Privacy Policy.

1. Who we are and what this policy covers

Engimed Solutions ("we", "us" and "our") provides engineering products and business automation services. This Privacy Policy covers www.engimeds.com, the Engimed Solutions Meta application, authorised WhatsApp Business integrations, and the dashboards and workflows we provide.

These services can support customer enquiries, sales conversations, quotations, task management, approvals, procurement, payment-status follow-ups and field service reporting. Only the features and integrations enabled for a particular business are used.

For our own website enquiries and service administration, Engimed Solutions determines how the information is used. When we operate a workflow for a business customer, that business normally determines the purpose of processing its customer and employee records, and we process those records on its authorised instructions. That business may have its own privacy policy. You can contact us for help identifying the responsible business.

2. Information we process

Depending on how you use the service and which features are enabled, we may process:

• Contact and business details: names, company names, email addresses, WhatsApp phone numbers and business contact details supplied to the service.
• Account and integration details: authorised user identifiers, roles, Meta business portfolio and WhatsApp Business Account identifiers, phone-number identifiers, permissions, access tokens and connection settings needed to operate an authorised integration.
• Conversations and attachments: messages sent to or from a connected business number, timestamps, message identifiers, delivery or read status where available, images, drawings, documents and voice notes that you or the business provide.
• Business workflow records: enquiries, product specifications, pricing inputs, quotations, revisions, purchase orders, invoices, approval records, task assignments, due dates, payment status, service visit details and reports.
• Technical information: IP addresses, browser or device information, access logs, error logs and security events used to deliver and protect the website and connected services.

We receive information directly from you, from an authorised business administrator, from connected business systems and through Meta/WhatsApp APIs when the account holder has granted access. Uploaded attachments may contain personal information about other people; provide only information you are authorised to share.

We do not need your Meta or WhatsApp password, one-time login codes, full payment-card numbers, full financial-account numbers or identity-document numbers in a business conversation. Redact unnecessary sensitive identifiers from supporting documents.

3. How and why we use information

• Respond to enquiries, provide support and deliver the agreed products or automation services.
• Send and receive authorised business messages; route conversations to the correct business and responsible team.
• Capture requirements, prepare quotations and reports, record approvals, assign tasks and update workflow status.
• Extract relevant details from uploaded documents or images and transcribe voice notes where that feature is enabled.
• Provide authorised dashboards, conversation history, document access and status notifications.
• Send agreed reminders and follow-ups in accordance with the connected business's instructions and applicable messaging rules.
• Manage service accounts and integrations, diagnose errors, prevent misuse and protect access.
• Meet applicable legal obligations and deal with authorised privacy requests.

Our processing depends on the service relationship, the business's lawful instructions, permissions you grant, and other grounds available under applicable law. We do not sell personal information or use WhatsApp integration data for unrelated advertising.

4. Meta and WhatsApp connections

An authorised administrator can connect business assets through Meta's authorisation or onboarding flow when that feature is available. We use only the permissions granted for the enabled service. Messaging permission supports business conversations and message delivery; management permission supports authorised WhatsApp account, phone-number and template operations.

Connection credentials are used by the service to access the authorised business assets. Connecting a business number does not by itself grant access to unrelated personal WhatsApp conversations or every contact on a device. If an eligible WhatsApp Business app coexistence or history-sharing feature is enabled, the additional data received depends on the permissions, options and information shown during that onboarding flow.

WhatsApp and Meta process information under their own terms and policies. See the WhatsApp Privacy Policy and Meta Privacy Policy.

5. AI assistance and automated processing

An enabled workflow may use AI services, including OpenAI, to interpret messages, transcribe voice notes, extract document details, organise requirements, suggest responses or draft quotations and reports. The relevant message, attachment or workflow context may be sent to the configured AI provider to perform that task.

AI output can contain errors. Human review and approvals apply according to the business rules agreed for the workflow, especially for pricing, commercial commitments and other decisions requiring an authorised person. Contact the connected business or email info@engimeds.com if you need human assistance.

AI-provider handling and retention depend on the provider's applicable service terms and the deployment settings. This policy does not promise that every provider or feature has the same retention or model-training settings. We do not independently use customer conversations to train a general-purpose AI model.

6. Who can receive information

Information is accessible to the connected business's authorised users and to Engimed Solutions personnel who need it to operate or support the agreed service. Depending on the configured workflow, relevant information may also be processed by:

• Meta/WhatsApp: business account authorisation, messaging, templates and delivery information.
• Cloudflare: application hosting, request handling and security services where used.
• Supabase: application databases, user authentication and file storage where used.
• Hostinger and a hosted n8n workflow engine: hosting and workflow execution where used.
• OpenAI: AI-assisted interpretation, drafting, extraction or transcription where enabled.
• Google services: email, Drive document storage or Sheets records when the business has enabled those integrations.
• Smartsheet or other business systems selected by the customer: authorised tracking, reporting and document integrations.
• Website and email hosting providers: serving this site and handling messages sent to our company email.

Not every provider is used for every customer. The actual integrations depend on the service configuration and the customer's agreement. We share relevant information for those service purposes and require appropriate contractual and access safeguards. Contact us for details about the providers used in your deployment.

We may disclose information when legally required, to protect rights or security, or to a professional adviser subject to confidentiality. Customer-specific records are not shared with unrelated customers.

7. Website storage and email enquiries

The public website's enquiry builder prepares an email draft in your browser. It does not submit the form to an Engimed Solutions server. You decide whether to send the draft through your email application; we receive it only when you send it. Your email provider also processes the message under its own terms.

The product enquiry list uses browser session storage to remember selected product names within the same tab. Use Clear selection to remove the list. Browsers normally clear this storage when the tab or browser session closes.

The supplied public portfolio website does not include advertising trackers or analytics scripts, and its fonts and product images are served with the website. Hosting services may keep technical logs. Authenticated automation services and Meta onboarding can use cookies, tokens or similar technology needed for login and security, under the relevant service's settings and policies.

The workflow previews on the public portfolio use sample data. Live automation services, when connected separately, process business data as explained in this policy.

8. Retention and deletion

We keep information for the period needed to provide the agreed service and fulfil its stated purposes. The appropriate period depends on the record type, the customer's documented retention instructions, the active service relationship, support needs and applicable legal obligations. Technical logs and temporary processing files may have different retention periods from business documents.

When information is no longer needed, we delete it or anonymise it, subject to any lawful retention requirement. Revoked or expired connection credentials should no longer be used for access. If a legal obligation or dispute requires a limited record to be kept, its use is restricted to that purpose.

A deletion request is handled without undue delay and within any deadline required by applicable law or platform rules. Where deletion must be propagated to a service provider or backup, we follow the applicable deletion and backup lifecycle. Any retained backup is restricted from ordinary use and deleted data should not be restored into active use. We explain relevant limitations or lawful exceptions when responding to your request.

See our Data Deletion Instructions to request deletion or disconnection. Removing an integration stops authorised future access once the revocation takes effect; it does not automatically erase existing business records, messages held by recipients, or information independently held by Meta/WhatsApp.

9. Security and international processing

We apply safeguards appropriate to the configured service, including access restrictions, authorised user roles, controlled handling of integration credentials and encrypted network connections where supported. Access to customer records is limited to people and systems that need it for the agreed work. No system or internet transmission is completely secure.

Our service providers may process or store information outside your country. The location depends on the provider and the deployment configuration. Where applicable, we use contractual or other safeguards required for those transfers. Contact us for information about a particular deployment.

10. Your choices and requests

You may contact us to ask for access to, correction of or deletion of personal information, to withdraw an optional permission, to disconnect an integration, or to raise a privacy concern. Other rights, including restriction, objection or portability, may apply under the law relevant to you. Deletion requests are available to all users of the app, regardless of location.

Email info@engimeds.com with enough information to identify the relevant business account or record. We may verify your identity or authority before providing, changing or deleting information. We will not ask for your password or one-time login code.

Where the information belongs to a customer-controlled workflow, we may need to coordinate with that business to complete the request lawfully. You can also contact that business directly. To stop optional WhatsApp messages, tell the business you no longer wish to receive them or contact us; the business must respect applicable opt-out requests.

11. Children and sensitive information

Our business automation services are intended for businesses and authorised users, not services directed at children. We do not knowingly seek personal information from children. Contact us if you believe a child's information has been supplied so we can address it appropriately.

These workflows are intended for ordinary business operations. Do not provide unnecessary medical records, passwords, identity documents or other sensitive information through a routine enquiry or business conversation.

12. Website and service information

This website introduces Engimed Solutions products and automation capabilities. It is not a binding offer, stock confirmation, certification statement or guarantee of suitability. Product specifications, prices, taxes, delivery, payment, warranty and support terms are confirmed in the written quotation or agreement.

Automation previews explain example workflows. Actual functionality, integrations, responsibilities and acceptance criteria depend on the agreed scope. AI-assisted results require review appropriate to the decision. Engimed Solutions branding and original content must not be presented as another business's material; third-party marks remain the property of their owners.

13. Changes and contact

We may update this policy to reflect service changes or applicable requirements. The updated version will be published on this page with a revised date. Where required, material changes will also be communicated through the relevant service or business administrator.

Service provider: Engimed Solutions
Website: www.engimeds.com
Privacy, support and deletion email: info@engimeds.com

Effective date and last updated: 13 October 2026.