Privacy Policy (WhatsApp Voice Notes & Operational Updates)

Effective date: February 25, 2026
Organization: Wildlife Protection Solutions ("we," "us," "our")

1) What this policy covers

This policy explains how we collect, use, store, and protect information submitted when reserve staff or authorized users send WhatsApp messages (including voice notes) to our official WhatsApp number for operational reporting and record updates.

2) Information we collect

When you contact us via WhatsApp, we may collect:

  • Message content, including voice notes, text messages, and any media you choose to send

  • Transcriptions created from voice notes (where transcription is enabled)

  • Message metadata, such as date/time, message status, and routing identifiers

  • Your WhatsApp phone number and profile information provided by WhatsApp (e.g., display name, if available)

  • Operational identifiers you provide, such as reserve name, incident details, animal observations, equipment status, or other field report data

3) How we use the information

We use the information solely for operational and conservation program purposes, including:

  • Transcribing voice notes to text to enable processing and review

  • Extracting relevant details from messages to update internal records (e.g., reserve logs, observations, incident reports, staffing or equipment notes)

  • Sending operational follow-ups (e.g., confirmation questions, receipt acknowledgments, clarification requests)

  • Monitoring system performance, troubleshooting, and improving reliability and accuracy of the workflow

4) What we do not do (no marketing / no selling)

  • We do not use WhatsApp message data for advertising or marketing.

  • We do not sell your information.

  • We do not share your information with third parties for marketing purposes.

5) Sharing and service providers (limited to running the service)

To operate this workflow, we may share data only with trusted service providers who process information on our behalf (as “processors”), such as:

  • Messaging platform and delivery providers (e.g., WhatsApp/Meta and our messaging provider)

  • Transcription or speech-to-text services (if used)

  • Cloud hosting, logging, and database tools used to store operational records (e.g., Airtable or equivalent)

These providers are permitted to use the information only to provide services to us, and not for their own marketing.

6) Data retention

We retain message content, transcriptions, and related operational records only as long as necessary for program operations, compliance, auditing, and troubleshooting, after which we delete or de-identify it according to our internal retention schedule.

Typical retention period: [e.g., 90 days for raw messages/logs; longer for official operational records] (edit to match your practice).

7) Security

We use reasonable administrative, technical, and organizational safeguards to protect information, including access controls and least-privilege access to systems used for transcription and record updates. No method of transmission or storage is 100% secure, but we work to protect data appropriately for its sensitivity.

8) Your choices and opt-out

If you no longer wish to use this WhatsApp channel, you may stop messaging the number or reply STOP (where supported). For corrections or access requests related to operational records, contact us using the details below.

9) Changes to this policy

We may update this policy from time to time. We will post the updated version with a revised effective date.