Data Deletion

You can ask us to delete your information at any time, whether or not you have a Voxae account. There is no charge, and you do not have to give a reason.

Find yourself below and follow that route — it is the fastest one for your situation.

This covers anyone who sent a WhatsApp, Instagram or Messenger message to a business, used a chat window on its website or inside its app, or spoke to its AI agent on the phone. You do not need a Voxae account, and you do not need to sign up for anything to make this request.

Email privacy@ash-systems.net with the subject "Delete my data", and include:

• The phone number, Instagram handle or Facebook profile name you used to contact them — this is how we find your conversation.
• The name of the business you were talking to, if you know it. If you do not, tell us roughly when you contacted them and we will find it.
• Whether you want everything deleted, or only specific messages.

Send it from the email address you used with that business if you gave one. If you did not, say so — we will confirm your identity another way rather than turn you away, and we will only ask for what we genuinely need. Deleting the wrong person's history on an unverified request would be its own privacy failure, which is the only reason we check at all.

You can also ask the business directly. They control their own conversation data and can delete your contact record and its history themselves, from inside Voxae, usually within minutes. Either route works, and asking one does not stop you asking the other.

An administrator can delete most things without contacting us at all:

• A single person's record and everything remembered about them — delete the contact from the Contacts page. This removes their profile and the conversation memory built from it.
• A conversation — delete it from Conversation History.
• All conversation content on a schedule — set the retention window in workspace settings. Transcripts, recordings and analytics past that window are deleted automatically.
• A connected channel — disconnect WhatsApp, Instagram or Messenger from Integrations, which ends our access to that account immediately.

To close the account entirely and delete the whole workspace, email privacy@ash-systems.net from an administrator address on the account. We confirm before anything is deleted, because this cannot be undone.

Disconnecting stops any further data reaching us, and is worth doing first if you want the flow of new messages to stop immediately. It does not by itself delete what we already hold — send a deletion request as well if that is what you want.

• In Voxae: open Integrations and disconnect the channel.
• In Meta: open Business Settings, then Apps or Integrations, find Voxae and remove it.

Either method revokes the access token immediately. We keep no copy of a revoked token.

• Your contact record — name, phone number, email and any other details you gave.
• Everything the agent remembered about you, so a future conversation starts from nothing.
• Your messages, in both directions, across every channel you used.
• Photos, voice notes and documents you sent, and any transcript or description made from them.
• Call recordings and call transcripts.
• Analytics records tied to you as an individual.

Deletion is permanent. It removes the data from our live systems, and backups holding it are overwritten on their own cycle and fully rotated within 35 days.

A small amount survives a deletion request. We would rather say so plainly than promise otherwise:

• Invoices and payment records, where the law requires us to keep them for tax and accounting.
• A record that a deletion request was made and completed — without the deleted content — because we have to be able to show that we honoured it.
• Security logs recording that a request happened, which never contain message content.
• Anonymous, aggregated counts that can no longer be linked to you.

• We acknowledge your request within 5 working days.
• We complete deletion within 30 days, and usually much sooner.
• We email you to confirm when it is done.

If a request is unusually complex and needs longer, we will tell you before the 30 days are up, and explain why.

Deletion requests and any question about them: privacy@ash-systems.net. If you are unhappy with how we handled a request, say so at the same address and it will be looked at again. If you are in the European Economic Area or the United Kingdom you can also complain to your local data protection authority.