Scope of This Policy
This policy covers all data processed by Heroshhi Pro across the platform. It applies to four categories of data.
- → Business customer data — account and billing information for Heroshhi Pro subscribers
- → Lead/contact data — the leads and contacts managed by our customers within the CRM
- → Communication data — WhatsApp messages, calls, and all interaction history
- → Analytics and usage data — platform usage patterns used for improvement
Data We Collect
What We Collect
| Data Type | Purpose | Retention |
|---|---|---|
| Account Information | User authentication and billing | Account lifetime + 30 days |
| Lead Data | CRM functionality for customers | As per customer policy |
| Message Content | Communication history | As per customer policy |
| Activity Logs | Audit and compliance | 1 year, then auto-purged |
| Analytics Data | Platform improvement | Aggregated, indefinitely |
Data Sources
- → Direct Input — manual entry through the dashboard by your team
- → Integrations — Facebook Ads, Google Ads, Google Sheets automations
- → Webhooks — third-party form submissions via API
- → WhatsApp — message content and delivery status from the Business API
Data Processing
Lawful Basis
We process all data on one of three lawful bases: contractual necessity to provide the service, legitimate interest for platform improvement and security, or explicit consent for marketing communications.
| Activity | Purpose | Legal Basis |
|---|---|---|
| Lead Management | Core CRM functionality | Contractual necessity |
| WhatsApp Messaging | Customer communication | Contractual necessity |
| Analytics | Service improvement | Legitimate interest |
| Audit Logging | Security and compliance | Legitimate interest |
Security Measures
Encryption in Transit
TLS 1.3 enforced for all communications between clients, servers, and third-party services.
Encryption at Rest
AES-256 encryption for all sensitive data stored in our databases via MongoDB Atlas.
Role-Based Access
Four permission levels (admin, owner, manager, sales) with strict access controls per role.
Rate Limiting
API and auth endpoints are rate limited to prevent abuse. Webhook endpoints have separate higher limits.
Security Headers
Helmet.js enforces CSP, X-Frame-Options: DENY, X-Content-Type-Options: nosniff, and XSS protection.
Input Validation
All inputs are sanitized. HTML entity encoding, parameterized queries, and NoSQL injection prevention.
Organisational Measures
- → Employee training on data protection practices
- → Access limited strictly to a need-to-know basis
- → Regular security assessments and internal audits
- → Documented incident response procedures
- → Cloud hosting exclusively with reputable infrastructure providers
Data Retention
| Data Category | Retention Period | Deletion Method |
|---|---|---|
| Lead Data | As per customer policy | Soft delete + hard delete after 30 days |
| Message History | As per customer policy | Cascading delete with lead |
| Activity Logs | 1 year | Automatic purge |
| Account Data | Account lifetime + 30 days | Full deletion on request |
| Opt-Out Records | Indefinitely | Retained for compliance — never auto-deleted |
Customer Control
- → Export your data at any time in standard formats (CSV)
- → Delete individual leads or in bulk through the dashboard
- → Request full account termination with complete data removal
Communication Preferences & Opt-Out
Heroshhi Pro respects every contact's right to stop receiving messages. Opt-out handling is fully automated and compliant with Meta Business Messaging Policy.
How opt-out works
- → Contacts can opt out at any time by replying STOP, UNSUBSCRIBE, or similar keywords
- → The system immediately blocks all future messaging to that contact
- → Manual message attempts are blocked with a clear "opted out" notice
- → Bulk campaigns automatically exclude opted-out contacts
- → Every opt-out is logged with a timestamp and method for audit purposes
Opt-out data we store
| Data Point | Purpose |
|---|---|
| Opt-out status | Prevent future messaging to this contact |
| Timestamp | Audit trail and compliance verification |
| Method | Track how opt-out was initiated (keyword, manual, API) |
| Trigger keyword | Record the exact keyword used (e.g. STOP) |
Re-subscription
Contacts who have opted out can re-subscribe by sending START, SUBSCRIBE, or similar opt-in keywords. This clears the opt-out flag and resumes normal messaging. Opt-out records are retained indefinitely for compliance regardless of re-subscription.
Third-Party Sharing
We share data only with the service providers required to operate the platform — and only the data they need to perform that function.
| Service | Purpose | Data Shared |
|---|---|---|
| Meta (WhatsApp) | Messaging functionality | Message content, phone numbers |
| MongoDB Atlas | Database hosting | All platform data (AES-256 encrypted) |
| Vercel / Railway | Application hosting | Application logs only |
We never sell, rent, or trade customer data to third parties for marketing or any other purpose. This is a hard rule with no exceptions.
Your Rights
You have full rights over your personal data. These can be exercised through the self-service dashboard, by submitting a support ticket, or by emailing us directly.
Access
Request a complete copy of your personal data
Rectification
Correct any inaccurate or incomplete data
Erasure
Request deletion of all your personal data
Portability
Export your data in a standard, usable format
Objection
Object to specific types of data processing
Restriction
Request restriction of processing while reviewing
Regulatory Compliance
Heroshhi Pro operates in compliance with the following regulations and policies where applicable.
Audit & Reporting
- → Comprehensive audit logging of all user actions with timestamps
- → Activity tracking to ensure accountability across the team
- → Documented incident reporting procedures
- → Regular internal compliance reviews
Contact & Requests
For data access requests, deletion requests, or any questions about this policy, contact our privacy team directly. We respond in plain language.
Privacy questions? We're here.
Response within 2 business days.