UK Data Protection & Privacy Statement
This document represents a refined version of our overarching privacy framework, tailored to align with the post-Brexit UK data protection and privacy regulations.
Issued by WhaTalker, this statement applies to all associated entities (collectively referred to as “WhaTalker”, “we”, “us”, or “our”).
WhaTalker Data Privacy & Integrity Pledge
At WhaTalker, protecting the confidentiality of our customers’ and users’ data has always been a foundational principle—even before privacy became a widespread legal or cultural imperative. We consciously collect only the minimum information required for our business operations and the specific transactions at hand.
We are committed to transparency by informing you about the data we hold and offering you the choice to opt out of particular interactions. Moreover, our core promise is to never generate revenue from advertising—this approach eliminates any inherent conflict between data collection and commercial exploitation, thereby preserving your privacy without compromise.
This policy is intended to clearly outline the types of information we gather, how we use it, and, equally important, the ways in which we refrain from using it. Although this document is more detailed than we might ideally prefer, we believe a comprehensive explanation is essential to cover all pertinent aspects. We have endeavored to keep our language straightforward and accessible throughout.
Coverage of Our Privacy Policy
This Privacy Policy applies to every WhaTalker website that incorporates a link to it. It also governs the products and services provided by WhaTalker via these websites, our mobile applications, and apps available both on WhaTalker’s online marketplace and through other third-party digital platforms. Please note that this policy does not extend to any of our websites, products, or services that are governed by a separate privacy policy.
This Privacy Policy is organized into three main sections:
Section A – Information Collected for Business Operations
This section outlines how WhaTalker collects and employs information from various sources, including visitors to our websites, prospective clients, current users of our offerings, and individuals who contact us via online forms or email.
Section B – Data Handling as a Service Facilitator
This section explains how WhaTalker handles and processes the information you provide while using our products and services, including any personal or sensitive details you share when seeking customer support.
Section C – General Provisions
This section explores the areas where Section A and Section B converge. It emphasizes our unwavering commitment to protecting your data and details the procedures we follow to inform you of any updates or modifications to this Data Privacy Agreement.
Section A – Enterprise-Level Data Acquisition and Processing at WhaTalker
What Data We Collect
At WhaTalker, we only gather data when it serves a legitimate purpose. We obtain information about you in one of three ways: (a) you provide it directly, (b) it is automatically captured as you interact with our services, or (c) it is received from a trusted third party. The sections below outline the circumstances corresponding to each of these methods and the specific types of data we collect in each case.
Data You Directly Provide
Account Registration
When you register for an account to access one or more of our services, we request details such as your full name, contact number, email address, company name, and country to complete the registration process. You will also be prompted to select a unique username and password for account access. While optional, you may choose to share additional details such as profile picture, time zone, and language preferences. After registration, you can further secure your account by selecting a security question and providing its answer; these will only be used for password recovery purposes.
Event Registrations and Form Submissions
We capture the information you provide when you register for events (such as webinars or seminars), subscribe to our newsletters or mailing lists, download products, whitepapers, or other materials, participate in contests or surveys, or contact us for customer support, quotations, or other inquiries.
Payment Processing
When making a purchase, you are required to provide your name, contact details, and payment information. We record the cardholder’s name, billing address, expiration date, and the last four digits of your credit card number, while the full card number is not stored by us. With your permission, your payment information may be securely stored in an encrypted format on the servers of our trusted Payment Gateway Service Providers for faster processing of future transactions.
Testimonials
If you authorize us to share testimonials about our products and services, we may include your name and other personal details in the testimonial. You will have the opportunity to review and approve the testimonial prior to its publication, and you can request updates or deletions by contacting us directly at privacy@whatalker.com
Interactions with WhaTalker: We may record, analyze, and use your interactions with our team—including emails, phone calls, and live chat sessions—to enhance our services and improve your overall experience with WhaTalker.
