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Topenzi Privacy Policy

1. Who we are

Topenzi (“Topenzi”, “we”, “us”) is an AI automation agency based in the United Kingdom. We build AI agents and automations for businesses, including WhatsApp customer service agents, email assistants and lead generation systems.

This policy explains how we collect, use and protect personal data when you visit our website, contact us, or message a WhatsApp agent that we run for ourselves or on behalf of one of our clients.

For questions about this policy, email support@topenzi.com.

2. Who controls your data

  • When you contact Topenzi directly, Topenzi is the data controller.
  • When you message a business that uses an agent built by Topenzi, that business is the data controller and Topenzi acts as a data processor on its behalf. Please also read that business’s own privacy policy.

3. What data we collect

  • Contact details: your name, WhatsApp phone number and email address, if you share them.
  • Messages: the content of messages you send to our WhatsApp agents, website forms or email, and the replies we send.
  • Order or booking details: for example an order number or a preferred appointment time, if you share them with an agent.
  • Technical data: basic information such as message timestamps and delivery status, provided by Meta’s WhatsApp Business Platform.

We do not ask for sensitive data such as health, financial or payment card details through our agents. Please do not share them in chat.

4. How we use your data

  • To answer your questions and provide customer service.
  • To process requests you make, such as checking an order or booking an appointment.
  • To pass your conversation to a human team member when needed.
  • To improve the quality and safety of our agents.
  • To meet legal and security obligations.

Our legal bases under UK GDPR are: performing a contract or taking steps at your request, our legitimate interest in providing and improving our services, and legal obligations.

5. AI and automated replies

Our WhatsApp agents use artificial intelligence to read your message and write a reply. Replies are generated automatically based on the business information we provide to the AI. The AI does not make decisions that have legal or similarly significant effects on you. You can ask to speak to a human at any time.

6. Who we share data with

We only share data with trusted service providers that help us run our agents:

  • Meta Platforms (WhatsApp Business Platform), to send and receive WhatsApp messages.
  • Make.com, our automation platform, to process messages.
  • Anthropic (Claude), the AI model that writes replies.
  • The business you are messaging, when we run an agent on its behalf.

We do not sell your personal data. Some providers may process data outside the UK; where they do, we rely on appropriate safeguards such as the UK International Data Transfer Agreement or Standard Contractual Clauses.

7. How long we keep data

We keep conversation data only as long as needed to provide the service, and no longer than 12 months, unless a longer period is required by law or agreed with the business you are messaging.

8. Security

We use access controls, secure connections and reputable providers to protect your data. No system is perfectly secure, but we work to keep your information safe.

9. Your rights

Under UK data protection law you have the right to:

  • access the personal data we hold about you
  • correct inaccurate data
  • ask us to delete your data
  • object to or restrict how we use your data
  • receive your data in a portable format
  • complain to the Information Commissioner’s Office (ICO) at ico.org.uk

10. How to delete your data

To ask us to delete your data, email support@topenzi.com with the subject “Delete my data” and include the WhatsApp number or email address you used. We will confirm and complete your request within 30 days. You can also stop all messages at any time by replying STOP or blocking the WhatsApp number.

11. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.

12. Contact us

Topenzi Email: support@topenzi.com Website: topenzi.com