Privacy Policy

Last updated: [DATE] · Effective: [DATE]

In short: SignWB is business software. Companies use it to talk to their own customers on WhatsApp and Instagram. We hold that data on their behalf, we do not sell it, we do not use it for advertising, and we do not use our customers' conversations to train AI models.

1. Who we are

SignWB ("SignWB", "we", "us") is a business messaging platform operated by Signature Incorporation ("the Company"), registered in India. SignWB is built on the official WhatsApp Business Platform provided by Meta Platforms, Inc.

Contact: [email protected] www.signatureincorp.com

2. The two roles we play

This distinction matters for your rights:

We are the controller of data about our own business customers — the companies that sign up for SignWB, their team members and their billing records.
We are a processor of data about their customers — the people who message a business through WhatsApp or Instagram. That data belongs to the business using SignWB; we only process it on their instructions. If you were messaged by a business, please contact that business directly; we will help them respond to you.

3. Information we collect

3.1 From businesses using SignWB

Account details: name, business name, email address, phone number, password (stored only as a secure hash)
Workspace settings: country, timezone, currency, team members, roles and teams
Connection details for the WhatsApp Business Platform, including access tokens, which are encrypted at rest
Billing information: plan, wallet balance, transactions and payment references. Card details are handled entirely by our payment providers and never reach our servers.
Technical data: log records, IP address, browser and device information, and usage events

3.2 On behalf of businesses, about their end customers

Phone number or Instagram identifier, display name and profile name
Message content exchanged with that business through SignWB, including text, images, documents, audio and voice notes
Message metadata: delivery, read and failure statuses, timestamps
Attributes, tags, notes, assignment and lead records created by the business
Opt-out status, which we always honour

4. Why we use it

Purpose	Legal basis
Deliver the service: sending and receiving messages, inbox, automation, campaigns, leads and analytics	Performance of a contract
Billing, invoicing and fraud prevention	Contract and legitimate interests
Support, service notices and security alerts	Contract and legitimate interests
Improving reliability and performance of the platform	Legitimate interests
Complying with law and with Meta's platform policies	Legal obligation

We do not sell personal data, we do not share it with data brokers, and we do not use message content for advertising.

5. Consent and opt-out (important for WhatsApp)

Businesses using SignWB must obtain valid opt-in from a person before messaging them, as required by the WhatsApp Business Messaging Policy and applicable law. Anyone can stop receiving messages at any time by replying STOP (or إيقاف / बंद). SignWB records that immediately and excludes the person from all future campaigns automatically. A business cannot override this.

6. Artificial intelligence features

SignWB offers optional AI features: suggested replies, translation, voice-note transcription, knowledge-based answers, template drafting and lead analysis.

When a business uses an AI feature, the relevant text (and, for transcription, the audio file) is sent to our AI provider solely to generate that result.
Our AI providers process this data on our instructions and do not use it to train their models.
AI-suggested replies are never sent automatically in the inbox — a human reviews and sends them.
Automated chatbot answers are limited to the knowledge the business itself provides, and hand over to a human when uncertain.
AI can be switched off entirely for any workspace.

7. Who we share data with

Meta Platforms, Inc. — necessarily, to deliver and receive messages on WhatsApp and Instagram
Cloud hosting and infrastructure providers — to run and back up the service
AI providers — only when an AI feature is used, as described above
Payment providers — Razorpay (India) and MyFatoorah (Kuwait), to process payments
Authorities — where required by law, valid legal process, or to protect rights and safety
A successor entity — in the event of a merger or acquisition, subject to this policy

All providers are bound by contract to protect the data and use it only for the service they provide to us.

8. International transfers and storage

Data is stored on secure cloud infrastructure that may be located outside your country, including in India, the Gulf region and the European Union. Where data leaves its country of origin we rely on appropriate safeguards, such as standard contractual clauses and provider certifications.

9. How long we keep it

Account and billing records: for the life of the account and up to 7 years afterwards where tax or accounting law requires it
Conversations, contacts and leads: while the workspace is active. On closure, they are deleted or anonymised within 90 days, unless the business exports them first
Technical logs: typically up to 12 months
AI request content: not retained by us beyond producing the result, other than the resulting message stored in the workspace

10. Security

Encryption in transit (HTTPS/TLS) and encryption at rest for sensitive credentials such as Meta access tokens
Passwords stored using strong one-way hashing
Role-based access control, so team members only see what their role allows
Per-workspace isolation of all data
Audit logging of sensitive actions, and signed webhooks for outbound integrations

No system is perfectly secure. If a breach affects your personal data, we will notify affected businesses and, where required, the relevant authority without undue delay.

11. Your rights

Depending on where you live — including under India's Digital Personal Data Protection Act 2023, applicable Kuwaiti data protection regulations (including CITRA's Data Privacy Protection Regulation), and the GDPR where it applies — you may have the right to:

Access the personal data we hold about you and receive a copy
Correct data that is inaccurate or incomplete
Delete your data, subject to legal retention requirements
Object to or restrict certain processing
Withdraw consent at any time, without affecting past processing
Complain to your local data protection authority

Businesses using SignWB can exercise these rights from their account or by writing to [email protected]. If you are an end customer of a business that uses SignWB, please contact that business; we assist them in responding within the timeframes the law requires.

12. Cookies

The SignWB dashboard uses only what it needs to function: your login session, your theme and layout preferences, and saved quick replies. We do not use advertising or cross-site tracking cookies.

13. Children

SignWB is a tool for businesses and is not directed at children. We do not knowingly permit anyone under 18 to hold an account.

14. Relationship with Meta

SignWB is an independent product. We are not affiliated with, endorsed or sponsored by Meta Platforms, Inc. WhatsApp and Instagram are trademarks of Meta Platforms, Inc. Message delivery, pricing categories and platform policies are controlled by Meta and may change.

15. Changes to this policy

We may update this policy. The revised version will be posted here with a new date, and we will notify account holders by email or in-app notice of material changes at least 14 days before they take effect.

16. Contact us

Signature Incorporation
[Registered address, India]
Email: [email protected]
Phone: +91 90610 15664
Web: www.signatureincorp.com