Information Collected Automatically
Browser, Device, and Server Data
Whenever you visit our websites, we capture details made available by your web browser, mobile device, or server. This includes data such as your IP address, browser type, preferred language, time zone, referring URL, date and time of access, operating system, device manufacturer, and mobile network details. We keep these records in our log files to gain insights into site visitors.
Cookies and Other Tracking Technologies
We utilize both temporary and persistent cookies to identify users and enhance their experience on our services. Our downloadable products also include unique identifiers that help us track product usage. Additionally, we deploy cookies, beacons, tags, scripts, and comparable technologies to recognize visitors, analyze navigation patterns, gather demographic information, evaluate email campaign success, and tailor our engagement with you by monitoring your activity on our websites. We focus primarily on first-party cookies and avoid the use of non-essential or intrusive third-party cookies and tracking scripts. More information about our cookies can be found on our website, as well as our stance against non-essential third-party tracking. We also employ local storage objects (LSOs) such as HTML5 to store certain content and preferences, enabling specific features.
Application Logs and Mobile Analytics
We gather information regarding your usage of our products, services, and mobile apps through application logs and our internal analytics tools. This includes the clicks and scrolls you make, features you interact with, times and frequencies of use, any errors encountered, performance metrics, amount of storage used, your configuration settings, as well as the devices (and, in some cases, locations) from which you access our services. This data helps us understand your usage patterns and refine our offerings.
Information Collected from Third Parties
Federated Authentication Providers
You can sign in to WhaTalker’s services using supported third-party authentication providers like LinkedIn, Microsoft, or Google. These providers verify your identity and may share select personal data with us, including your name and email address.
Referrals
If someone refers one of our products or services to you via a referral program, they might supply us with your name, email address, or other personal details. You can request that we remove this information from our records by contacting us at privacy@whatalker.com . If you provide another person’s information or vice versa, we only use it for the specific purpose for which it was shared.
Data from Reselling Partners and Service Providers
If you reach out to a reselling partner regarding our products or services, they may forward your name, email, company name, and other relevant details to WhaTalker. If you register for or attend an event we sponsor, the event organizer could share your data with us. We may also receive information from review platforms if you comment on feedback about our products, as well as from other service providers we engage to promote our offerings.
Social Media and Publicly Available Sources
Whenever you offer feedback or reviews, or engage with us through review sites or social platforms like Facebook, Twitter, LinkedIn, or Instagram by posting comments, asking questions, or otherwise interacting, we may collect that publicly available information, including profile details. We do this to stay connected with you, enhance our products, and better understand user feedback. We may also feature your comments on our websites. Please note that even if you later delete such content from these platforms, we may retain the information already collected. Additionally, WhaTalker may update or expand its records using other publicly accessible sources.
How We Use Your Information
Beyond the purposes already outlined, WhaTalker may also use your information in the following ways:
- Service-Related Communications: We may email you regarding products you’ve downloaded, services you’ve signed up for, changes to our Privacy Policy or Terms of Service, and other critical updates.
- News and Updates: We’ll keep you informed about new products, services, events, offers, and promotions that we believe may interest you.
- Feedback and Surveys: We may invite you to participate in surveys or share feedback on our products and services so we can better meet your needs.
- Account Setup and Maintenance: We’ll manage and maintain your account, enable collaboration, provide hosting for websites and email, and perform necessary backups and restorations of your data.
- Product and Service Improvement: We analyze how users engage with our offerings to monitor and address issues, enhance functionality, and create better user experiences.
- Customer Support: We use your information to offer support and evaluate our interactions with customers, helping us continuously refine our assistance methods.
- Fraud Prevention and Security: We monitor for and prevent fraudulent activities, illegal transactions, and spam, and take steps to protect the rights and interests of WhaTalker, our users, third parties, and the broader community.
- Data Analysis and Personalization: We may review and expand our records to identify new customers and suggest products or services that might be relevant to you.
- Website Administration: We track and analyze visitor navigation patterns on our websites to identify what people are searching for and how we can improve their overall experience.
- Marketing Optimization: We study marketing campaign performance, tailoring recommendations to deliver messages that are most pertinent to you.
Legal Foundations for Data Processing at WhaTalker
For idividuals in the United Kingdom, the legal grounds for WhaTalker’s collection and use of your personal data depend on the specific type of information involved and the context in which it is collected. Generally, our data handling practices are based on one or more of the following principles: (i) fulfilling contractual obligations, (ii) pursuing legitimate interests of WhaTalker or a third party that do not conflict with your data protection rights, or (iii) obtaining your consent. In certain situations, we may be required by law to collect your data, or it may be necessary to use your personal information to protect your vital interests or those of another person.
Withdrawal of Consent:
When our processing relies on your consent, you are free to withdraw that consent at any time. However, please be aware that any processing conducted before the withdrawal will remain unaffected.
Notice on Legitimate Interests:
In instances where our processing is based on legitimate interests that have not been previously detailed, we will clearly inform you of what those interests are at the point of data collection.
Your Control Over the Use of Your Information
Opting Out of Non-Essential Communications
You may stop receiving newsletters and other non-critical updates by selecting the “unsubscribe” link included in each of those messages. However, please note that you will continue to receive necessary notifications related to your account—such as password resets and renewal reminders—as well as important alerts regarding security, privacy, transactions, and payments.
Disabling Cookies
Most browsers allow you to disable cookies before accessing any website. If you decide to do so, certain features on our websites may not function as intended.
Providing Optional Information
You have the freedom to refrain from sharing profile details—like a profile picture—or from completing any non-mandatory fields in our forms. You can also update or remove any optional information from your profile at any time.
How We Share Your Information
At WhaTalker, we never sell your personal details. The data described in Part I of this policy is accessible only to WhaTalker-affiliated entities, and we share it strictly under the guidelines of this Privacy Policy. Any recipients are required to uphold robust confidentiality and security practices.
- Employees and Independent Contractors
Authorized employees and contractors within WhaTalker’s affiliated entities can access data referenced in Part I on a need-to-know basis. All must adhere to this Privacy Policy for any personal information we share with them. - Third-Party Service Providers
We work with select service providers—including marketing agencies, event organizers, payment processors, and web analytics firms—to facilitate or enhance our services. When it’s necessary to share personal or de-identified information with these partners, they are authorized to use it solely for the agreed-upon purpose. - Domain Registrars
If you choose to register a domain through WhaTalker, we provide the registrar with your name and relevant contact details (including address, email, and phone number), in compliance with the domain registration rules set by the appropriate authorities. - Reselling Partners
In certain regions, we may share your personal information with authorized reselling partners. Their sole purpose is to reach out regarding the products you have downloaded or the services you have requested. You will have the option to opt out of any ongoing communications with these partners. - Marketplace Application Developers
When you install or buy an application built using WhaTalker’s APIs on our online marketplace, we share your name and email with that application’s developer. They may then communicate with you, as they function as the direct provider of that application. WhaTalker does not control how these developers handle your personal data; their own privacy policies will govern their use of your information. - Additional Circumstances
Any other instances in which we might share data covered in Section A and B are outlined in Section C of this policy.
Data Entitlements and Preservation Guidelines at WhaTalker
For individuals in the United Kingdom, WhaTalker is committed to upholding your rights concerning the personal data we manage. These entitlements are designed to empower you, regardless of where you reside, by granting control over the information we collect and process.
Data Access and Correction Rights
- Access Permission: You have the right to obtain a comprehensive record of the personal data we store about you. This includes details on the data’s origin, the purpose for its processing, its retention period, and the third parties with whom it may be shared.
- Data Accuracy: If you discover any inaccuracies in your information, you are entitled to request corrections or updates. In addition, you can ask us to incorporate supplementary details that are relevant to your profile.
- Data Removal Request: Under certain circumstances, such as when your data is no longer necessary for the purposes it was collected, you may request its deletion.
- Processing Restrictions: You can request limitations on how your data is processed if you have concerns about its use. This measure allows us to review whether overriding legitimate interests justify continued processing.
- Data Portability: You have the right to receive your personal data in a structured, widely accepted, and machine-readable format, enabling you to transfer your information to another service provider, particularly when processing is based on your consent or automated systems.
- Usage Objection: You are entitled to object to the processing of your data in specific scenarios, such as its use for direct marketing purposes.
- Formal Grievance: If you are dissatisfied with the way your data is handled, you have the right to file a complaint with the relevant regulatory body, such as the Information Commissioner’s Office (ICO).
Data Storage and Retention Guidelines
We keep your personal information only for as long as necessary to fulfill the purposes outlined in this policy. In some cases, we may be legally required or choose to retain your data for longer periods—for example, to support legal claims, enforce contractual obligations, manage tax and accounting duties, or prevent misuse. Once your data no longer serves a legitimate purpose, we will either delete or anonymize it from our active systems. Any residual information will be securely stored on backup media until it can be permanently removed.
Section B – Data Managed on Your Behalf by WhaTalker
Data Entrusted and Its Purpose
Data Provided with Service Engagement:
When you use our services or request technical support, you may share information that you or your organization controls with WhaTalker. This data can include details about your customers and employees (if you are acting as a data controller) or information that you manage on behalf of another party (if you are serving as a data processor). This information might be stored directly on our servers during your use of our services, or it may be transmitted to us as part of a support or service request.
Data from Mobile Devices:
If you grant permission, some of our mobile applications can access various features on your device—such as the camera, microphone, call logs, contacts, photo library, files, and other stored data. This access is essential for the proper functioning of the app. Additionally, if you allow location access, we collect this data to support features like identifying nearby contacts or setting location-based reminders. Such location information is shared exclusively with our mapping service providers and is solely used for mapping user locations. You retain full control and can disable this access at any time through your mobile device settings. Data gathered from your device, including location details, is used only within the mobile app context and is either integrated with your account in related services (with storage on our servers) or remains on your device unless you choose to share it with us.
(All information provided to WhaTalker in this manner is collectively referred to as “service data.”)
Custodianship and Management of Your Service Data
We recognize that your service data is your property. WhaTalker ensures you maintain complete control over your data by allowing you to (i) access your stored service data, (ii) share your data via supported third-party integrations, and (iii) request the export or deletion of your service data.
Utilization of Your Service Data
Your service data is processed based on the instructions you provide through our various service modules. For instance, when you create an invoice with our invoicing module, details such as your customer’s name and address are utilized to generate the invoice. Similarly, if you deploy our campaign management tool for email marketing, the email addresses in your mailing list are used to send out your communications.
Real-Time Notifications
If you enable notifications on our desktop or mobile applications, we will deliver alerts through push notification providers like Apple Push Notification Service, Google Cloud Messaging, or Windows Push Notification Services. You can manage these notification settings or disable them at any time by adjusting the preferences in your application or device settings.
Sharing of Your Service Data
Within the WhaTalker Group and with External Partners:
To provide our services and technical support, the contracting entity within the WhaTalker Group may collaborate with other group entities and external subcontractors.
Employees and Independent Contractors:
We may grant access to your service data to our employees and independent contractors who are part of the WhaTalker team. This access is strictly limited to those who require it to (i) identify and resolve issues, (ii) manually verify emails flagged as spam to enhance our detection systems, or (iii) review scanned images you submit to confirm the accuracy of optical character recognition. All staff access is restricted to authorized personnel and is meticulously logged for tracking purposes. Additionally, our team will have access to any data you knowingly share with us for technical support or to facilitate data import into our services. We enforce stringent privacy and security protocols within the WhaTalker Group to protect your information.
Collaborative Interactions and External Integrations
Some of our products and services enable collaboration with fellow users or external parties. When you engage in such collaboration, other participants may gain access to certain elements of your profile information. For instance, if you co-edit a document with others, your name and profile picture may appear next to your contributions so that collaborators can easily identify the source of the changes.
Additionally, many of our offerings support integrations with third-party platforms. By opting to activate these integrations, you might be permitting external providers to access your service data and personal details. We strongly recommend that you review the privacy policies of these third-party services before enabling any connections.
Other scenarios in which your information might be shared—beyond what is described here—are detailed further in Section C.
Data Retention Policy
We store the information in your account as long as you continue to use our services. If you decide to close your account, your data will be removed from our active database during the next scheduled cleanup, which takes place every six months. After removal from the active database, the data will be permanently erased from our backup systems after three months.
Data Subject Rights and Requests
For users in the United Kingdom who suspect that your personal data is being managed on behalf of one of our partners, please directly contact that partner if you wish to review, modify, delete, restrict, or challenge the processing, or if you’d like to obtain a copy of your information. We will cooperate with our partner to ensure that your request is processed in a timely manner.
Section C – General Provisions
Children’s Personal Data
WhaTalker’s services and products are intended solely for users aged 16 and older. We do not intentionally collect personal data from individuals under 16 for our own purposes. In the event that we become aware of personal information provided by a child under 16, we will promptly remove it from our systems. If you suspect that a minor has submitted personal data to us, please contact us at privacy@whatalker.comwith the relevant details so that we can take the necessary actions to delete that information.
Furthermore, if you utilize our services to collect data about minors, you acknowledge that you are solely responsible for ensuring compliance with all applicable laws and regulations regarding the protection of children’s personal information.
Your Data Security at WhaTalker
At WhaTalker, protecting your data is our top priority. While we are in the process of obtaining industry certifications, we are fully committed to employing robust security measures. We have implemented a comprehensive framework of administrative, technical, and physical safeguards designed to prevent unauthorized access, alteration, disclosure, or destruction of your data. Our security practices are continuously reviewed and updated to align with the latest industry best practices. If you have any questions or concerns about the measures, we take to secure your information, please refer to our Security Policy or contact us at security@whatalker.com.
Data Protection Officer
At WhaTalker, we are committed to safeguarding your personal information. To ensure that we manage your data in line with our Privacy Policy, we have appointed a dedicated Data Protection Officer. If you have any questions or concerns regarding our privacy practices, please contact our Data Protection Officer by emailing dpo@whatalker.com, or by sending a written communication to: Data Protection Officer, WhaTalker Inc., 8 The Green Suite Suite A, Dover, DE 19901, USA.
Cross-Border Data Processing and International Data Flows
To deliver services efficiently and in compliance with applicable data protection laws, WhaTalker may process and transfer your personal information and service data to jurisdictions where we or our partners operate, including the United States the European Economic Area (EEA) and other non-EEA countries. Such transfers may involve storage or access by members of our corporate group or trusted third-party providers acting under contractual obligations that ensure adequate protection of your data.
Where required, WhaTalker implements appropriate safeguards—such as data processing agreements or Standard Contractual Clauses—to ensure that cross-border transfers comply with regulatory standards. For further information or to request a copy of applicable transfer mechanisms, please contact legal@whatalker.com.
Data Processing and Protection Addendum (DPA)
To support your compliance with applicable data protection laws such as the GDPR, WhaTalker provides a contractual agreement outlining our responsibilities as a data processor and your rights as a data controller. This agreement details the terms governing the processing, security, and confidentiality of personal data handled on your behalf.
You may request a copy of this agreement by emailing legal@whatalker.com. Our team will promptly send it for your review and signature.
Use of Automation and AI Technologies
WhaTalker Inc. uses various automation technologies—including but not limited to algorithms, rule-based logic, pattern recognition, and artificial intelligence (AI) or machine learning (ML)—to improve service functionality, enhance user experience, and optimize system performance. These technologies may process service data in aggregated, anonymized, or organization-specific ways.
WhaTalker Inc. does not use client personal data for generalized or cross-customer AI training unless explicitly authorized. Any use of data in AI models is subject to strong privacy controls, limited access, and technical safeguards. Clients retain ownership of their data at all times.
Browser Privacy Signals and Tracking Preferences
Some web browsers and tools allow users to send privacy preference signals such as “Do Not Track” (DNT) or “Global Privacy Control” (GPC). At this time, there is no consistent industry or legal standard governing how to respond to such signals. Consequently, WhaTalker Inc. does not currently respond to DNT or GPC signals. We continue to monitor developments in this area and will update our practices if required by applicable laws or regulations.
Third-Party Websites and External Links
Our websites and services may contain links to third-party websites or services that are not owned or controlled by WhaTalker Inc. Any personal information you provide to such third parties is governed by their respective privacy policies, not this DPA. WhaTalker Inc. does not review, endorse, or take responsibility for the content, practices, or security of third-party websites. We encourage users to review the privacy and data protection practices of any external websites before submitting personal data.
User-Generated Content and Public Areas
WhaTalker Inc. may offer publicly accessible areas on its websites or services, such as blogs, forums, or community pages, where users can post content, comments, or feedback. Any personal information voluntarily submitted by users in these public areas may be collected and used by others. WhaTalker Inc. is not responsible for the information that users choose to make public and disclaims liability for any resulting unsolicited contact or misuse. Users are encouraged to exercise caution when disclosing personal data. Requests for removal of posted information can be directed to privacy@whatalker.com, though removal does not guarantee that the content has been fully erased from all systems or third-party archives.
Third-Party Features and Social Media Integrations
Our websites and services may include features provided by third parties, such as social media buttons (e.g., “like,” “tweet,” or “share”) and embedded widgets. These features may collect certain information about your use of the website, including your IP address and pages visited, and may place cookies to function properly. Your interactions with these features are governed by the privacy policies of the third-party providers, not by this DPA. WhaTalker Inc. is not responsible for the data processing practices of such external platforms.
Compliance with Legal Obligations and Regulatory Requests
WhaTalker Inc. may disclose personal data or service data when such disclosure is required to comply with applicable laws, legal processes, enforceable government or regulatory requests, court orders, or to meet national security or law enforcement requirements. Any such disclosure will be limited to what is strictly necessary and, where legally permitted, WhaTalker Inc. will notify the Client of such requests or disclosures.
Protection of Legal Interests and Prevention of Misuse
WhaTalker Inc. reserves the right to access, preserve, or disclose personal data or service data to the extent reasonably necessary to:
(a) detect, investigate, prevent, or take action against fraud, abuse, security incidents, or violations of this DPA or the Main Agreement;
(b) protect the rights, property, or safety of WhaTalker Inc., its users, or the public;
(c) comply with applicable laws, legal obligations, or lawful requests from governmental or regulatory authorities.
Such actions will be taken in good faith, and only where permitted or required by applicable law.
Change of Control or Corporate Restructuring
Although WhaTalker currently has no intention to sell its business, in the unlikely event of a merger, acquisition, or sale, we will ensure that the new entity agrees to uphold our existing privacy commitments. We will alert you via email or through a prominent notice on our website regarding any change in ownership or use of your personal information or service data, as well as any options available to you regarding this information.
Adherence and Oversight
We take every possible measure to ensure that the personal information you submit is handled in accordance with this Privacy Policy, including periodic audits of our data handling processes. If you have any concerns or believe that your information is not being used in compliance with this policy, please contact us at privacy@whatalker.com.
We will respond promptly and, if necessary, work with the appropriate regulatory authorities to address your concerns effectively.
Updates and Modifications
WhaTalker may update this Privacy Policy at any time. If the changes are significant, we will notify you through an announcement or by emailing the primary address on your account at least 30 days before the new policy takes effect. If you have not verified your email address, you might miss important policy updates sent via email. If you think the changes affect your rights or obligations related to our services, you may stop using them by contacting us within that 30-day window. After the policy’s effective date, your continued use of our services implies acceptance of the updated Privacy Policy. For minor revisions, we encourage you to periodically review our Privacy Policy, which is available at United Kingdom Privacy Policy.
