🔒 Data Protection & Privacy

Privacy Policy

Last updated: 1 September 2025

1. Who We Are

Agentic Vibe (“we”, “us”, “our”) provides online storefront and digital sales agent services to businesses (“Clients”) across Africa. Our platform enables Clients to operate AI-powered WhatsApp sales agents that interact with their end customers (“Customers”).

This Privacy Policy explains how we collect, use, store and protect information from both Clients and Customers who interact with any Agentic Vibe-powered storefront or sales agent.

For questions, contact us at: hello@agenticvibe.net

2. What Data We Collect

2a. From Shop Owners (Clients)

Business name, contact email and WhatsApp number you provide when setting up your storefront.
Product catalogue information (names, prices, images, descriptions) you upload.
M-Pesa Paybill / Till numbers used for payment configuration.
Store settings such as brand name, logo and shop preferences.
Admin login credentials (stored as a secure hash — we never store plain-text passwords).

2b. From Customers Chatting With Your Store

Chat messages — the conversation between a Customer and the AI sales agent, including product enquiries, sizes, quantities and order intent.
Order details — product chosen, quantity, delivery address and any special instructions shared voluntarily in chat.
WhatsApp number — when a Customer initiates a WhatsApp conversation, their number is visible to the business owner as the account holder.
Session identifiers — a temporary, anonymous session token used to keep chat context coherent within a single browsing session. This is stored only in the browser's sessionStorage and is deleted when the tab is closed.

We do not collect names, national ID numbers, financial account numbers, location data or any sensitive personal data beyond what a Customer voluntarily shares in chat.

2c. Automatically Collected Data

Standard server request logs (IP address, browser type, page visited, timestamp) retained for up to 30 days for security and performance monitoring.
No advertising cookies, tracking pixels or third-party analytics scripts are placed on storefront pages.

3. How We Use the Data

Data	Purpose	Legal Basis
Shop settings & products	Display the storefront and power the sales agent	Contract performance
Chat messages	Generate AI responses; improve agent quality	Legitimate interests / consent
Order details from chat	Relay confirmed orders to the shop owner	Contract performance
Admin credentials	Authenticate shop owners to the admin dashboard	Contract performance
Server logs	Security, fraud prevention, debugging	Legitimate interests

We never sell, rent or share Customer data with third-party advertisers.

4. Chat & AI Conversation Privacy

Conversations with Agentic Vibe’s AI sales agent are processed by our AI infrastructure solely to generate contextually appropriate replies. Key protections include:

No cross-store sharing: Chat data from one storefront is never used to train or inform agents on another storefront.
Temporary session context: The AI keeps track of a conversation only for the duration of the active session. Session data is not persisted server-side beyond the immediate API call.
WhatsApp conversations: When a Customer moves to WhatsApp, the conversation takes place directly between the Customer and the shop owner’s WhatsApp account. Agentic Vibe does not intercept, store or have access to WhatsApp messages.
Customer anonymity: Customers are not required to create accounts or provide personal information to browse a storefront or start a chat.

If you are a Customer who has shared sensitive information in chat that you would like removed, please contact the shop owner directly or email us at hello@agenticvibe.net.

5. Data Storage & Security

Shop data (products, settings, orders) is stored in a managed PostgreSQL database with encrypted connections (TLS in transit, AES-256 at rest).
Access to the database is restricted to authenticated Agentic Vibe systems and authorised engineering staff under strict need-to-know controls.
Admin passwords are hashed using industry-standard algorithms (bcrypt / Argon2) and are never recoverable in plain text.
We conduct periodic security reviews and apply patches promptly.

6. Data Retention

Shop / Client data — retained for the duration of the service agreement plus 90 days, then permanently deleted on request.
Chat session data — not persisted server-side beyond the live API call. Browser-side session storage is cleared automatically when the tab is closed.
Server logs — automatically purged after 30 days.
Order records — retained for up to 12 months to support shop owner business reporting, then deleted.

7. Your Rights

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

Access — request a copy of the personal data we hold about you.
Correction — request correction of inaccurate data.
Deletion — request deletion of your data (“right to be forgotten”).
Objection — object to processing based on legitimate interests.
Portability — receive your data in a machine-readable format.

To exercise any of these rights, email hello@agenticvibe.net with the subject line “Data Request”. We will respond within 30 days.

8. Third-Party Services

Agentic Vibe uses the following sub-processors:

Google (Gemini API) — powers the AI sales agent. Data sent to the API is subject to Google’s data processing terms and is not used for Google model training under our API agreement.
Hosting provider — our infrastructure is hosted on servers located within compliant data centres.
WhatsApp (Meta) — when orders move to WhatsApp, Meta’s own privacy policy governs that conversation.

We do not use Facebook Pixel, Google Analytics, Hotjar, or any other behavioural tracking tools on storefront pages.

9. Children's Privacy

Our services are not directed at children under the age of 13. We do not knowingly collect personal data from children. If you believe a child has provided personal data through our platform, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page will always reflect the most recent version. Continued use of Agentic Vibe services after changes constitutes acceptance of the updated policy.

11. Contact Us

For privacy concerns, data requests or to report a security issue:

Agentic Vibe

Email: hello@agenticvibe.net

We aim to respond to all privacy enquiries within 2 business days.