Privacy Policy

1. Information We Collect

DecisionPanel collects and processes information that is necessary to provide internal conversation management, sales tracking, and advisory functionality. The data collected depends on how businesses use the platform and which messaging platforms they connect.

a. Messaging and Conversation Data

When a business connects its messaging platforms (such as Facebook Pages or other supported channels), DecisionPanel may access and display:

• Message content sent to the business
• Message content sent by authorized human team members
• Message timestamps
• Conversation thread identifiers
• Platform-related metadata (such as page or account identifiers)

This data is displayed inside DecisionPanel strictly for internal review and organization purposes.

DecisionPanel does not:

• Send messages automatically
• Modify messages
• Respond to customers without human approval

All outgoing messages are sent manually by authorized users outside or through approved workflows.

b. Customer Context and Engagement Data

To support sales operations and consistency across teams, DecisionPanel allows businesses to create and store internal context related to conversations, including:

• Customer stage or status (e.g., new lead, active conversation, follow-up needed)
• Interaction history and engagement patterns
• Internal notes entered by sales team members
• Objectives, reminders, or follow-up indicators

This information is internal-only, created and controlled by the business using DecisionPanel, and is not visible to customers.

c. Advisory Insight Inputs

DecisionPanel may analyze internally stored data to generate advisory insights, such as suggested replies, follow-up reminders, or strategic recommendations. These insights are generated based on:

• Historical conversation data
• Sales stage indicators
• Internal notes and objectives
• Engagement patterns over time

All advisory outputs are non-binding recommendations. No actions are taken automatically.

2. How We Use Information

DecisionPanel uses collected information solely to support internal business operations and improve sales coordination, consistency, and decision-making.

a. Internal Conversation Management

Information is used to:

• Display customer conversations in a centralized internal interface
• Allow teams to review conversation history before responding
• Reduce context loss when multiple team members manage the same customer
• Improve continuity across long-running conversations

This ensures that customers receive informed, consistent responses from human representatives.

b. Sales Tracking and Workflow Support

DecisionPanel uses internal data to help businesses:

• Track customer progress through different sales stages
• Identify conversations that require follow-up
• Maintain internal objectives and reminders
• Coordinate multiple sales representatives across multiple pages or accounts

All workflow tracking remains internal and does not affect external platforms directly.

c. Advisory-Only Insights

DecisionPanel may use collected data to generate advisory insights such as:

• Suggested response phrasing
• Timing recommendations for follow-ups
• Internal alerts for inactive conversations
• Strategy guidance based on historical outcomes

Important clarifications:

• Advisory insights are optional
• Insights do not trigger messages
• No automated decisions or actions are taken
• Final control always remains with a human user

d. Platform Integrity and Security

Information may also be used to:

• Maintain platform stability and performance
• Prevent unauthorized access
• Monitor system usage for security purposes
• Comply with legal and regulatory requirements

3. How We Use Information

DecisionPanel uses collected information strictly to support internal business operations and decision-making workflows for authorized users. All data processed within the platform is used to provide organizational clarity, sales context, and advisory insights for human teams.

Specifically, information is used to:

• Display inbound customer conversations from connected messaging platforms inside a centralized internal dashboard
• Maintain structured conversation history, engagement timelines, and internal notes for continuity across teams
• Track customer status, sales stage, and follow-up objectives over time
• Generate advisory insights, summaries, and suggested responses based on historical interactions and internal data
• Improve internal consistency, reporting accuracy, and operational efficiency across multiple sales representatives and pages
• Monitor platform performance, reliability, security, and usage trends

DecisionPanel does not send messages automatically, initiate outbound communication, or take actions on behalf of users. All outputs generated by the system are advisory in nature and require explicit human review and decision-making before any external communication occurs.

4. Data Sharing and Disclosure

DecisionPanel does not sell, rent, or trade personal data to third parties.

Data may be shared only in the following limited circumstances:

• With Authorized Users: Information is accessible only to users who have been explicitly granted access by the account owner or business administrator.
• With Connected Platforms: Data is received from third-party messaging platforms (such as social media or messaging services) solely to display inbound messages within DecisionPanel.
• With Service Providers: Trusted infrastructure, hosting, analytics, and security service providers may process limited data on our behalf under strict confidentiality and data protection obligations.
• For Legal and Compliance Reasons: Information may be disclosed if required to comply with applicable laws, regulations, legal processes, or enforceable governmental requests.

DecisionPanel does not share customer data with advertisers, data brokers, or external marketing platforms. All data access is purpose-limited and aligned with the internal operational use cases of the platform.

5. Data Security, Storage, and Retention

DecisionPanel implements appropriate administrative, technical, and organizational safeguards to protect data against unauthorized access, alteration, disclosure, or destruction.

Security measures include, but are not limited to:

• Secure authentication and role-based access controls
• Encrypted data transmission and storage where applicable
• Monitoring and logging of system activity to detect misuse or anomalies
• Restricted internal access to production systems

Data is stored only for as long as necessary to provide platform functionality, meet operational needs, or comply with legal obligations. Businesses may request deletion of their data upon account termination, subject to applicable legal or regulatory retention requirements.

While we take reasonable measures to protect information, no system can guarantee absolute security. Users are responsible for maintaining the confidentiality of their account credentials and ensuring appropriate access controls within their organization.

6. User Rights and Controls

DecisionPanel provides businesses and authorized users with meaningful control over their data.

Depending on applicable laws and jurisdiction, users may have the right to:

• Access and review data stored within their account
• Correct or update inaccurate or incomplete information
• Request deletion of account data upon termination
• Restrict or manage user access permissions within their organization
• Disconnect integrated messaging platforms at any time

Requests related to data access, correction, or deletion can be submitted through official support channels. We may require verification to protect against unauthorized requests.

DecisionPanel acts as an internal processing tool for businesses. Businesses remain responsible for their own compliance obligations toward their customers, including providing notices and honoring applicable data rights requests.

7. Data Sharing and Disclosure

DecisionPanel does not sell, rent, or trade personal data under any circumstances.

We only share data in limited, controlled situations that are strictly necessary for operating and securing the platform. These disclosures occur under confidentiality obligations and only to the minimum extent required.

Data may be shared in the following cases:

Authorized Business Users

Customer conversation data is accessible only to authorized users within the same organization (such as sales representatives, managers, or administrators) who have been granted access by the account owner.

Service Providers

We may engage trusted third-party vendors to support infrastructure needs such as cloud hosting, database storage, analytics, or security monitoring. These providers process data solely on our behalf and are contractually prohibited from using it for any other purpose.

Legal and Regulatory Requirements

We may disclose data if required to comply with applicable laws, legal processes, or lawful government requests, or to protect the rights, property, and safety of DecisionPanel, our users, or others.

Business Transfers

In the event of a merger, acquisition, restructuring, or asset sale, data may be transferred as part of the transaction, subject to continued protection consistent with this Privacy Policy.

DecisionPanel does not share data with advertisers, data brokers, or marketing networks.

8. Data Retention

DecisionPanel retains data only for as long as it is necessary to fulfill the purposes described in this Privacy Policy.

Retention periods depend on the nature of the data and how the platform is used by the business.

• Customer conversation data is retained while the business account remains active.
• Internal notes, sales context, and engagement history are retained to support continuity and performance analysis.
• Businesses may request deletion of specific conversations or records where technically feasible.

Upon account termination, data is either securely deleted or anonymized within a reasonable period, unless retention is required for legal or compliance purposes.

We take reasonable steps to ensure data is not retained longer than necessary and is securely disposed of when no longer needed.

9. Data Security

DecisionPanel implements administrative, technical, and organizational measures designed to protect data against unauthorized access, loss, misuse, alteration, or disclosure.

Security practices include, but are not limited to:

• Encrypted data transmission using industry-standard protocols
• Access controls and role-based permissions
• Secure authentication mechanisms
• Ongoing monitoring for suspicious activity
• Regular infrastructure maintenance and security updates

While no system can guarantee absolute security, we continuously evaluate and improve our safeguards to protect the information entrusted to us.

Users are responsible for maintaining the confidentiality of their login credentials and for managing access within their organizations.

10. International Data Transfers

DecisionPanel may process and store data on servers located in multiple jurisdictions, depending on infrastructure requirements and service availability.

By using the platform, users acknowledge that data may be transferred to and processed in countries outside their country of residence. These transfers are conducted in accordance with applicable data protection laws and subject to appropriate safeguards.

Where required, we rely on contractual protections, standard data protection clauses, and other lawful mechanisms to ensure adequate protection of transferred data.

11. Changes to This Privacy Policy

DecisionPanel may update this Privacy Policy from time to time to reflect changes in legal requirements, platform functionality, or business practices.

When material changes are made:

• The updated policy will be published on our website
• The effective date will be revised accordingly
• Continued use of the platform after changes take effect constitutes acceptance of the revised policy

We encourage users to review this Privacy Policy periodically to stay informed about how data is handled.

12. Contact Us

If you have any questions about this Privacy Policy, please contact us at contact@decisionpanel.ai.