PRIVACY POLICY
Official Privacy Compliance Documentation for VIRTU SOL IT ENABLED SERVICES PRIVATE LIMITED ("VirtuSol", "Aarika AI"). This policy outlines our data collection, processing, security, and deletion protocols in full compliance with Meta Platform Terms, WhatsApp Business API guidelines, and applicable data protection regulations.
1. Legal Entity & Scope
This Privacy Policy applies to all websites, web applications, APIs, WhatsApp Cloud API integrations, and autonomous AI services operated by:
VirtuSol acts as a Data Processor when handling customer communications on behalf of our B2B clients, and as a Data Controller for direct communications submitted to VirtuSol.
2. Data We Collect (Meta & WhatsApp Webhooks)
To deliver real-time automated AI responses, appointment scheduling, and CRM synchronization via Meta's WhatsApp Cloud API and web services, we collect and process the following categories of data:
- WhatsApp Identifiers & Profile Data: WhatsApp Phone Number (WAID), Profile Display Name, and associated phone country code.
- Message Transcripts & Media: Text message bodies, voice note audio files, button interactive responses, and image/document attachments sent by users to configured WhatsApp business lines.
- Appointment & Transaction Data: Booking parameters, preferred dates/times, service selections, and clinic/business intake questionnaire responses.
- Technical Metadata & Webhook Signatures: HTTP headers, IP addresses, timestamp markers, and HMAC-SHA256 signature tokens transmitted during Meta Webhook events.
3. Purpose of Processing
We collect and process personal data exclusively for specified, legitimate operational purposes:
4. Third-Party Data Sharing & Infrastructure
We strictly limit data sharing to essential infrastructure providers required to operate the service:
- Meta Platforms, Inc. (WhatsApp Cloud API): Used as the official message transport and webhook delivery network under Meta’s Developer & Cloud API Terms.
- Hetzner Online GmbH (Cloud VPS Hosting): Primary sovereign server infrastructure located in secure European data centers (Helsinki / Falkenstein).
5. User Rights & Data Deletion Instructions
Pursuant to Meta Platform Rules, GDPR, and global data privacy standards, end-users and business clients have the right to request the complete deletion of their personal data, WhatsApp conversation transcripts, and associated records.
How to Request Immediate Data Deletion:
DATA DELETION REQUEST. Include your WhatsApp Phone Number (with country code).DELETE MY DATA or REMOVE MY DATA directly to the connected VirtuSol business number.6. Data Security & Technical Measures
VirtuSol enforces industry-standard administrative, physical, and technical safeguards to protect data:
- Encryption in Transit: Mandatory HTTPS SSL/TLS (TLS 1.3) protocol across all endpoint connections.
- Meta Webhook HMAC Verification: Every incoming payload is validated against Meta's app secret using HMAC-SHA256 signatures before processing.
- Tenant Isolation: Data for each business client is isolated within dedicated database schema spaces.
- Access Restrictions: Access to production infrastructure is restricted to authorized engineers via SSH key authentication.
7. Data Retention Policy
We retain personal data only for as long as necessary to fulfill operational service agreements or legal requirements:
- Transient Message Logs: Transcripts are stored for active session continuity and purged within 30 days unless extended retention is explicitly mandated by the business client.
- CRM Records: Exported to the client’s designated CRM according to their account rules.
8. Governing Law & Jurisdiction
This Privacy Policy is governed by and construed in accordance with the laws of the State of Telangana, India, without regard to conflict of law principles. Any disputes shall be subject to the exclusive jurisdiction of the courts located in Hyderabad, Telangana, India.
9. Contact Information & Data Protection Officer
For privacy inquiries, regulatory notices, or data deletion requests, please contact our team: