Last Updated: 1st July 2025
1. Introduction
Spencer Industries ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our IT automation services ("Services"), particularly those that interact with third-party communication platforms like WhatsApp and Microsoft Teams.
2. Data We Process on Your Behalf
When you use our Services to automate communications, we process data under your instruction. This data may include:
- Message Content: The text, images, or other content of the messages being sent or received via the automated system.
- Contact Information: Sender and recipient identifiers, such as phone numbers (for WhatsApp) or user IDs (for MS Teams).
- Metadata: Timestamps, delivery status, and other technical data related to the messages.
- Authentication Data: API keys, access tokens, or other credentials required to connect our Services to your third-party platform accounts (e.g., Microsoft Teams).
3. How We Use Your Information
We use the information we process solely to:
- Provide, maintain, and improve our Services.
- Execute the automation tasks as configured by you.
- Provide customer support and troubleshoot issues.
- Ensure the security of our Services.
- Comply with legal obligations.
We do not sell your data or the data of the individuals you communicate with.
4. Data Security
We implement robust technical and organisational measures to protect the data we process, including encryption of data in transit and at rest, access controls, and regular security reviews.
5. Your Responsibilities
You are the data controller for the personal data you process through our Services. You are responsible for ensuring you have a lawful basis for processing this data and for complying with all applicable data protection laws, including the terms of service of the third-party platforms (WhatsApp, Microsoft Teams).
6. Your Data Protection Rights
Under UK data protection law, you have rights including your right to access, rectification, erasure, and restriction of processing for the data we hold about you as our client. For requests related to the data you process *through* our services, you are responsible for honouring those rights for your end-users.
7. Data Deletion Instructions
In accordance with platform requirements and data protection regulations, you may request the deletion of your data from our systems at any time.
To initiate a data deletion request, please follow these instructions:
- Compose an email to privacy@spencerindustries.co.uk.
- Use the subject line: "Data Deletion Request".
- In the body of the email, please include the specific identifiers for the data you wish to be deleted. This may include your company name, the WhatsApp phone number used in the automation, or the Microsoft Teams User ID/Tenant ID. This information is crucial for us to accurately locate and delete the correct data.
Upon receiving your request, we will begin the process of permanently and securely deleting the specified data from our active systems and logs. We will send a confirmation email once the deletion is complete, typically within 30 days.
8. Changes to This Policy
We may update this policy from time to time. We will notify you of any significant changes. The "Last Updated" date at the top of this policy will indicate the latest revision.
9. Contact Us
If you have any other questions about this Privacy Policy, please contact us at privacy@spencerindustries.co.uk.