privacy questions or deletion requests, contact Hexakode Agency at support@hexakodeagency.com.