Ntonbre Privacy Policy

Ntonbre ("we", "our", or "us") is a WhatsApp AI sales assistant platform developed and operated by Ntonbre, a business registered in Ghana. Our platform enables small and medium-sized businesses ("Vendors") to deploy AI-powered sales assistants on their WhatsApp Business numbers to automate customer interactions, manage orders, coordinate deliveries, and handle sales operations.

This Privacy Policy explains how we collect, use, disclose, and safeguard information when you interact with our platform — whether as a Vendor using our dashboard or as a customer communicating with a Vendor through WhatsApp.

This policy applies to:

• •Vendors — businesses that subscribe to use the Ntonbre dashboard to manage their WhatsApp communications
• •End Users — customers who send WhatsApp messages to a Vendor using our platform
• •Visitors — anyone who visits our website at ntonbre.com

3.1 From Vendors (Dashboard Users)

When a business registers and uses Ntonbre we collect:

• •Business name and contact details provided during onboarding
• •WhatsApp Business Account (WABA) ID and Phone Number ID
• •WhatsApp Business API connection credentials required to link the Vendor's WhatsApp number to our platform — stored encrypted
• •Agent configuration preferences including AI sales assistant name, tone, persona, and language settings
• •Knowledge base entries including text content and images uploaded by the Vendor to train their sales assistant
• •Message template content created and submitted through the platform
• •Billing and subscription information
• •Dashboard usage data including login activity, feature usage, and settings changes

3.2 From End Users (WhatsApp Customers)

When a customer sends a WhatsApp message to a Vendor using our platform we collect and process:

• •WhatsApp phone number — used to identify the conversation and route it to the correct Vendor
• •Display name as provided by WhatsApp
• •The full content of messages exchanged between the customer and the AI sales assistant including text, images, and other media
• •Message metadata including timestamps, message IDs, and delivery status
• •Order details provided during conversations including product choices, sizes, quantities, and delivery addresses
• •Delivery location information including GPS coordinates if a customer shares their WhatsApp location
• •Customer profile summaries generated by the AI from conversation history to personalise future interactions
• •Conversation session history used to provide context to the AI sales assistant

3.3 Automatically Collected Data

• •Server logs including IP addresses, request timestamps, and API response codes
• •Webhook payload data received from Meta's WhatsApp Cloud API
• •Error logs and diagnostic data used for platform maintenance and debugging
• •Usage metrics and performance data used to improve platform reliability

4.1 To deliver the Ntonbre service

• •Routing incoming WhatsApp messages to the appropriate Vendor AI sales assistant
• •Generating AI responses to customer messages using OpenAI's GPT-4o language model
• •Retrieving context from the Vendor's knowledge base to generate relevant and accurate responses
• •Creating and maintaining order records, customer profiles, and conversation histories
• •Running the knowledge retrieval system to provide contextually relevant sales assistant responses
• •Calculating delivery zone pricing and coordinating delivery partner assignments
• •Sending WhatsApp message templates on behalf of Vendors for order confirmations, delivery updates, payment reminders, and customer follow-ups
• •Providing Vendors access to their dashboard including live conversations, order management, and analytics
• •Enabling Vendor team members to take over conversations from the AI sales assistant when needed

4.2 To improve the platform

• •Analysing platform usage patterns to improve features and user experience
• •Monitoring system performance and resolving technical issues
• •Improving the platform-wide knowledge base that benefits all Vendors

4.3 For compliance and security

• •Verifying Vendor identity and preventing fraudulent use of the platform
• •Complying with Meta's WhatsApp Business Platform policies and Developer Terms
• •Enforcing our Terms of Service
• •Responding to lawful requests from regulatory authorities

Our platform uses artificial intelligence to generate automated responses to customer messages on behalf of Vendors. This involves:

• •Sending message content to OpenAI's GPT-4o API solely for the purpose of generating a relevant reply. Under OpenAI's API usage terms, data submitted via the API is not used to train OpenAI's models.
• •Retrieving context from the Vendor's knowledge base — including product information, FAQs, business policies, and past conversation patterns — to inform the AI response
• •Running vector similarity search using our database to find the most relevant knowledge for each incoming message
• •Generating and storing vector embeddings of knowledge base content to enable intelligent retrieval
• •Storing conversation history to maintain context within and across customer sessions
• •Automatically generating client memory summaries from conversation history to personalise future interactions for returning customers

AI-generated responses are sent on behalf of the Vendor. Vendors are responsible for the accuracy and appropriateness of information in their knowledge base.

