This Privacy Policy explains how Xaintec LLC ("Xaintec," "we," "us," or "our") collects, uses, stores, and shares information when you use Automerize and related services (the "Service"). Automerize is a product of Xaintec LLC, a Wyoming limited liability company. If you do not agree, do not create a workspace or use the Service.
The Service is a business platform for customer communications, lead management, optional AI features, and related workspace tools. It is provided to organisations worldwide ("Customers") and their authorised staff. Individuals who message a Customer through connected channels (such as WhatsApp) are referred to below as "Messaging Users".
1. Who this covers
This policy covers:
- Visitors to our marketing site
- People who create or administer Automerize workspaces
- Invited teammates (Admin, Manager, Agent, and similar roles)
It does not replace the privacy policies of messaging networks you connect (including Meta / WhatsApp, email providers, and others). Those services have their own policies.
2. Who is responsible for your data
- Customer organisations are generally responsible for Messaging User data they collect and manage through the Service (they act as controller for that content).
- Xaintec LLC processes workspace data on behalf of Customers to operate the Service, and may also process limited account and billing data as an independent controller where necessary to run our business.
- Authorised users should follow their employer's internal policies.
Messaging Users who have a privacy question about a conversation should contact the business they messaged. Customers may contact us at privacy@xaintec.com for assistance.
3. Information we collect
- Account. Name, work email, password (stored hashed), role, and records of Terms / Privacy acceptance where collected.
- Workspace. Lead and contact records, conversation history, media and documents you upload or receive (subject to confidential-document settings), pipelines, campaigns, automations, knowledge / media library content, calendar items, and settings.
- Connected channels. Metadata and message content needed to deliver WhatsApp and other channels you connect, as well as delivery and error logs.
- AI and voice (when enabled). Prompts, model inputs derived from configured knowledge and conversation context, photo/voice processing outputs, and related usage meters. Files skipped under confidential settings are not stored for AI or backups.
- Technical. IP address, device/browser data, and cookies or tokens needed to keep you signed in and secure the Service.
- Marketing site analytics. On public marketing pages we may record aggregate funnel events (for example page views, pricing views, and signup or request-access clicks) with campaign parameters (UTM), referring site, landing path, and a coarse device class (mobile / tablet / desktop). We do not store visitor IP addresses or precise location for these events. Optional third-party analytics (such as Plausible) load only after you accept analytics cookies when that feature is enabled.
- Billing. If you subscribe, our payment processor collects payment details. We receive limited billing metadata (plan, status, invoices, last four where provided).
4. How we use information
We use information to:
- Create, secure, and operate your workspace
- Provide messaging, CRM, campaigns, automations, AI assistance, and support
- Meter usage, bill Customers, and prevent abuse
- Debug, improve reliability, and develop the product
- Measure marketing funnel performance (which pages and campaigns lead to signup or access requests)
- Meet legal, tax, and accounting obligations
- Send product or account notices; marketing only where you opt in or law allows
We do not sell personal information or use Customer workspace content for unrelated third-party advertising.
5. Sharing
We share information with:
- Infrastructure and subprocessors that host the Service (database, file storage, email, logs)
- Messaging and channel platforms you choose to connect, as needed to perform the actions you request
- Optional AI, voice, or telephony providers when those features are enabled
- Payment processors for paid plans
- Professional advisors and authorities when required by law or to protect rights and safety
A list of key categories of providers is available on request at privacy@xaintec.com.
6. Connected messaging channels
When Customers connect messaging channels (including WhatsApp), data is also processed under the policies of those platforms. Customers are responsible for complying with applicable platform terms and messaging rules, including WhatsApp Business Terms and the WhatsApp Business Messaging Policy where WhatsApp is used. Business messaging is not end-to-end encrypted like personal WhatsApp.
7. Retention
We keep workspace data for as long as the workspace exists and for a reasonable period afterward (backups, disputes, legal holds). Customers may export or request deletion of a workspace; some records may remain where the law requires (for example, billing). Confidential files that were never stored are not present in backups.
8. Security
We use encryption in transit, hashed passwords, access controls, monitoring, and backups. No method of transmission or storage is perfectly secure. Tell us promptly if you believe an account is compromised. Customers should use strong passwords, limit administrator access, and use in-product privacy settings where available.
9. Your choices (including US state privacy laws)
Depending on where you live, you may have rights to access, correct, delete, or export personal information, and to opt out of certain sharing. Wyoming residents and residents of other US states with privacy statutes may exercise those rights by contacting privacy@xaintec.com or in-product support. We will not discriminate against you for exercising a privacy right. Authorized agents may submit requests where the law allows, subject to verification.
- Messaging Users: contact the business you interacted with.
- Dashboard users: contact your workspace administrator or privacy@xaintec.com.
- Customers: email privacy@xaintec.com for export or deletion assistance. Workspace administrators may also remove records in the dashboard where available.
We respond to verified requests within timeframes required by applicable law. Some information may be retained where we have a legal obligation or while encrypted backups complete their normal rotation cycle.
10. Children
The Service is not directed to children under 16, and we do not knowingly collect personal information from them.
11. International transfers
Xaintec LLC is established in the United States. If you access the Service from another country, you understand information may be processed in the United States and other locations where we or our processors operate. Where required by law, we use appropriate safeguards for cross-border transfers.
12. Changes
We may update this policy. The "Last updated" date will change. Material changes will be highlighted in the product or by email where appropriate.
13. Contact
Xaintec LLC
State of Wyoming, United States
Privacy: privacy@xaintec.com
Support: support@xaintec.com
This Policy is provided for transparency. It is not legal advice. Our company is organised under the laws of Wyoming, USA. Customers should obtain independent legal review for their own jurisdiction (the State of Wyoming, United States of America and elsewhere) and for any industry-specific rules that apply to them. A Data Processing Agreement may be available on request.