PRIVACY POLICY — TALKWYSE
Effective date: [YYYY-MM-DD] Last updated: [YYYY-MM-DD]
TalkWyse (“TalkWyse”, “we”, “us”, “our”) provides a unified inbox and helpdesk-style messaging platform. TalkWyse lets businesses connect supported communication platforms (WhatsApp, Gmail, Slack, TikTok, Instagram, Facebook) and manage messages, emails, and attachments in one place.
This Privacy Policy explains what data we collect, what we store, how we use it, how we share it, and the choices you have.
Important note (no guarantee): Some platforms (including TikTok) may require app review and may approve or reject integrations based on multiple factors. We cannot guarantee approval. This policy is written to be detailed and transparent to support trust and meet common platform review expectations, without going beyond TalkWyse’s actual features.
1) WHO WE ARE
Legal entity: [LEGAL COMPANY NAME] Registered address: [FULL ADDRESS] Support email: [SUPPORT@YOURDOMAIN] Privacy email: [PRIVACY@YOURDOMAIN] Website: [YOUR DOMAIN]
2) SCOPE
This policy applies to:
•Our website and marketing pages
•The TalkWyse web app and related services
•Support communications with us
•Data processed through connected platforms (Integrations)
This policy does not replace the privacy policies of WhatsApp/Meta, Google (Gmail), Slack, TikTok, Instagram, or Facebook. Those platforms have their own terms and privacy rules.
3) WHAT TALKWYSE DOES (AND DOES NOT DO)
TalkWyse messaging features include:
•Viewing and organizing messages/emails from connected platforms
•Sending replies where permitted and authorized
•Storing conversation history so teams can search and manage messages
•Assigning conversations, adding tags/labels, statuses, and internal notes
•Storing attachments and media associated with messages/emails
TalkWyse does NOT provide post scheduling or publishing features. TalkWyse focuses on messaging and inbox features only.
4) THE MAIN DATA WE STORE (PLAIN SUMMARY)
Because TalkWyse is a unified inbox, we store the content required to provide that inbox. Depending on what you connect and your settings, we may store:
•Message content (text)
•Email content (headers + body, including plain text and/or HTML)
•Attachments/media (images, documents, videos, audio) sent or received via connected platforms
•Platform identifiers (including user IDs/UUIDs, account/page IDs, message IDs, conversation/thread IDs) so we can link messages to the right conversation and contact
•Message metadata (timestamps, platform/channel, participants, delivery/read status where available, and message type such as text/image/video/file where provided)
•TalkWyse workspace data you create (tags, ticket status, assignment, internal notes, templates, audit logs)
5) WHOSE DATA WE PROCESS (BUSINESS USE)
TalkWyse is designed mainly for business users.
•If you use TalkWyse for a company/organization (“Customer”), the Customer typically controls which messages are synced, who can access them, and how long they are stored.
•In many cases, the Customer is the “data controller” for the message content and end-user personal data, and TalkWyse acts as a “processor/service provider” processing data on the Customer’s instructions.
If you are an end user messaging a business that uses TalkWyse, your messages will be processed by that business and by TalkWyse on their behalf.
6) INFORMATION WE COLLECT
We collect information in these categories:
A) Account and workspace information (provided by you)
•Name, email, password (stored in hashed form)
•Company/workspace name
•Team members you invite and their roles/permissions
•Your settings (routing rules, tags, templates, retention preferences, integrations enabled)
B) Messaging and communications data from Integrations (core to TalkWyse)
Depending on the platform, your permissions, and your settings, we may collect and store the categories below. (Not every platform provides every data point.)