We do not sell personal information. We share data only as described below:

Our platform uses Meta's WhatsApp Cloud API and we comply with all applicable Meta Platform Terms and WhatsApp Business Policies. We confirm the following:

• •We access WhatsApp message data only to provide the Ntonbre sales assistant service to Vendors and their customers
• •We do not use WhatsApp user data to build advertising profiles or serve targeted advertising
• •We do not share WhatsApp user data with data brokers, advertising networks, or any third party for commercial purposes
• •Message content is only accessible to the relevant Vendor and authorised Ntonbre personnel for platform support purposes
• •All Vendors using our platform are required to comply with Meta's WhatsApp Business Policy as a condition of their subscription
• •We maintain records of all data processing activities as required by Meta's Developer Terms

• •All platform data is stored in Supabase PostgreSQL databases on secure cloud infrastructure with AES-256 encryption at rest and TLS 1.2 or higher in transit
• •Vendor data is strictly isolated — each Vendor's data is tagged with their unique vendor ID and no Vendor can access another Vendor's data
• •API credentials and connection details required to link vendor accounts are stored encrypted and never exposed in client-facing interfaces or logs
• •Customer message data is associated with the specific Vendor they contacted and is never shared across Vendors
• •Knowledge base images are stored in Supabase Storage with Vendor-isolated file paths
• •Access to production databases is restricted to authorised Ntonbre team members with role-based access controls
• •Server infrastructure is hosted on Render in the United States (Oregon region)

Vendors may request deletion of their data and all associated end user conversation data at any time by contacting us at hello@ntonbre.com. All data will be permanently deleted within 30 days of a verified deletion request.

Depending on your location and applicable law you may have the following rights regarding your personal data:

• •Access — request a copy of the personal data we hold about you
• •Rectification — request correction of inaccurate or incomplete data
• •Erasure — request deletion of your personal data subject to our legal retention obligations
• •Portability — request your data in a structured machine-readable format
• •Restriction — request that we limit how we use your data
• •Objection — object to certain types of processing
• •Withdraw consent — where processing is based on consent you may withdraw it at any time

End users (WhatsApp customers) should contact the Vendor they messaged in the first instance as the Vendor is the primary data controller for that conversation. To escalate or for requests directly to Ntonbre please contact us at hello@ntonbre.com. We will respond to all requests within 30 days.

Ntonbre is a business-to-business platform designed for use by vendors and their adult customers. We do not knowingly collect personal data from children under the age of 13. If we become aware that we have collected data from a child under 13 without parental consent we will delete that data promptly. If you believe a child has provided us with personal information please contact us at hello@ntonbre.com.

Our platform infrastructure is hosted on Render in Oregon, United States. Data processed through OpenAI's API is also handled in the United States. If you are located outside the United States your data will be transferred to and processed in the United States. We ensure appropriate data processing agreements and safeguards are in place with all service providers in accordance with applicable data protection law.

We may update this Privacy Policy from time to time to reflect changes in our platform, legal requirements, or data practices. When we do we will update the effective date at the top of this page. Where changes are material we will notify Vendors via email to their registered address or through an in-dashboard notification at least 14 days before the change takes effect. Your continued use of the platform after the effective date constitutes acceptance of the updated policy. The current version of this policy is always available at ntonbre.com/privacy.

For questions about this Privacy Policy or to exercise your data rights: