Privacy Policy

1.Who we are

WhatsApp Clinic Agent is operated by Pharoah Technology Ltd, a company registered in England and Wales (company number 17220127, incorporated 14 May 2026), with its registered office at 71–75 Shelton Street, Covent Garden, London WC2H 9JQ. We are the data controller for the personal data described in this policy unless stated otherwise below.

Contact us at info@pharoahtechnology.co.uk for anything to do with this policy or your data.

2.Scope of this policy

This policy covers this website (the WhatsApp Clinic Agent landing page you arrived from) and the WhatsApp-based service it advertises. It does not cover other, unrelated Pharoah Technology products, each of which has its own privacy policy on its own site.

This is a standard-form policy describing how this specific product actually works today, based on what is built into the site and the service as currently offered. It will be updated if the service changes materially — see “Changes to this policy” below.

3.Information we collect, and why

We only collect what we need to respond to you, run the service you ask for, and keep this site working. In detail:

When you visit this site

Our hosting provider, Cloudflare, inherently processes standard technical data (such as your IP address and request metadata) to deliver the page and protect it from abuse, in line with Cloudflare's own privacy policy. We do not separately log or store this ourselves.

Anonymous product analytics

This site sends a first-party page-view signal to our own analytics endpoint (pharoah-site-intake.craig-45c.workers.dev), which we operate ourselves — it is not a third-party tracker. Each page view carries only: the page path, an anonymous session identifier generated in your browser's sessionStorage (not a cookie, and not linked to your name or any account), the site hostname, and the referring page if any. We do not collect your IP address, exact location or any cross-site identifier as part of this signal, and we do not combine it with your WhatsApp or email contact details. If your browser sends the Global Privacy Control signal, this beacon does not fire at all. See “Cookies and similar technology” below.

If you message us on WhatsApp

Tapping a “Start on WhatsApp” button on this site opens a real WhatsApp conversation between you and the Pharoah Technology team, over the WhatsApp Business Platform (operated by Meta). We then hold what you send us — your name and phone number as shown on your WhatsApp profile, and anything else you tell us (for example, your business details, or case-specific information needed to provide the service you have asked for) — so we can reply, onboard you, and deliver the service. During early access, a person at Pharoah reviews messages and drafts replies before they are sent; we do not let an unreviewed, fully-automated system talk to you.

If you use the email waitlist link

The “Join the email waitlist” link on this site opens an email in your own email application, addressed to us with a pre-filled subject line. If you send it, your email address and whatever you write are sent to us directly by your email provider, the same as any other email. We use it to get back to you about the waitlist.

Other people's data, where this product involves them

If you run a clinic or salon, your own patients or clients may message the service to book, reschedule or cancel an appointment. That involves scheduling data about them — name, contact details, appointment time and, where relevant to booking, the type of appointment. This is administrative scheduling data only: the service is not a medical device, does not give clinical advice, and clinical or medical records stay in your own systems, not ours. You (the clinic) remain the data controller for your patients; we process their scheduling messages on your behalf, only to provide the booking service you asked for.

4.Our lawful basis for processing

Under UK GDPR, we rely on the following lawful bases, depending on what you are doing:

• Contract / steps taken at your request before a contract (Article 6(1)(b)) — for messages and information you send us in order to enquire about, sign up for, or receive the service.
• Legitimate interests (Article 6(1)(f)) — for responding to enquiries before any contract exists, for keeping this site secure and working, and for the anonymous analytics beacon described above (minimal data, no profiling, honours Global Privacy Control).
• Legitimate interests — for processing that a business customer asks us to carry out on their behalf about their own customers, debtors, candidates or contacts (as described above), where that processing is necessary to provide the service the business has asked for.
• Legal obligation (Article 6(1)(c)) — where we must keep records for tax, accounting or other legal reasons.

We do not sell personal data, and we do not use conversation data to train third-party AI models.

5.Special category data

We do not deliberately ask for special category data (such as health information, racial or ethnic origin, religious beliefs, or trade union membership) through WhatsApp Clinic Agent. Because the service handles scheduling messages for clinics and salons, it is possible that someone could incidentally mention something of this kind in a message to us (for example, a reason for an appointment). We do not seek this out, do not use it to profile anyone, and only process it as part of handling the specific message it appears in, for the business that asked us to provide the service. Clinical or medical records themselves stay in the clinic's own systems, not ours.

6.Who we share information with

We do not sell personal data, and we do not share it with data brokers or advertisers. We share it only with the parties needed to run this site and deliver the service:

We may also disclose information where we are required to by law, or to protect our rights, safety or property, or that of others.

7.International transfers

Meta and Cloudflare are global providers and may process data outside the UK, including in the United States. Where that happens, it is covered by their own appropriate safeguards (such as Standard Contractual Clauses or the UK International Data Transfer Addendum), as set out in their respective privacy policies.

8.How long we keep information

We keep WhatsApp conversation and enquiry data for as long as you are a customer, and for up to 24 months after your last contact with us, so we can handle follow-up, billing or legal queries. Where the analytics beacon applies, that anonymous data is kept for up to 12 months. We delete or anonymise data sooner where we no longer need it, or where you ask us to under “Your rights” below, unless we must keep it for legal or accounting reasons (for example, UK tax law can require invoicing records to be kept for 6 years).

9.Cookies and similar technology

This site does not use cookies. The only client-side storage it uses is your browser's sessionStorage, to hold a random, anonymous session identifier for the analytics beacon described in “Information we collect, and why” above. This identifier is cleared when you close the tab, is not a cookie, is not used to track you across other sites, and is not set at all if your browser sends the Global Privacy Control signal.

10.Your rights under UK GDPR

You have the right to:

• ask us for a copy of the personal data we hold about you (access);
• ask us to correct inaccurate or incomplete data (rectification);
• ask us to delete your data, in some circumstances (erasure);
• ask us to restrict how we use your data, in some circumstances (restriction);
• receive your data in a portable format, where we process it by automated means on the basis of consent or contract (portability);
• object to processing based on legitimate interests, including analytics; and
• withdraw consent at any time, where we rely on consent.

To exercise any of these rights, email info@pharoahtechnology.co.uk. We will respond within one month, as required by UK GDPR.

11.Automated decision-making

We do not make decisions about you using solely automated means that have a legal or similarly significant effect on you, without a person involved. Any scoring, drafting or shortlisting this service performs is decision support for our business customer, not an automated decision about you — final decisions are made by a person, either on our team (for example, reviewing a reply before it is sent during early access) or on our business customer's team (for example, a hiring or booking decision).

12.Children

This product is a business tool aimed at businesses and adults, and is not directed at children. We do not knowingly collect personal data from children through this site.

13.Changes to this policy

We may update this policy if the service or the data it processes changes. We will update the “Last updated” date above when we do. Significant changes will be reflected here before they take effect.

14.Contact us and how to complain

Questions about this policy or your data: info@pharoahtechnology.co.uk, or write to us at Pharoah Technology Ltd, 71–75 Shelton Street, Covent Garden, London WC2H 9JQ.

If you are unhappy with how we have handled your data, you also have the right to complain to the UK supervisory authority: