Privacy Policy

Fantom Group Ltd ("Vira", "we", "us", or "our") operates Vira, a multi-channel messaging, chat routing and CRM platform (the "Service"). This Privacy Policy explains what information we collect, how we use and share it, and the choices you have. It applies to our website, applications, and the Service itself. By using the Service, you agree to the collection and use of information as described here.

1. Information We Collect

We collect the following categories of information:

• Account information — name, email address, phone number, organization name, and password (stored in hashed form) when you register for an account.
• Channel and message data — messages, attachments, contact details, and metadata (timestamps, delivery/read status) that pass through channels you connect to Vira, such as WhatsApp Business, so that you and your team can view and respond to them.
• CRM and business data — contact records, notes, tags, and other information your team enters into the platform to manage customer relationships.
• Billing information — plan details and transaction history. Card and payment details are collected and processed directly by our payment processor; we do not store full card numbers on our servers.
• Usage and device data — log data, IP address, browser type, device identifiers, and in-app usage patterns, collected automatically to operate and improve the Service.
• Cookies and similar technologies — used to keep you signed in, remember preferences, and understand how the Service is used.

2. How We Use Information

We use the information we collect to:

• Provide, operate, and maintain the Service, including routing and displaying messages across connected channels;
• Authenticate users, manage accounts, and process subscription billing;
• Provide customer support and respond to inquiries;
• Monitor, secure, and improve the Service, including diagnosing technical issues and preventing abuse;
• Send service-related communications (such as billing notices or policy updates) and, where permitted, product updates;
• Comply with legal obligations and enforce our Terms of Service.

We do not sell your personal information or the personal information of your end customers.

3. WhatsApp and Connected-Channel Data

When you connect a channel such as WhatsApp Business to Vira, messages and contact metadata exchanged through that channel are transmitted through the channel provider's infrastructure (e.g., Meta) and stored within Vira so your team can manage conversations. This data is treated as Customer Content and is handled under the terms of your agreement with us and the applicable channel provider's own policies. You are responsible for ensuring you have a lawful basis and, where required, recipient consent, to process end-customer data through the Service.

4. How We Share Information

We share information only as follows:

• Service providers — hosting, storage, email delivery, analytics, and payment processing vendors that process data on our behalf under contractual confidentiality and security obligations;
• Channel providers — the messaging channels you choose to connect (e.g., WhatsApp), to the extent necessary to send and receive messages;
• Legal and safety — where required to comply with law, respond to lawful requests, or protect the rights, property, or safety of Vira, our users, or others;
• Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Privacy Policy continuing to apply to your data.

5. Data Retention

We retain account and channel data for as long as your account is active, and for a reasonable period afterward to comply with legal, accounting, or support obligations, after which it is deleted or anonymized. You may request earlier deletion as described in Section 7 below.

6. Data Security

We use administrative, technical, and physical safeguards designed to protect information against unauthorized access, alteration, disclosure, or destruction, including encryption in transit and access controls. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Your Rights and Choices

Depending on your location, you may have the right to:

• Access, correct, or update your personal information;
• Request deletion of your account and associated data;
• Request a copy of your data in a portable format;
• Object to or restrict certain processing, or withdraw consent where processing is based on consent;
• Opt out of non-essential marketing communications at any time via the unsubscribe link or your account settings.

To exercise these rights, contact us at privacy@vira.chat. We may need to verify your identity before fulfilling a request.

8. International Data Transfers

We and our service providers may process and store information in countries other than your own. Where we transfer personal data across borders, we take steps intended to ensure it receives an adequate level of protection consistent with applicable data protection law.

9. Children's Privacy

The Service is not directed to individuals under 18, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can remove it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through an in-app notice before the changes take effect. The "Last updated" date at the top of this page reflects the most recent revision.

11. Contact Us

If you have questions about this Privacy Policy or how we handle your data, contact us at privacy@vira.chat. For general terms, see our Terms of Service.