Privacy Policy

Effective Date: January 2025

Welcome to Chathood.io (“Chathood”, “we”, “our”, or “us”). Chathood is a communication management platform built on top of open-source technologies and enhanced with secure cloud infrastructure. This Privacy Policy explains how we collect, use, store, process, and protect personal information when you use our website and our platform services (the “Service”).

1. About Chathood

Chathood.io provides a unified inbox for businesses to manage customer conversations from multiple communication channels including:

• WhatsApp Business API (WABA)
• Instagram Messaging
• Facebook Page Inbox
• Email and Web Chat (optional integrations)

Chathood is built using reliable open-source foundations (such as Chatwoot), with additional proprietary enhancements, security hardening, and infrastructure provided by our team.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email, business name, phone number, and login credentials.
• Business Assets: Facebook Page IDs, Instagram Business IDs, WhatsApp Business Account IDs, phone numbers, template IDs, and configuration details required for messaging operations.
• Message Data: Customer messages, replies, attachments, media, and metadata exchanged through connected channels.
• Billing Information: Payment details when applicable (processed via secure third-party payment gateways).

2.2 Data Collected Automatically

• IP address, browser type, operating system.
• Device identifiers and access logs.
• Usage analytics including feature usage, error logs, and performance metrics.
• Cookies and similar tracking technologies.

3. How Chathood Uses Your Data

We use the collected data strictly for purposes that support operation of the Service:

• To provide real-time messaging capabilities across WhatsApp, Instagram, Facebook Pages, and other channels.
• To deliver webhook events, message synchronisation, and template management functionalities.
• To improve platform performance, features, and reliability.
• To detect, prevent, and respond to security incidents.
• To provide customer support and communicate with business users.
• To comply with Meta’s platform policies, WhatsApp Business Policy, and other legal obligations.

4. Legal Basis for Processing

Depending on your region, we process personal data based on:

• Contractual necessity — enabling your business to use Chathood core features.
• Legitimate interests — technical operations, fraud prevention, and service improvement.
• Consent — when required for optional features.
• Legal compliance — responding to legal processes and regulatory obligations.

5. Sharing & Disclosure of Information

We do NOT sell, rent, or trade customer data.

We share data only with:

5.1 Third-Party Service Providers

These include:

• Cloud hosting (server infrastructure, backups)
• Analytics services
• Email and notification gateways
• Security monitoring systems

5.2 Meta Platforms (Facebook, Instagram, WhatsApp)

When you connect any Meta asset (a WhatsApp Business Account, Instagram Business Account, or Facebook Page), Chathood exchanges required information with Meta APIs strictly to deliver the messaging service. Meta processes connected platform data under its own terms and privacy policies.

5.3 Legal Authorities

We may disclose information when required by law or to protect our rights, customers, or the public.

6. How Chathood Stores and Protects Client Data

Infrastructure: Chathood is hosted on secure cloud servers using encrypted volumes, firewall restrictions, and industry-standard container isolation.

Message Storage:

• Messages, attachments, and metadata are stored securely in encrypted storage systems.
• Access to customer data is strictly controlled through authentication and role-based permissions.
• All data exchanged with Meta APIs uses HTTPS/TLS encryption.

Access Control:

• Only authorized personnel with a strict need-to-know basis can access infrastructure logs.
• We maintain audit logs for internal access attempts.

Backups:

• Regular encrypted backups ensure disaster recovery capability.
• Backups have strict retention policies and are not accessible publicly.

Open-Source Transparency:

Chathood, being built on open-source foundations, benefits from peer-reviewed security practices while adding proprietary layers of protection, encryption, and compliance monitoring.

7. Data Retention

We retain your data only as long as your business account remains active and as necessary to provide the Service or comply with legal requirements. Upon termination or deletion requests, message data, attachments, and user information are removed from active systems and scheduled for deletion from backups.

8. Your Rights

You may contact us anytime to request:

• Access to personal data
• Correction or update
• Export (portability) of your data
• Deletion of your data

9. Cookies

We use cookies to authenticate users, maintain sessions, and provide usage analytics. You may disable cookies through your browser settings, but some features may not function properly.

10. Data Deletion Process

If you wish to delete your data:

• Use the in-app "Delete My Data" option, OR
• Email us at [email protected]

Your deletion request will be processed within 48 hours. Deletion includes conversations, attachments, profile data, and connected channel metadata.

11. Children’s Data

Chathood is intended for business users only and does not knowingly collect data from children under 16.

12. Updates to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with a new effective date.

13. Contact Us

For privacy questions or data handling concerns, contact:
Email: [email protected]
Data Deletion URL: https://www.chathood.io/data-deletion/