Privacy Policy

1. Information We Collect

2. How We Use Your Information

3. Data Sharing and Disclosure

We maintain strict policies regarding the sharing of your personal and business information. We do not sell, rent, lease, or trade your personal information to third parties for their marketing purposes. Your data belongs to you, and we respect your ownership rights and privacy expectations.

However, there are specific circumstances where we may need to share your information to provide our services effectively or comply with legal requirements. We may share your data with trusted service providers who assist us in delivering our services, such as cloud hosting providers, payment processors, email service providers, and analytics platforms. These service providers are bound by strict contractual agreements that require them to protect your data and use it only for the specific purposes we authorize.

We may disclose your information when required by law, legal process, or government request. This includes responding to court orders, subpoenas, search warrants, or other legal demands from authorized law enforcement agencies. We may also share information to protect our rights, property, or safety, or the rights, property, or safety of our users or the general public, including in cases of suspected fraud, security breaches, or violations of our terms of service.

In the event of a business transaction such as a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity as part of the transaction. We will notify you of any such transaction and ensure that the acquiring entity agrees to protect your data in accordance with this privacy policy. We will only share your information with your explicit consent for any purposes not covered in this policy.

4. Data Protection and Compliance

We are committed to complying with all applicable data protection laws and regulations, including the General Data Protection Regulation (GDPR) for our European users and the Digital Personal Data Protection (DPDP) Act, 2023 for our Indian users. We continuously monitor changes in privacy legislation worldwide to ensure our practices remain compliant as new laws are enacted or existing laws are updated.

Under these regulations, you have several important rights regarding your personal data. You have the right to access all personal information we hold about you, including the right to receive a copy of this data in a structured, commonly used, and machine-readable format. You can request corrections to any inaccurate or incomplete personal information, and we will make these corrections promptly upon verification of the requested changes.

You have the right to request deletion of your personal data, subject to certain legal limitations such as our need to retain certain information for tax, legal, or regulatory compliance purposes. You can also request that we restrict the processing of your personal data in certain circumstances, such as when you contest the accuracy of the data or object to our processing activities.

You have the right to data portability, which means you can request that we transfer your personal data directly to another service provider where technically feasible. You also have the right to object to certain types of data processing, particularly for direct marketing purposes or when processing is based on legitimate interests rather than legal requirements.

To exercise any of these rights, please contact our Privacy Officer at privacy@sentsays.com. We will respond to your request within the timeframes required by applicable law, typically within 30 days of receiving a valid request.

5. Security Measures

We implement comprehensive security measures designed to protect your information from unauthorized access, use, disclosure, alteration, or destruction. Our security framework includes both technical and organizational measures that are regularly reviewed and updated to address emerging threats and maintain the highest standards of data protection.

All data transmitted between your devices and our servers is encrypted using industry-standard Transport Layer Security (TLS) protocols. Data stored in our systems is encrypted at rest using advanced encryption algorithms. We maintain strict access controls that ensure only authorized personnel can access your data, and all access is logged and monitored for security purposes.

Our team undergoes regular security training to understand their responsibilities for protecting customer data and recognizing potential security threats. We conduct regular security assessments, vulnerability testing, and penetration testing to identify and address potential weaknesses in our systems. We also maintain comprehensive incident response procedures to quickly detect, contain, and resolve any security incidents that may occur.

We use multi-factor authentication for administrative access to our systems and require strong password policies for all user accounts. Our infrastructure is hosted with reputable cloud service providers who maintain their own robust security measures and compliance certifications. We regularly backup your data to secure, geographically distributed locations to ensure data availability and recovery capabilities in case of system failures or disasters.

6. Data Retention

We retain your information only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements. Our retention periods are based on the type of information, the purpose for which it was collected, and applicable legal requirements.

Message logs and delivery records are retained for 365 days from the date of message delivery. This retention period allows us to provide you with comprehensive reporting on message performance, troubleshoot delivery issues, and maintain compliance with telecommunications regulations. After this period, message logs are automatically and securely deleted from our systems.

Order and transaction data connected to your account through platform integrations is retained for 365 days. This data is necessary for generating analytics reports, processing refunds or chargebacks, and maintaining accurate business records. Account information, including your profile data, preferences, and configuration settings, is retained until you close your account or request deletion.

Certain information may be retained for longer periods when required by law, such as financial records for tax purposes or data needed for ongoing legal proceedings. When you close your account, we will delete or anonymize your personal information according to our standard retention schedule, unless extended retention is required for legal compliance. All data deletion is performed using secure methods that make recovery impossible.

7. Cookies and Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to enhance your experience with our services, analyze usage patterns, and improve our platform's functionality. Cookies are small text files stored on your device that help our website remember information about your visit and preferences.

Essential cookies are necessary for basic website functionality, including user authentication, security features, and core platform operations. These cookies cannot be disabled without significantly impacting your ability to use our services. Performance and analytics cookies help us understand how users interact with our platform, which pages are most popular, and where users encounter difficulties. This information is used to optimize our user interface and improve overall user experience.

Preference cookies remember your settings and customizations, such as language preferences, dashboard layouts, and notification settings. These cookies enhance your user experience by maintaining your preferred configurations across sessions. We may also use cookies for security purposes, such as detecting suspicious activity and protecting against unauthorized access attempts.

You can control cookie settings through your browser preferences, including the ability to block or delete cookies. However, please note that disabling certain cookies may affect the functionality of our website and limit your ability to use some features. We respect browser-based "Do Not Track" signals and will honor your privacy preferences as communicated through these mechanisms.

8. Children's Privacy

Our services are designed for and directed to businesses and individuals who are at least 18 years of age. We do not knowingly collect, use, or disclose personal information from children under the age of 13, or under the applicable age of digital consent in their jurisdiction. Our platform is not intended for use by minors, and we do not market our services to children.

If we become aware that we have collected personal information from a child under the applicable age without proper parental consent, we will take immediate steps to delete that information from our systems. Parents or guardians who believe we may have collected information from their child should contact us immediately at privacy@sentsays.com, and we will investigate and take appropriate action to remove such information.

We encourage parents and guardians to monitor their children's online activities and to help enforce this policy by instructing their children never to provide personal information through our services without parental permission. If you are under 18 years of age, please do not use our services or provide any personal information to us.

9. International Data Transfers

As a global service provider, your information may be transferred to, stored in, and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your jurisdiction. When we transfer your personal information internationally, we ensure that appropriate safeguards are in place to protect your data in accordance with applicable privacy laws.

For transfers from the European Economic Area (EEA) to countries outside the EEA, we rely on adequacy decisions by the European Commission where available, or implement appropriate safeguards such as Standard Contractual Clauses approved by the European Commission. For transfers from other jurisdictions, we use similar mechanisms recognized by local data protection authorities to ensure your data receives adequate protection.

Our cloud service providers and technology partners are carefully selected based on their ability to provide adequate data protection guarantees. We maintain contractual agreements with all service providers that handle your data, requiring them to implement appropriate technical and organizational measures to protect your information and restrict its use to the specific purposes for which it was shared.

10. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time to reflect changes in our practices, services, legal requirements, or other operational, legal, or regulatory reasons. When we make material changes to this policy, we will provide you with prominent notice through various channels, including email notification to your registered email address, prominent notices on our website, or in-app notifications when you log into your account.

We will also update the "Last updated" date at the top of this policy to indicate when the most recent changes were made. For significant changes that materially affect your rights or how we handle your personal information, we may require your explicit consent to continue using our services under the updated terms.

We encourage you to review this Privacy Policy periodically to stay informed about how we collect, use, and protect your information. Your continued use of our services after any modifications to this policy constitutes your acceptance of the updated terms. If you do not agree with any changes made to this policy, you should discontinue using our services and contact us to close your account.

11. Contact Information

We are committed to addressing any questions, concerns, or requests you may have regarding this Privacy Policy or our data handling practices. Our privacy team is available to assist you with any privacy-related matters and to help you understand or exercise your privacy rights.

For general inquiries about this Privacy Policy or our privacy practices, please contact us at contact@sentsays.com. For specific privacy-related requests, including requests to access, correct, or delete your personal information, please contact our designated Privacy Officer at privacy@sentsays.com.

When contacting us about privacy matters, please include sufficient information to help us understand and respond to your inquiry effectively. This may include your account information, specific details about your request, and any relevant documentation. We will acknowledge receipt of your inquiry promptly and provide a substantive response within the timeframes required by applicable law.