Privacy Policy

We handle information for several groups of people:

• Account users — agency administrators, company owners and managers, salespeople, field workers, solo operators, and Cloud users who sign in.
• Customer content subjects — prospects, customers, and WhatsApp contacts whose details our business customers put into the Service (leads, form answers, conversations, project photos, quotations, and related records).
• Website visitors — people who browse our marketing sites, help centre, or blog, or who submit a demo or contact form.

If you are a prospect of one of our customers, that business is the controller of your information. Contact them first. We will support them in responding.

We collect information you give us, information generated as you use the Service, and information our customers store in their workspace.

Account and business information. Name, email, phone or WhatsApp number, password (stored hashed), role, company name, industry, address, branding assets, billing details, and optional profile photo.

Authentication and security. Login times, session tokens, IP address, device and browser information, multi-factor authentication setup, organisation security settings (such as MFA requirements and session timeouts), and audit logs of access and important actions.

Usage data. Pages and features used, timestamps, and similar product-analytics needed to operate, debug, and improve the Service.

Communications. Messages you send to us (email, WhatsApp, in-app, demo forms) and message logs for notifications we send (delivery and read status).

Integration credentials. Tokens and connection details for services you connect — for example Meta (Facebook Lead Ads and WhatsApp Cloud API) or a paired WhatsApp inbox. Credentials are stored encrypted.

Customer content (processed for the customer): lead and pipeline records; form answers; Facebook Lead Ads submissions; WhatsApp and in-app conversation content; call notes and timelines; quotations and commercial documents; project photos, videos, and files; public profile copy; contacts imported by the customer; team performance and weekly reports; and similar records the customer creates.

Payment records. Invoices, payment proofs, bank or mobile-money references, and related billing history. We do not store card numbers. Subscriptions are billed by invoice (bank transfer, mobile money, or other published pay-in methods).

Cookies and similar technologies. Used to keep you signed in, remember theme and similar preferences, and understand how the product and sites are used. See the Cookies section below.

For account, billing, website, and support data, Segmiq is the controller: we decide how that information is used to run the platform.

For customer content — including leads, prospect contact details, WhatsApp conversations, project media, quotations, and imported contacts — the customer (the agency or the company workspace) is the controller. Segmiq acts as a processor: we host and process that data only to provide the Service, on the customer’s instructions, and as described in this policy and the Terms of Service.

Customers are responsible for having a lawful basis to collect and contact people whose data they put into Segmiq, including any consent required for WhatsApp, SMS, email, or other messaging, and for their own privacy notices to those people.

We use information to:

• Provide, maintain, host, and improve the Service, including CRM, Cloud, inboxes, dashboards, reports, and mobile apps.
• Authenticate users, protect accounts, detect fraud and abuse, and enforce role-based access.
• Route enquiries to the right company and teammate, send transactional notifications, and operate follow-up reminders.
• Run AI features the customer enables (see AI features below).
• Issue invoices, confirm payments, and send billing notices.
• Provide support, including time-limited Support Access when authorised (see Support Access below).
• Communicate about the Service, security, and material changes to these documents.
• Comply with law and enforce our Terms.

We do not sell personal information. We do not use customer content to train our own foundation models, and we do not use lead or conversation data for advertising to those prospects on our own behalf.

Depending on the plan and settings, the Service may use machine learning and large language models to score and brief leads, suggest replies, generate form questions, produce coaching and weekly insights, analyse wins, and — where enabled — run an agent that can qualify enquiries, draft or send messages, prepare quotations, create tasks, and escalate to a person.

To operate those features we send relevant workspace context (for example lead details, conversation excerpts, playbooks, catalogue facts, and Company Brain materials the customer has approved) to infrastructure and model providers listed in Sharing and sub-processors. That processing is to deliver the feature to that customer, not to build a public model from their pipeline.

AI output can be incomplete or wrong. Customers remain responsible for what is sent to prospects, especially where agent autonomy is set to send customer-visible messages. Company Brain is designed to retrieve the customer’s approved facts rather than invent coverage or prices; missing facts stay missing.

Customers can limit or disable capabilities in company settings (for example autonomy mode and which actions the agent may take). We retain related logs as needed to provide the Service, debug, and meet safety and audit requirements.

The Service can send and receive messages through Meta WhatsApp Cloud API, email (Resend), and, where still configured as a fallback, other messaging providers. Optional inbox pairing lets a customer connect a business WhatsApp number so conversations can be handled inside Segmiq.

Message content, media, delivery status, and related metadata are stored so the customer can run sales and support from one place. Session material for a paired number is encrypted. Official templates used under the Segmiq brand are Meta-approved; customers must also follow Meta, WhatsApp, and applicable anti-spam rules for any messages they initiate.

The customer is responsible for obtaining any required consent before messaging a person, honouring opt-outs, and using official channels rather than unofficial gateways.

