omnivani

Legal & Compliance

Privacy Policy

Last Updated: October 9, 2026
Effective Date: October 9, 2026
Version: 2.4 (Enterprise)

OmniVani (“OmniVani”, “we”, “us”, or “our”) is dedicated to protecting your privacy and ensuring the security of your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard your data when you visit our website at omnivani.com, use our unified business messaging platform, or interact with our communication services built on the official WhatsApp Business API.

By accessing or using OmniVani, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

1. Scope and Roles: Controller vs. Processor

To ensure transparent data protection practices, OmniVani distinguishes between two fundamental roles under the General Data Protection Regulation (GDPR), UK GDPR, and the Digital Personal Data Protection Act (DPDP):

  • OmniVani as Data Controller: We act as a Data Controller for personal data collected directly from our website visitors, registered account administrators, billing contacts, and marketing subscribers.
  • OmniVani as Data Processor: For message contents, customer phone numbers, chat logs, and contact lists processed through your OmniVani team inbox, your organization is the Data Controller, and OmniVani acts strictly as a Data Processor carrying out processing per your instructions.

2. Information We Collect

We collect information in several categories to deliver a reliable, enterprise-grade conversation platform:

A. Account and Profile Information

When you register for an OmniVani account, schedule a product demonstration, or subscribe to a paid tier, we collect:

  • Full name, corporate email address, and job title.
  • Organization name, website, and business address.
  • Billing contact details, tax identification numbers, and payment details (processed securely via PCI-DSS certified payment processors).
  • Authentication credentials, including encrypted passwords and multi-factor authentication (MFA) tokens.

B. Communications and WhatsApp Platform Data

When using our platform to connect with your customers over WhatsApp, we process:

  • Sender and recipient telephone numbers.
  • Message metadata (timestamps, message dispatch status, delivery receipts, and read receipts).
  • Message content (text, attachments, media files, audio notes, and template parameters) transmitted through our API pipelines.
  • Agent assignment tags, conversation statuses, internal team notes, and automated trigger logs.

C. Technical and Telemetry Data

When interacting with our web application or APIs, our servers automatically record:

  • Internet Protocol (IP) addresses, browser type, and operating system.
  • Referring URLs, pages visited, session duration, and feature utilization telemetry.
  • API rate limits, webhook delivery logs, and error diagnostic traces.

3. How We Use Your Information

We process personal data only when lawful and necessary for specific business objectives, including:

  • Delivering Core Platform Services: Operating the shared multi-agent inbox, message routing, automated replies, and contact synchronization.
  • Account Administration & Billing: Managing subscriptions, processing recurring invoice payments, and verifying enterprise seat licenses.
  • Customer Support & SLA Delivery: Troubleshooting technical issues, debugging API webhooks, and responding to service requests.
  • Platform Security & Abuse Prevention: Monitoring anomalous login attempts, enforcing rate limits, preventing fraud, and ensuring compliance with Meta’s WhatsApp Business Solution Policies.
  • Service Communications: Notifying you regarding critical maintenance windows, security updates, feature improvements, and invoice receipts.

4. Meta Platforms & WhatsApp Business Cloud API Integration

OmniVani operates as a certified WhatsApp Business Solution Provider (BSP) utilizing the official Meta Cloud API infrastructure. When conversations occur via WhatsApp:

  • Message payloads travel through Meta’s secure global infrastructure.
  • Meta processes message transmission in accordance with their WhatsApp Business Terms of Service and Data Processing Terms.
  • You maintain direct contractual responsibility for obtaining required end-user opt-ins and consents before initiating outbound WhatsApp messages.

5. Data Sharing and Sub-Processors

OmniVani does not sell, rent, or trade personal data or conversation records to third parties. We only share information with vetted sub-processors essential to operating our infrastructure:

  • Cloud Infrastructure: Amazon Web Services (AWS) and Google Cloud Platform (GCP) for secure database hosting, compute clusters, and object storage.
  • Payment Processing: Stripe for PCI-DSS compliant payment gateway transactions.
  • Transactional Communications: Postmark and SendGrid for automated system alerts and account verification emails.
  • Analytics & Logging: Datadog and Cloudflare for network security, DDoS protection, and system performance monitoring.

6. Data Security and Safeguards

We implement defense-in-depth security standards to protect your data across all architectural layers:

  • Encryption in Transit: Mandatory TLS 1.3 encryption across all dashboard sessions, API integrations, and webhook deliveries.
  • Encryption at Rest: AES-256 encryption for all database clusters, object storage, attachments, and backup snapshots.
  • Access Governance: Strict Role-Based Access Controls (RBAC), least-privilege administrative access, and mandatory hardware MFA for all OmniVani engineering personnel.
  • Audit Logging: Immutable audit trails capturing all authentication events, administrative actions, and data export operations.

7. Data Retention and Deletion

We retain your personal and conversational data only for as long as your account remains active or as needed to provide our services. You can configure automated conversation retention windows directly within your OmniVani organization settings.

Upon account termination, your data is scheduled for permanent purging from our active systems within 30 days, and purged from rolling encrypted backup cycles within 90 days, unless required otherwise by applicable law or audit obligations.

8. Your Privacy Rights

Depending on your jurisdiction (including the EU, UK, California, and India), you possess specific legal rights regarding your personal data:

  • Right to Access: Request a copy of the personal information we hold about you.
  • Right to Rectification: Request correction of inaccurate or incomplete personal records.
  • Right to Erasure: Request the deletion of your personal data (“right to be forgotten”).
  • Right to Data Portability: Request an export of your data in a structured, machine-readable format (JSON/CSV).
  • Right to Restrict or Object: Restrict or object to specific processing operations where applicable.
  • Right to Withdraw Consent: Revoke consent previously granted for optional communications.

To exercise any of these rights, please contact our Data Protection Team at privacy@omnivani.com. We respond to all verified requests within thirty (30) days.

9. International Data Transfers

When data is transferred across international boundaries, OmniVani ensures appropriate protective safeguards, including European Commission-approved Standard Contractual Clauses (SCCs), UK International Data Transfer Agreements, and equivalent jurisdictional mechanisms.

10. Updates to This Policy

We may update this Privacy Policy periodically to reflect architectural changes or regulatory advancements. Significant changes will be announced via your dashboard or delivered to your account administrator email at least 15 days prior to taking effect.

11. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us: