Privacy Policy

OakDeal is software that businesses use to manage sales leads and to reply to customers on WhatsApp, with help from an AI assistant ("OakDeal", "we", "us"). This policy explains what information OakDeal handles, why, who it is shared with, and the choices you have. It is written to meet India's Digital Personal Data Protection Act, 2023 (DPDP Act) and the Information Technology Act, 2000.

Who this applies to

• Visitors to oakdeal.com.
• Users: people who sign in to OakDeal (app.oakdeal.com) to work leads for a business.
• Contacts: people who message a business that uses OakDeal, or whose details a business adds to OakDeal (for example after a phone call or a walk-in).

For contacts' data, the business you deal with decides why and how your data is used (it is the "data fiduciary"). OakDeal processes that data on the business's behalf and only on its instructions (we are its "data processor"). For users' account data and visitors' data, we are the data fiduciary.

What we collect

• Visitors: nothing that identifies you. The marketing site has no analytics, advertising or tracking cookies. Our hosting provider (Google Firebase Hosting) keeps standard server logs, such as IP address, browser type and the pages requested, for security and reliability.
• Users: name, email address and profile photo from Google sign-in; the workspace you belong to and your role; the leads, notes, call outcomes, settings and business facts you enter; and basic usage records (for example how many AI replies a workspace used this month).
• Contacts: phone number, WhatsApp profile name, messages you send to and receive from the business, delivery and read status, and details you choose to share in the chat (for example your city, budget or what you need). The business's team may also add notes, call outcomes and a lead status (Hot, Warm or Cold).

OakDeal is not built to handle sensitive personal data such as health records, financial account numbers, passwords or government ID numbers. Please do not send such details in a chat with a business that uses OakDeal.

How we use it

• To show conversations and leads to the business's team and let them reply, call and follow up.
• To let an AI assistant reply on the business's behalf, using only the facts the business provides, and to summarise the conversation, note the lead's interest and suggest the next step.
• To send follow-ups and reminders the business has set up. These stop when the contact replies, books, buys or opts out.
• To keep the service secure, prevent abuse, fix problems and meet legal obligations.
• To answer support requests and demo bookings.

We do not sell personal data, and we do not use contacts' data for our own advertising.

Who we share it with

We use a small number of service providers, each bound by its own data protection terms:

• Meta Platforms (WhatsApp Business Platform), to send and receive WhatsApp messages.
• Google Cloud / Firebase, for sign-in, hosting and the database. Data is stored in Google Cloud's Mumbai region (asia-south1).
• OpenAI, to generate AI replies and summaries. Only what is needed for the reply (the business facts and the recent conversation) is sent. Depending on the business's settings, this content may be shared with OpenAI to help improve its services.

We may also disclose data when the law requires it, or to protect the rights, safety or property of our users, contacts or the public.

How long we keep it

Contacts' data is kept for as long as the business keeps the lead in OakDeal. Users' account data is kept while the account is active. When a business deletes a lead, a workspace or its account, we delete the related data from the live database within 30 days. Server logs are kept for a short period set by our hosting provider.

Your rights and choices

• Stop automatic messages: reply STOP in the WhatsApp chat and the business's automatic follow-ups to you end.
• Access, correction and erasure: under the DPDP Act you can ask for a summary of your data, have it corrected or completed, or have it erased. Contacts should first ask the business they messaged; you can also write to us and we will pass the request on or act on it.
• Withdraw consent at any time, as easily as you gave it.
• Nominate another person to exercise your rights in case of death or incapacity.
• Raise a grievance with us (below) and, if unresolved, with the Data Protection Board of India.

How to delete your data

1. Email support@oakdeal.com with the subject "Data deletion request".
2. Include the phone number (for contacts) or the Google account email (for users) whose data should be deleted, and, if you know it, the business you were in touch with.
3. We confirm the request and delete the data within 30 days, and tell you when it is done.

Users who are workspace admins can also delete leads in the app at any time. If you connected a WhatsApp number to OakDeal through Meta's sign-up flow, you can also remove OakDeal's access from your Facebook settings under "Business Integrations".

Security

Each business has a separate workspace that other businesses cannot see, enforced by database security rules. Only that business's team members can read its leads. WhatsApp access tokens are encrypted with AES-256. All traffic uses HTTPS. No system is perfectly secure; if a breach affects your data, we will inform you and the authorities as the law requires.

Children

OakDeal is a tool for businesses and is not meant for anyone under 18. We do not knowingly collect children's data. If you believe a child's data has reached us, write to us and we will delete it.

Where data is processed

Data is stored in Google Cloud's Mumbai region. Some service providers (such as OpenAI and Meta) may process data in other countries to provide their service, as permitted under the DPDP Act.

Changes to this policy

We will post any change on this page and update the date above. If a change is significant, we will tell users in the app or by email before it applies.

Contact and grievance officer

Grievance Officer, OakDeal
Email: support@oakdeal.com · Phone: +91 98769 64182
We reply to grievances within 7 days and resolve them within 30 days.

See also our Terms of Service.