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Privacy Policy for WhatsApp Business and Odoo Integration

Effective date: 25 August 2026
Last updated: 25 August 2026

1. Introduction

Coldex Oy (“Coldex”, “we”, “us” or “our”) uses the WhatsApp Business Platform and an internal Odoo business management system to communicate with customers, suppliers, subcontractors, business partners and other professional contacts.

This Privacy Policy explains how we collect, use, store, share and protect personal data received through WhatsApp and processed in our Odoo system.

The integration is intended for Coldex Oy’s internal business communications. It is not offered as a separate communication service to third parties.

2. Data Controller

The controller responsible for the processing described in this policy is:

Coldex Oy
Vesimäentie 3
15860 Hollola
Finland

Email: info@coldex.fi
Telephone: +358 3 787 3714
Website: https://coldex.fi

3. Personal Data We Process

When you communicate with Coldex through WhatsApp, we may process the following information:

  • Your name and WhatsApp profile name;
  • Your telephone number;
  • Your company, position and other professional contact information;
  • The content of messages sent to and received from Coldex;
  • Images, documents, audio files and other attachments you choose to send;
  • Message-related information, such as date, time, delivery status and conversation history;
  • Information about enquiries, quotations, orders, contracts, projects, deliveries and support requests;
  • Internal notes and records created by authorised Coldex employees in connection with the conversation;
  • Technical identifiers and other information provided through the WhatsApp Business Platform.

Please do not send sensitive personal information through WhatsApp unless it is necessary for the matter being discussed.

4. How We Collect Personal Data

We may receive personal data:

  • Directly from you when you contact Coldex through WhatsApp;
  • From your employer or another organisation you represent;
  • Through the WhatsApp Business Platform operated by Meta;
  • From previous business communications with Coldex;
  • From Coldex’s CRM, sales, project, purchasing or customer service records.

5. Purposes of Processing

We process WhatsApp communication data for the following purposes:

  • Responding to enquiries and requests;
  • Communicating with customers, suppliers, subcontractors and business partners;
  • Preparing quotations and contracts;
  • Managing sales, purchases, projects, installations, maintenance and deliveries;
  • Coordinating work with external contractors;
  • Providing customer service and technical support;
  • Recording relevant business correspondence in Odoo;
  • Assigning conversations and follow-up activities to authorised employees;
  • Protecting our systems and preventing fraud, abuse and security incidents;
  • Establishing, exercising or defending legal claims;
  • Complying with applicable legal and regulatory obligations.

We do not sell WhatsApp conversation data or use message content for third-party advertising.

6. Legal Basis for Processing

Depending on the circumstances, we process personal data on one or more of the following legal grounds:

  • Processing is necessary to take steps at your request before entering into a contract;
  • Processing is necessary for the performance of a contract;
  • Processing is necessary for compliance with a legal obligation;
  • Processing is necessary for our legitimate interests, including business communication, customer service, project coordination, record keeping, information security and the management of customer and supplier relationships;
  • Your consent, where consent is required by applicable law.

You may withdraw your consent at any time. Withdrawal does not affect processing that took place before the withdrawal.

7. WhatsApp and Odoo Integration

Messages exchanged with Coldex through WhatsApp may be transferred to and stored in Coldex’s Odoo system.

The integration allows authorised Coldex employees to:

  • View and respond to business conversations;
  • Connect conversations with customers, suppliers, opportunities, sales orders, projects or other business records;
  • Assign conversations and activities to responsible employees;
  • Maintain a consistent history of business communications.

Access to this information is limited to authorised personnel who need it for their work.

8. Service Providers and Disclosure of Data

We may use service providers to operate and support our communication and business systems, including:

  • Meta Platforms and its affiliates, which operate WhatsApp and the WhatsApp Business Platform;
  • Odoo and providers involved in hosting, maintaining or supporting our Odoo environment;
  • IT infrastructure, hosting, backup and information-security providers;
  • Professional advisers or public authorities where disclosure is required by law.

These parties may process personal data only for the relevant service or where otherwise permitted or required by law.

WhatsApp’s own processing of personal data is governed by the applicable WhatsApp and Meta privacy terms.

9. International Data Transfers

Some service providers, including companies within the Meta group, may process information outside Finland or the European Economic Area.

Where personal data is transferred outside the European Economic Area, we rely on appropriate safeguards required by applicable data-protection law, such as an adequacy decision, standard contractual clauses or another lawful transfer mechanism.

10. Data Retention

We retain WhatsApp and Odoo communication data only for as long as it is reasonably necessary for the purposes described in this policy.

The retention period depends on:

  • The duration of the customer, supplier or contractor relationship;
  • The status and duration of the relevant quotation, order, contract or project;
  • Warranty, maintenance and support requirements;
  • Applicable accounting and other statutory retention obligations;
  • The need to resolve disputes or establish, exercise or defend legal claims.

When personal data is no longer required, it will be deleted, anonymised or securely archived in accordance with our retention practices and legal obligations.

11. Data Security

Coldex uses appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, accidental loss or destruction.

These measures include access controls, user permissions, authentication, system monitoring, backups and limiting access to employees who require the information for legitimate business purposes.

No electronic communication or storage system can be guaranteed to be completely secure.

12. Your Data-Protection Rights

Subject to applicable law, you may have the right to:

  • Request access to your personal data;
  • Request correction of inaccurate or incomplete data;
  • Request deletion of your personal data;
  • Request restriction of processing;
  • Object to processing based on legitimate interests;
  • Withdraw your consent;
  • Receive certain personal data in a portable format;
  • Lodge a complaint with a supervisory authority.

In Finland, the relevant supervisory authority is the Office of the Data Protection Ombudsman:

Office of the Data Protection Ombudsman
Website: https://tietosuoja.fi/en/home

13. How to Request Deletion of Your Data

You may request deletion of personal data received through WhatsApp and stored in our Odoo system by sending an email to:

info@coldex.fi

Please use the subject line:

WhatsApp Data Deletion Request

Include the following information:

  • Your full name;
  • The telephone number used for the WhatsApp conversation, including the country code;
  • Your company name, if applicable;
  • A brief description of the conversation or data you want us to delete.

We may request additional information to verify your identity and prevent unauthorised deletion requests.

After verifying the request, we will delete or anonymise the relevant personal data unless we are required or permitted to retain it for contractual, accounting, legal, security or dispute-resolution purposes.

We will respond without undue delay and normally within one month, as required by applicable data-protection law. If some information cannot be deleted, we will explain the applicable reason.

Deleting data from Coldex’s systems does not necessarily delete information independently retained by WhatsApp or Meta under their own terms and privacy policies.

14. Stopping WhatsApp Communications

You may ask us to stop communicating with you through WhatsApp at any time by:

  • Sending the word STOP in the WhatsApp conversation; or
  • Contacting us at info@coldex.fi.

This does not prevent Coldex from contacting you through another appropriate channel where communication is necessary for an existing contract, project, delivery, legal obligation or safety-related matter.

15. Changes to This Privacy Policy

We may update this Privacy Policy when our integration, processing activities or legal obligations change.

The latest version will always be published on the Coldex website. The effective date and last-updated date are shown at the top of this page.

16. Contact Us

If you have questions about this Privacy Policy or how Coldex processes your personal data, please contact:

Coldex Oy
Vesimäentie 3
15860 Hollola
Finland

Email: info@coldex.fi
Telephone: +358 3 787 3714
Website: https://coldex.fi