Privacy Policy

1. Who We Are

Voyentis Labs ("Voyentis Labs", "we", "us", or "our") provides artificial intelligence consulting, custom software development, and professional training services. This Privacy Policy explains how we collect, use, store, and protect personal data when you visit voyentislabs.com, contact us through our website, email, or WhatsApp, or interact with our AI-powered customer support assistant.

Data Controller: Voyentis Labs FZE
Registered address: Business Centre, Sharjah Publishing City Free Zone, Sharjah, United Arab Emirates
Contact email: hello@voyentislabs.com
WhatsApp Business contact: +90 530 785 2005

2. Scope of This Policy

This policy covers two categories of data processing, described separately so you can clearly distinguish between what is active today and what is planned:

• Currently active: our public website (voyentislabs.com) and manual WhatsApp/email communication with our team.
• In testing / not yet publicly launched: an AI-assisted WhatsApp Business customer support assistant, currently being developed and tested on Meta's WhatsApp Business Cloud API test environment. This assistant is not yet offered as a live public service. Once launched, it will process messages as described in Section 5 below.

3. Personal Data We Collect

3.1 Website visitors

• Technical data such as IP address, browser type, and device information, collected automatically by our hosting infrastructure and by third-party resources our pages load (Google Fonts, Tailwind CSS CDN, jsDelivr CDN for site animations).
• We do not currently use Google Analytics, Meta Pixel, or other audience-tracking/advertising cookies on our website. See our Cookie Policy for details.

3.2 People who contact us (email, WhatsApp, booking calls)

• Name and contact details (email address, phone/WhatsApp number) you provide to us.
• The content of your messages, including training or consulting inquiries.
• Meeting scheduling details if you book a call through our Calendly link (handled under Calendly's own privacy policy once you reach their site).

3.3 Users of the planned WhatsApp AI assistant (once launched)

• Your WhatsApp phone number and profile name, as provided by WhatsApp/Meta.
• The text content of messages you send to our WhatsApp Business number.
• Voice messages, which may be converted to text for processing.
• Information you volunteer in conversation (e.g., name, company, training interests, contact preferences) for the purpose of responding to your request or logging it for a human team member.
• Summaries of the conversation generated for internal follow-up.

We do not currently offer live human WhatsApp video/voice consultations or AI-based phone support. These are potential future services and will be covered by an updated policy before launch.

4. Purpose and Legal Basis for Processing

Purpose	Data Used	Legal Basis (KVKK / GDPR)
Responding to inquiries about training, consulting, or AI services	Name, contact details, message content	Performance of a contract or steps prior to entering a contract (KVKK Art. 5/2-c; GDPR Art. 6(1)(b)); legitimate interest (KVKK Art. 5/2-f; GDPR Art. 6(1)(f))
Operating the WhatsApp AI assistant to answer questions and route requests	WhatsApp number, profile name, message/voice content	Consent given by initiating contact with our WhatsApp Business number (KVKK Art. 5/1; GDPR Art. 6(1)(a)); legitimate interest in providing customer service
Improving our AI assistant's accuracy	Anonymized or aggregated conversation data only, used to refine the assistant's prompts and workflows	Legitimate interest (KVKK Art. 5/2-f; GDPR Art. 6(1)(f))
Legal and compliance obligations	Records of communications	Compliance with a legal obligation (KVKK Art. 5/2-ç; GDPR Art. 6(1)(c))

5. How the WhatsApp AI Assistant Processes Your Data

When (and once) active, our WhatsApp AI assistant is designed to:

• Receive and read your text messages sent to our WhatsApp Business number via the Meta WhatsApp Business Cloud API.
• Convert voice messages to text for processing (speech-to-text).
• Send the message content to OpenAI through its API to generate a reply. OpenAI processes this data under its API data processing terms, which state that API data is not used to train OpenAI's models by default.
• Store conversation data and generated summaries on our backend infrastructure, which runs on a Contabo VPS server located in Germany (European Union) and is orchestrated using the n8n workflow automation tool.
• Escalate the conversation to a human team member when the assistant cannot resolve the request.

Message delivery itself is provided by Meta Platforms, Inc. ("Meta") through the WhatsApp Business Platform. Meta processes message metadata and content as part of delivering the WhatsApp service, under its own WhatsApp Business Data Processing Terms and Privacy Policy, independent of our own processing described here.

6. Data Sharing and International Transfers

We may share personal data with the following categories of recipients, strictly to operate our services:

• Meta Platforms, Inc. — as the provider of the WhatsApp Business Cloud API through which messages are transmitted.
• OpenAI — our AI model provider, processing message content to generate responses, with servers located in the United States.
• Contabo — our infrastructure/hosting provider for backend automation (n8n), with servers located in Germany (European Union).
• Calendly — if you choose to book a call through our scheduling link.

Using these providers means your personal data is transferred outside Türkiye, to Germany (European Union) and to the United States. For these transfers, we rely on your explicit consent, given when you choose to contact our WhatsApp Business number after being informed of this policy (KVKK Art. 9), and on the Standard Contractual Clauses included in our providers' data processing terms (GDPR Art. 46). You can withdraw your consent at any time by requesting deletion of your data as described on our Data Deletion page.

7. Data Retention

WhatsApp conversations, conversation summaries, and inquiry records are retained for 12 months after your last message to us, after which they are deleted or anonymized. Records relating to paid engagements (such as invoices) are retained for the period required by applicable tax and accounting laws. As a general principle, we retain personal data only for as long as necessary to fulfil the purposes described in this policy, to respond to your inquiry, to maintain business records, or to comply with legal obligations (e.g., bookkeeping/tax-record requirements where applicable), after which it is deleted or anonymized.

8. Your Rights

Depending on your location, you may have rights under the Turkish Personal Data Protection Law (KVKK, Law No. 6698) and/or the EU General Data Protection Regulation (GDPR), including the right to:

• Learn whether your personal data is being processed, and request information about it;
• Request access to, correction, or deletion of your personal data;
• Object to processing based on legitimate interest, or withdraw consent at any time (for the WhatsApp assistant, simply stop messaging us or request deletion — see our Data Deletion Instructions);
• Request that your data be transferred to a third party, where applicable;
• Lodge a complaint with the Turkish Personal Data Protection Authority (KVKK Kurumu) or, where GDPR applies, your local EU data protection authority.

To exercise any of these rights, contact us at hello@voyentislabs.com or via our Data Deletion page.

9. Children's Data

Our services are intended for businesses and professional training participants. We do not knowingly collect personal data from children.

10. Changes to This Policy

We may update this Privacy Policy as our services evolve — in particular once the WhatsApp AI assistant and any future live-support or phone-based AI services move from testing to general availability. The "Last updated" date at the top of this page reflects the most recent revision.

11. Contact Us

For any privacy-related question, contact Voyentis Labs at hello@voyentislabs.com.