B1) Participants and addressing information
•Sender (e.g., “From”)
•Recipient(s) (e.g., “To”; and for email where available: “Cc” and “Bcc”)
•Sender/recipient user identifiers (including platform user IDs/UUIDs where provided)
•Optional profile information such as display name and avatar/profile photo URL (where the platform provides it)
B2) Message and email content
•Subject (email)
•Body content (plain text and/or HTML body)
•Attachments/media (files, images, documents, audio/video) and related attachment metadata (such as filename and file type where available)
B3) Conversation threading and linking (needed for a unified inbox)
•Message ID (platform message identifier)
•Conversation/thread identifier (thread ID / conversation ID / channel thread identifier where applicable)
•Reply/linking information (for example “in-reply-to” style relationships where available) to correctly group messages into a single conversation
B4) Timestamps and time handling
•Sent/received time (timestamp)
•Timezone display preferences (for example workspace/user timezone), and any timezone information included in message headers where available
B5) Platform and account context
•Connected account identifiers (for example: which connected Google/Gmail account, Slack workspace, WhatsApp business number, or page/business account is associated with the message)
•Channel identifiers (for example: channel IDs in Slack, or similar identifiers provided by a platform)
•Delivery/read/status signals where the platform provides them (for example: sent/delivered/read/failed)
C) TalkWyse-generated helpdesk data (created in the app)
•Conversation/ticket status (open/pending/resolved or similar)
•Assignment (which teammate/role)
•Tags/labels/categories
•Internal notes and mentions (visible to your workspace only)
•Saved replies/templates
•Audit history (who did what and when, for accountability)
D) Billing information (if you use paid plans)
•Billing contact information, invoices, subscription plan
•Payment processing is handled by our payment processor; we do not store full card numbers
E) Technical, usage, and security data (collected automatically)
•IP address, device type, browser type, operating system
•App usage events (pages viewed, features used, timestamps)
•Error logs and performance metrics
•Security logs (login attempts, suspicious activity signals)
F) Support communications
•Messages you send to our support team
•Any files you attach (screenshots or documents) if you choose to provide them
7) HOW WE USE INFORMATION
We use information to:
Provide the Service
•Sync, store, display, and organize messages/emails and attachments
•Enable search and history so you can manage ongoing conversations
•Enable conversation threading/grouping so replies and messages appear in the correct conversation
•Send replies/messages/emails on your behalf when you choose to send them (where supported and authorized)
•Manage teams, permissions, and workspace settings
Maintain reliability and improve the Service
•Monitor performance, fix bugs, and improve features
•Analyze usage trends (typically using aggregated metrics)
Security and abuse prevention
•Protect accounts, detect fraud, prevent unauthorized access
•Maintain audit logs and apply rate limiting where needed
Support and communication
•Respond to support requests and provide help
•Send service notices (security alerts, feature updates, and operational messages)
Billing and legal compliance
•Process subscriptions and invoices (if applicable)
•Comply with legal obligations and enforce our Terms
We do not sell personal data. We do not use message content to build advertising profiles.
8) LEGAL BASES (FOR EEA/UK AND SIMILAR REGIMES)
Where required by law (including in the EEA/UK), we rely on:
•Contract: to provide TalkWyse to you
•Legitimate interests: security, fraud prevention, service improvement, and support
•Consent: where required (certain cookies/marketing), and when you authorize platform connections via OAuth/permissions
•Legal obligation: compliance with applicable laws, tax/accounting, and lawful requests
9) COOKIES AND SIMILAR TECHNOLOGIES
We use cookies and similar technologies for:
•Essential functions (session/login, security)
•Preferences (language and settings)
•Analytics (to improve performance and usability)
•Marketing (only where permitted and where required consent has been obtained)
You can control cookies through your browser settings and (where available) our cookie preferences tool.
10) INTEGRATIONS (PLATFORM-SPECIFIC DISCLOSURES)
TalkWyse only accesses platform data that: (1) the platform’s API makes available, (2) you authorize via permissions/scopes, and (3) is needed for TalkWyse messaging features.
10.1 WhatsApp If you connect WhatsApp via WhatsApp Business Platform/approved methods: We may access/store:
•Message content and message metadata
•Attachments/media sent through WhatsApp (if available)
•Identifiers needed for threading and delivery (message IDs, conversation IDs, participant identifiers)
•Delivery/read/status signals where provided by WhatsApp/Meta
We may enable:
•Sending WhatsApp messages on your behalf, when you choose to send them and where authorized
10.2 Gmail If you connect Gmail: We may access/store:
•Email headers (including to/from; and where available: cc/bcc), subject, and date/time
•Email body content (plain text and/or HTML)
•Attachments included with emails (if enabled and available)
•Message identifiers and thread identifiers needed for conversation grouping (message ID and thread/conversation ID)
We may enable:
•Sending emails on your behalf when you choose to send them and where authorized
We aim to request the minimum scopes needed for inbox features you enable.
10.3 Slack If you connect Slack: We may access/store:
•Messages from Slack channels/DMs you choose to sync (as permitted by Slack and your authorization)
•Files/attachments shared in Slack (if permitted and enabled)
•Slack identifiers (workspace IDs, channel IDs, user IDs, message IDs, and thread identifiers where applicable)
We may enable:
•Sending messages/posting replies where supported and authorized
10.4 TikTok If you connect TikTok (business messaging features where available and eligible): We may access/store:
•Connected business account identifiers
•Message threads, message content, and metadata provided by TikTok APIs
•Participant identifiers (user IDs/UUIDs), message IDs, thread IDs, timestamps
•Attachments/media if provided by TikTok APIs and enabled in your settings
We may enable:
•Sending replies on your behalf where supported and authorized
Important:
•TikTok access may require app review/approval and may depend on business eligibility and product availability by region.
10.5 Instagram and Facebook If you connect Instagram and/or Facebook messaging (Meta APIs): We may access/store:
•Messages/threads and related metadata
•Attachments/media where provided by Meta APIs and enabled
•Page/account identifiers, participant IDs/UUIDs, message IDs, timestamps, and thread identifiers where applicable
We may enable:
•Sending replies on your behalf where supported and authorized
Important:
•Meta may require app review and business verification for certain permissions.
11) AUTHORIZATION, “ACTING ON YOUR BEHALF”, AND HOW TO REVOKE ACCESS
When you connect an integration, you authorize TalkWyse to access and process the permitted data and (if enabled) to send messages on your behalf. TalkWyse only sends a message when a user in your workspace initiates the send action (or when your configured workflow triggers a permitted send action, if you enable such features).
You can stop access in two ways:
1) Disconnect inside TalkWyse settings (this stops syncing and sending through TalkWyse); and
2) Revoke TalkWyse’s access from the platform’s own security/authorized apps settings (where the platform offers this option).
12) TOKENS, WEBHOOKS, AND CREDENTIALS
To keep integrations connected, TalkWyse stores credentials such as:
•OAuth access tokens and refresh tokens (platform dependent)
•Page/account tokens (platform dependent)
•Webhook verification values/secrets (platform dependent)
How we protect them:
•Encrypted in transit (TLS/HTTPS)
•Stored with restricted access controls
•Access limited to systems that need it to provide the Service
•Revoked/removed after disconnect where possible (subject to backups)
13) WHO WE SHARE INFORMATION WITH
We share information only as needed:
A) Service providers (processors)
We use vendors for hosting, storage, monitoring/logging, analytics, email delivery, and payment processing. They may process data only to provide services to us and must protect it.
B) Your organization/team
Workspace admins and authorized team members can access data based on permissions you set.
C) The connected platforms
When you send or receive messages, TalkWyse transmits necessary data to and from the connected platform (e.g., sending an email via Gmail, sending a reply via an integration).
D) Legal and safety
We may disclose data to comply with law, respond to lawful requests, protect rights/safety, investigate fraud/abuse, or enforce our Terms.
E) Business transfers
If TalkWyse is involved in a merger, acquisition, or asset sale, data may transfer as part of that transaction under appropriate protections.
We do not sell personal data.
14) DATA RETENTION (HOW LONG WE KEEP DATA)
Because TalkWyse is an inbox product, we keep conversation history to provide continuity, search, and collaboration.
Retention depends on your workspace settings and legal requirements. A typical approach is:
•Messages/emails and attachments: stored while your workspace is active, and deleted when you delete them or delete the workspace, subject to backups.
•Platform identifiers (UUIDs/IDs), message IDs, and conversation/thread IDs: stored as long as needed to link conversations, support auditing, and prevent duplicates.
•Tokens/credentials: stored while an integration is connected and removed after disconnect (subject to backups).
•Backups: retained for up to [X DAYS] and then overwritten.
You can request deletion (see Section 15). If you need a specific retention period for your business, contact us at [PRIVACY@YOURDOMAIN].
15) DATA DELETION AND YOUR CONTROLS
TalkWyse provides controls (depending on plan/features) to:
•Disconnect an integration (stop future syncing)
•Manage team access (roles/permissions)
•Delete conversations or delete the entire workspace (where implemented)
Deletion requests: Email [PRIVACY@YOURDOMAIN] with subject “Data Deletion Request” and include:
•Workspace name
•Account email
•What you want deleted (specific conversations or entire workspace)
We aim to respond within [X DAYS] and complete deletion within [X DAYS], unless we must retain certain records for legal reasons.
Important: Deleting data in TalkWyse does not automatically delete data that exists on the third-party platform. You may also need to delete data on the platform itself.
16) SECURITY
We use reasonable technical and organizational measures to protect data, such as:
•TLS/HTTPS encryption in transit
•Role-based access control and workspace permissions
•Secure token handling and restricted access
•Monitoring and logging for security and abuse prevention
•Regular updates and vulnerability management practices
No system is fully secure. Please use strong passwords and keep your devices secure.
Breach notice: If we discover a security incident that poses a real risk to individuals’ rights and freedoms, we will provide notices as required by applicable law and where feasible.
17) INTERNATIONAL USERS AND CROSS-BORDER TRANSFERS
TalkWyse is available to users worldwide. If you use TalkWyse from any country, your data may be processed in the country where our servers or service providers operate.
Hosting location: Our primary hosting region(s): [e.g., EU / US / UK / MULTI-REGION] Service providers may process data internationally. Where required, we use appropriate safeguards (such as contractual protections) to support lawful transfers.
18) AGGREGATED / DE-IDENTIFIED DATA
We may create aggregated or de-identified statistics (for example: total message volumes, response time averages, feature usage counts) to understand performance and improve TalkWyse. We do not use message content to create advertising profiles.
19) CHILDREN
TalkWyse is intended for business/professional use and is not directed to children.
20) YOUR RIGHTS
Depending on where you live, you may have rights such as access, correction, deletion, restriction, objection, and data portability.
To exercise rights: Email [PRIVACY@YOURDOMAIN] with subject “Privacy Request”. We may need to verify your identity and workspace authority before fulfilling requests.
21) CHANGES TO THIS POLICY
We may update this policy from time to time. We will update the “Last updated” date. For material changes, we may notify you through the Service or by email.
22) CONTACT
Privacy questions and requests: [PRIVACY@YOURDOMAIN] Support: [SUPPORT@YOURDOMAIN] Mailing address: [FULL ADDRESS]
OPTIONAL (RECOMMENDED FOR B2B): DATA PROCESSING ADDENDUM (DPA) If you are a business customer and require a Data Processing Addendum, contact [PRIVACY@YOURDOMAIN].