Where a law such as the Zimbabwe Cyber and Data Protection Act, 2021, South Africa’s Protection of Personal Information Act, Kenya’s Data Protection Act, 2019, Zambia’s Data Protection Act, 2021, or the EU/UK GDPR requires a legal basis, we rely on:

• Contract — to create accounts, provide the Service, and bill for it.
• Legitimate interests — security, fraud prevention, product improvement, and limited operational analytics, balanced against people’s rights.
• Consent — where we ask for it (for example certain marketing messages) or where the customer collects it on a form for their own outreach.
• Legal obligation — tax, accounting, and regulatory requirements.

Customers must establish their own lawful basis for lead and messaging data they control.

We share information with service providers who help us run the platform, under contracts that require appropriate safeguards. Current categories include:

• Supabase — database, authentication-related infrastructure, and some file storage.
• Vercel — application hosting, content delivery, and (where configured) AI Gateway access to models.
• Cloudflare R2 — object storage for project photos, documents, and similar media.
• Meta — WhatsApp Cloud API, Facebook Login, Lead Ads ingestion, and related Graph API features you connect.
• Resend — transactional and notification email.
• Twilio — retained only as a messaging fallback where still configured.
• Anthropic, Google (Gemini), Groq, and similar model providers — inference for AI features the customer uses.
• Professional advisors — accountants, auditors, and lawyers as needed.
• Authorities — when required by law.

We may also share information with a customer’s authorised users, with an agency that manages that customer’s workspace, and with a person the customer messages through the Service. If we sell or reorganise the business, information may transfer to a successor under this policy.

To diagnose a problem, Segmiq staff may request time-limited, scoped access to a customer workspace (“Support Access”). Access is never permanent. Ordinary support sessions are capped (currently up to two hours); emergency “break-glass” access is shorter. The request records a reason, is approved according to the organisation’s rules, is logged, and can be revoked.

Staff see only what the approved scopes allow. We use this access to provide support, not to market to the customer’s prospects.

We are based in Zimbabwe. Sub-processors may store or process information in other countries, including the United States and Europe. Where a transfer is restricted by law, we rely on appropriate safeguards such as contracts (including Standard Contractual Clauses where they apply) and the security measures described in this policy.

• Account data — while the account is active, then up to 12 months after closure unless a longer period is required for security, disputes, or law.
• Customer content (leads, conversations, Cloud projects, and similar) — for as long as the workspace is active. After termination or a deletion request we aim to delete or de-identify it within 90 days, except where we must keep a copy (for example billing disputes, legal holds, or backups that rotate on a longer cycle).
• Logs and operational analytics — typically up to 12 months.
• Billing and tax records — for the period required by Zimbabwean tax and company law (typically six years).

Customers can delete individual records in the product where that feature exists. Deletion then flows through to our systems on a defined schedule, including backups.

Customer content belongs to the customer. Segmiq does not claim ownership of leads, project media, or similar workspace data.

Customers can export audience segments and related records from the product (for example Meta-compatible CSV). Account holders can also request an export or deletion of their account data at privacy@segmiq.com. We will respond within 30 days.

Prospects who want their information corrected or removed should contact the business they dealt with. We will help that customer action a valid request.

We use measures appropriate to a hosted business platform, including TLS in transit, hashed passwords, encrypted storage of integration tokens and paired WhatsApp session material, role-scoped portals (agency, company, salesperson, Cloud, solo), optional multi-factor authentication, organisation session policies, and audit trails on leads and Support Access.

No system is perfectly secure. If you believe there is a vulnerability, email security@segmiq.com. More detail on practices we actually implement is on our Security page.

We use cookies and similar technologies to:

• Keep you signed in and protect sessions (necessary).
• Remember preferences such as theme (functional).
• Understand how the Service and marketing sites are used so we can fix issues and improve them (analytics, where used).

You can block cookies in your browser. Sign-in and some features will not work without necessary cookies. We do not use cookies to sell a browsing profile to third-party advertisers.

Depending on where you live, you may have the right to access, correct, delete, or restrict use of personal information we hold; to object to certain processing; to receive a portable copy; and to withdraw consent where processing is based on consent.

You may also lodge a complaint with the Postal and Telecommunications Regulatory Authority of Zimbabwe (POTRAZ), the Information Regulator (South Africa), the Office of the Data Protection Commissioner (Kenya), the Zambia Data Protection Commission, or another competent authority.

To exercise a right that we control, email privacy@segmiq.com. We respond within 30 days. We may need to verify your identity. If the request concerns data a customer controls, we will direct you to that customer or handle it with them.

The Service is for businesses and is not directed at children under 18. We do not knowingly collect personal information from children. If you believe a child has submitted information through Segmiq, contact us and we will delete it.

We may update this policy as the product or the law changes. We will change the “last updated” date above. For material changes we will give a more prominent notice — typically by email to account holders or a notice in the Service. Continued use after the effective date means the updated policy applies.

Adlense Network trading as Segmiq
No 8 Roosevelt Road, Winston Park, Marondera, Zimbabwe
Phone: +263 71 855 8160

Privacy: privacy@segmiq.com
Legal: legal@segmiq.com
Security: security@segmiq.com