About this policy

This policy explains how Honest Socials Hub collects, uses, stores and protects information handled by our WhatsApp messaging integration, and how you can ask us to delete it.

Honest Socials Hub is a social media management business based in Perth, Western Australia, serving business owners across Australia.

Contact: [email protected]

Business name: Honest Socials Hub

ABN: 90 732 823 078

What our WhatsApp integration does

We use Meta’s WhatsApp Business Platform so that messages between Honest Socials Hub and our clients are recorded in our internal client management system. This exists so that a client’s instructions, decisions and questions are not lost, and so the work they are paying for is delivered against what they actually asked for.

This integration is used only for communication between Honest Socials Hub and businesses who are our clients. It is not used to message consumers, it does not send marketing, and it is not used for advertising.

What information we collect

Through this integration we collect:

The content of WhatsApp messages sent between Honest Socials Hub and a client, including text messages and voice notes

The phone number the message was sent from and sent to

The date and time the message was sent

The message identifier assigned by WhatsApp

Where a voice note is sent, an automated text transcription of the audio

We do not collect message content from any conversation that does not involve Honest Socials Hub. We do not access a client’s own WhatsApp contacts, their message history with other people, or any conversation we are not a party to.

How we use it

We use this information only to:

Deliver the services our clients have engaged us for

Keep an accurate record of client instructions, approvals, decisions and feedback

Make sure requests are actioned and nothing agreed is missed

We do not sell this information. We do not share it for advertising. We do not use it to train publicly available AI models.

Where it is stored, and who can access it

Message records are stored in our internal Notion workspace. Voice note audio files are stored in our Google Drive. Access is limited to Honest Socials Hub personnel who need it to deliver client work.

Each client’s records are kept separate from every other client’s records.

Third parties we use

We use the following service providers to operate this integration.

Each processes information on our behalf:

Provider

What it does

Meta Platforms

Delivers WhatsApp messages and message notifications

Make.com

Moves message data from WhatsApp into our record systems

Notion Labs

Stores the message record

Google

Stores voice note audio files in Google Drive

OpenAI

Converts voice note audio into text so it can be searched and actioned

We do not pass this information to anyone else, and we do not transfer it to any party for their own purposes.

How long we keep it

We keep client communication records for as long as the client relationship continues, and for 2 years afterwards, so that we hold a record of what was agreed and delivered.

Deleting your information

If you are a client and you want your message records deleted, email [email protected] with the subject line “Data deletion request”.

We will confirm your request, delete the records we are able to delete, and tell you within 30 days what has been removed. Where we are required to retain some records for legal, tax or contractual reasons, we will tell you what has been retained and why.

You can also stop new messages being recorded at any time by telling us you no longer want WhatsApp used for our communication.

Accessing and correcting your information

You can ask us what information we hold about you, and ask us to correct anything inaccurate, by emailing [email protected]. We will respond within 30 days.

Complaints

If you are unhappy with how we have handled your information, contact us first at [email protected] so we can try to resolve it.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Changes to this policy

We may update this policy. The date at the top shows when it was last changed. Material changes affecting how we handle client information will be communicated to affected clients directly.