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Privacy Policy

Política de Privacidad

Last updated / Última actualización: 30 de marzo de 2026 / March 30, 2026 · Trackwave LLC d/b/a LeadFast AI

English: This Privacy Policy is provided in English and Spanish. The English version controls in case of any conflict. Español: Esta Política de Privacidad se ofrece en inglés y español. La versión en inglés prevalece en caso de conflicto.

1. Introduction / Introducción

Trackwave LLC, doing business as LeadFast AI("we", "our", or the "Company"), operates an AI-powered voice and messaging platform for small and medium-sized businesses (the "Platform"). This Privacy Policy explains how we collect, use, share, and protect personal information when you use our services, including our WhatsApp Business API integration powered by the Meta Business Messaging platform.

Trackwave LLC, operando como LeadFast AI, gestiona una plataforma de agentes de voz y mensajería con inteligencia artificial para pequeñas y medianas empresas. Esta Política explica cómo recopilamos, usamos, compartimos y protegemos la información personal, incluyendo los datos gestionados a través de la integración con WhatsApp Business API.

Company / Empresa: Trackwave LLC d/b/a LeadFast AI

Platform / Plataforma: portal.leadfastsystem.com

Contact / Contacto: privacy@leadfastsystem.com

2. WhatsApp Business API — Data Handling

LeadFast AI integrates with the Meta WhatsApp Business Platform via the WhatsApp Cloud API and Embedded Signup. This section explains specifically how WhatsApp-related data is processed.

2.1 How We Use WhatsApp Permissions

whatsapp_business_management: We use this permission to create and manage WhatsApp Business Accounts (WABAs), phone numbers, and message templates on behalf of our business clients through our Platform. Clients connect their own WhatsApp Business numbers via Embedded Signup.
whatsapp_business_messaging: We use this permission to send and receive WhatsApp messages on behalf of our business clients. Messages are sent only to end customers who have explicitly opted in to receive communications from the business. Our AI agents respond to inbound messages and can send pre-approved template messages.

2.2 Opt-In / Consent

LeadFast AI sends WhatsApp messages only to end customers who have explicitly opted into receive communications from the business. Opt-in is collected by the business (our client) through their own website, registration forms, or in-person consent mechanisms. We require all clients using our platform to comply with WhatsApp's Business Messaging Policy and obtain proper consent before sending any messages.

2.3 Data Shared with Meta

When a business client connects their WhatsApp number through our platform, the following data is shared with Meta via the WhatsApp Cloud API:

• Business account information (WABA ID, phone number ID, display name)
• Message content (text, templates) sent to and received from end customers
• Message delivery and read receipts
• Template names and content submitted for Meta approval

This data is subject to WhatsApp's Business Policy and Meta's Privacy Policy.

2.4 Data We Do Not Use

• We do not use WhatsApp message data for advertising purposes
• We do not sell WhatsApp conversation data to third parties
• We do not use WhatsApp data to train AI models without explicit consent
• We do not send messages to users who have not opted in

Role clarification: LeadFast AI acts as a Solution Provider / Tech Provider under the Meta Tech Provider Program. Our business clients are the WhatsApp Business Account (WABA) owners. LeadFast AI processes WhatsApp data as a data processor on behalf of our clients (data controllers).

3. Information We Collect / Información que Recopilamos

3.1 Information You Provide

• Account data: Name, email, phone number, company name
• Payment data: Processed securely by Stripe. We do not store card numbers.
• Agent configuration: Voice scripts, knowledge base content, automation flows
• Support communications: Emails and messages sent to our support team

3.2 Automatically Collected Information

• Usage data: Pages visited, features used, timestamps, session duration
• Technical data: IP address, browser type, device, operating system
• Cookies: Session, preferences, and analytics cookies (see Section 9)

3.3 Voice Call Recordings

Our AI voice agents may record calls. Recordings are made with participant consent (via AI disclosure at call start per FCC 2024 rules), stored encrypted, retained for 90 days by default, and accessible only by authorized personnel. Deletion is available upon request.

4. How We Use Your Information / Uso de la Información

Provide, maintain, and improve the Platform
Process transactions and send related notifications
Operate AI voice and WhatsApp messaging features on behalf of business clients
Respond to support requests
Detect, prevent, and address technical and security issues
Comply with legal obligations
Send service communications (not marketing, unless you opt in)

5. How We Share Information / Compartición de Datos

We never sell your personal data. We share data only with sub-processors necessary to operate the Platform:

Provider	Purpose	Location
Supabase	User authentication & data	USA/EU
ElevenLabs AI	Voice agent infrastructure	USA
Twilio	Phone & WhatsApp services	USA
Stripe	Payment processing	USA
Vercel	Hosting	Global
Resend	Email delivery	USA
Anthropic	AI assistant (client portal)	USA
DeepSeek	AI prompt generation (internal)	China
Meta Platforms, Inc.	WhatsApp Business API — message delivery	USA / Global

Full list: leadfastsystem.com/sub-processors

6. Your Rights / Tus Derechos

Access

Request a copy of your personal data

Rectification

Correct inaccurate data

Erasure

Request deletion ("right to be forgotten")

Portability

Receive data in a standard format

Objection

Object to certain processing activities

Withdraw Consent

Revoke previously given consent at any time

To exercise your rights, contact: privacy@leadfastsystem.com. Response time: 30 days (45 days for California residents under CCPA).

7. Data Security / Seguridad de Datos

Encryption in transitTLS 1.3

Encryption at restAES-256

Access controlMFA + least privilege

InfrastructureSOC 2 certified providers

Audit logsContinuous monitoring

Webhook securityHMAC-SHA256 signatures

8. Google API Services

LeadFast uses Google Calendar API and Gmail API when a user connects their Google account. Use of data obtained via Google APIs is subject to the Google API Services User Data Policy, including the Limited Use requirements.

• Google data is used only for the stated purpose (calendar display, follow-up emails)
• We do not use Google data for advertising
• We do not share Google data with third parties without explicit consent
• We do not use Google data to train AI models
• Revoke access anytime at myaccount.google.com/permissions

9. Data Retention / Retención de Datos

Data Type	Retention Period
Account data	Duration of account + 30 days
Voice call recordings	90 days (configurable by client)
Transcripts	180 days
WhatsApp messages	90 days (configurable by client)
Billing data	7 years (tax requirement)
Support tickets	2 years

10. Cookies

We use cookies for functionality, session management, and analytics. You can manage your preferences via our cookie banner or browser settings. We honor Global Privacy Control (GPC) signals.

Details: leadfastsystem.com/legal/cookies

11. Changes to This Policy

We may update this policy periodically. We will notify you of material changes via email or a prominent notice on our Platform at least 30 days before the change takes effect.

12. Contact / Contacto

Privacy / Legal

Trackwave LLC d/b/a LeadFast AI

privacy@leadfastsystem.com

Compliance

✓ GDPR✓ CCPA✓ TCPA✓ FCC 2024

Last updated: March 30, 2026 · Última actualización: 30 de marzo de 2026 · Trackwave LLC d/b/a LeadFast AI · Legal Hub

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