How WATeamInbox handles personal information

01 / scope and roles

What this policy covers

YGNCodeLab LLC, a Wyoming limited liability company, operates the public website at wateaminbox.com and the managed application at app.wateaminbox.com under the WATeamInbox name. In this policy, “we”, “us”, and “our” meanYGNCodeLab LLC.

For the account, workspace, billing, website, and support information described in this policy, YGNCodeLab LLC is the business responsible for the processing. Privacy questions and requests can be sent to [email protected].

This policy does not cover an independently operated, self-hosted WATeamInbox installation. The person or organisation running that installation decides how it handles personal information and should provide its own privacy notice.

A Cloud workspace owner decides why its team communicates with customers and what information it puts into the workspace. For that customer information, the workspace owner is normally the business responsible for the processing, and YGNCodeLab LLC handles that customer information on the workspace owner’s behalf to provide the Cloud service. Workspace owners are responsible for giving their customers any required notice and having a lawful basis for connecting WhatsApp and using conversation data.

02 / information processed

Information we receive

Account and workspace information

We process account names, email addresses, password hashes, email verification state, profile images, workspace names and settings, memberships, roles, permissions, invitations, and account or workspace activity.

WhatsApp connections and customer content

When a workspace connects WhatsApp, the service processes the connected number, connection and sync state, and the credentials needed to maintain that connection. Depending on how the team uses the product, workspace data can include:

• customer names, phone numbers, profile images, and WhatsApp identifiers;
• message text, replies, reactions, delivery information, images, documents, audio, and other supported media;
• group names, descriptions, membership information, and other group metadata;
• assignments, internal notes, tags, saved replies, scheduled messages, imports, exports, and audit history;
• business labels, catalog and product information, and related settings when those features are used.

This content may contain information about people who do not have a WATeamInbox account. The workspace owner controls which WhatsApp accounts are connected and which teammates can access that content.

Billing and usage information

We process billing email addresses, Stripe customer and subscription references, plan and add-on choices, subscription status, billing periods, payment state, invoices, and resource usage needed to apply workspace limits. Stripe collects and processes payment card details; WATeamInbox does not receive or store full card numbers.

Device, log, and support information

We process IP addresses, user agents, device and session details, login times, security and audit events, push-notification endpoints, diagnostic logs, and similar information needed to run and protect the service. If you contact us or submit feedback, we process your contact details, message, and any information you choose to include.

Website analytics

The public website uses Google Analytics and Cloudflare analytics. These services can receive page URLs, approximate location derived from an IP address, browser and device information, referrer data, and interaction or visit identifiers. We use this information to understand which pages are useful and how the website performs, not to serve targeted advertising.

03 / how information is used

Why we process information

• Create accounts, verify email addresses, and manage sessions.
• Connect WhatsApp, synchronize supported conversation data, and send messages requested by authorised workspace users.
• Provide assignments, notes, search, notifications, analytics, exports, and other workspace features.
• Process subscriptions, confirm payment state, measure resource usage, apply plan limits, and provide billing support.
• Respond to questions, feedback, privacy requests, and service incidents.
• Detect abuse, secure accounts, troubleshoot failures, maintain backups, and improve reliability.
• Comply with law, enforce service terms, and establish or defend legal claims.

Depending on the situation and applicable law, this processing is based on providing the service you requested, our legitimate interests in operating and securing it, consent where required, or compliance with legal obligations.

We do not sell personal information or use workspace conversation content for targeted advertising.

04 / service providers and disclosures

Who helps us run the service

We share information with providers only as needed for their part of the service. The main providers currently used by WATeamInbox Cloud are:

• DigitalOcean for primary application hosting and infrastructure backups in Singapore.
• Cloudflare for network delivery and security, website hosting, analytics, private media storage, and encrypted off-site backups. Media and backup storage are configured in the Asia-Pacific region.
• Stripe for Checkout, payment processing, subscriptions, invoices, and the customer billing portal.
• Resend for transactional email such as account verification and workspace invitations.
• Google Analytics for measuring use of the public marketing website.
• WhatsApp and Meta systems when an authorised workspace user connects an account or sends and receives WhatsApp content. WATeamInbox is independent and is not affiliated with or endorsed by WhatsApp or Meta.

Providers may process information in countries where they or their subprocessors operate. Where applicable law requires safeguards for an international transfer, we rely on the provider’s contractual or other lawful transfer arrangements.

We may also disclose information when required by law, to investigate abuse or protect the rights and safety of users or others, or as part of a merger, financing, acquisition, or transfer of the service. A recipient in a business transfer must continue to handle the information under applicable privacy obligations.

05 / cookies and browser storage

What the browser stores

The Cloud application uses an essential, secure cookie to maintain your signed-in session. It also uses browser storage for settings such as your selected workspace, theme, language, sidebar state, notification preferences, recent interface state, and unsent message drafts. Removing this information can sign you out or reset those preferences.

Google Analytics stays off until you choose Allow analytics in the cookie banner. If allowed, it may use cookies or similar visit identifiers on the public website. You can withdraw that choice through Cookie settings in the footer. Cloudflare also receives network and cookie-free analytics data when it serves our website and application.

You can also restrict cookies through your browser or use content-blocking tools. Blocking the essential Cloud session cookie will prevent sign-in from working. WATeamInbox does not use advertising cookies.

06 / retention and deletion

How long information is kept

We keep account and workspace information while the Cloud account or workspace is active and for as long afterwards as reasonably needed to provide export or support, resolve disputes, prevent abuse, meet billing and legal obligations, and complete deletion work. We do not currently publish one fixed deletion deadline for every category of information.

• Session and verification records expire or are removed as part of account and security operations.
• Workspace content remains available until it is deleted or purged by an authorised user, the workspace is deleted through an operator-assisted process, or it is no longer reasonably needed after service termination.
• Billing, payment, audit, fraud-prevention, and support records may be retained longer when needed for accounting, legal compliance, security, or disputes.
• Operational and encrypted backups rotate on separate schedules. Deleted information can remain in a backup until that backup ages out or is securely retired. Backups are used for recovery and are not routinely restored to respond to ordinary access requests.

To request deletion of a Cloud account or workspace, email [email protected] from the account address and identify the relevant workspace. We will verify authority before deleting shared workspace data. Some information may be retained where law permits or requires it.

The former Cloud waitlist has been retired. Its subscriber database and remaining waitlist records were deleted after the Cloud launch.

07 / your choices and rights

Access, correction, export, and deletion

Depending on where you live, you may have rights to ask for access, correction, deletion, restriction, objection, or a portable copy of personal information, and to withdraw consent where processing is based on consent. You may also have the right to complain to a local data-protection authority.

Workspace owners and authorised teammates can view, correct, and export much of their workspace data inside the application. For another request, email [email protected]. We may ask for information needed to verify your identity and authority over a workspace.

If your information appears in a business’s WhatsApp workspace but you do not have a WATeamInbox account, contact that business first. It decides why the conversation is processed and can identify the relevant workspace. We will assist the workspace owner where required and may refer your request to it.

A request may be limited where another person’s rights are involved or where information must be retained for security, billing, legal, or record-keeping reasons.

08 / security

How information is protected

WATeamInbox uses safeguards including HTTPS, hashed passwords and session tokens, role and permission checks, tenant-separated workspace data, private media storage with short-lived signed links, restricted infrastructure access, audit records, and encrypted off-site backups. Access is limited to people and services that need it to operate or support the Cloud service.

No online service can guarantee absolute security. Keep account credentials private, review teammate access, remove people who no longer need the workspace, and contact [email protected] privately if you believe information or an account has been exposed. Do not include unnecessary personal or customer data in a security report.

09 / children, changes, and contact

Other information

WATeamInbox Cloud is a business service and is not directed to children. Do not create an account if you are not legally able to agree to the applicable service terms. Workspace owners should not use the service to collect children’s information unless they have the authority and safeguards required by law.

We may update this policy when the product, providers, operating practices, or legal requirements change. The new version will be posted here with an updated date. If a change materially affects how active Cloud account information is handled, we will provide additional notice where reasonably possible or legally required.

Questions about this policy, including privacy requests, can be sent to [email protected]. That address is monitored by YGNCodeLab LLC, the company that operates WATeamInbox and WATeamInbox Cloud.