Privacy Policy

Last updated: 1 September 2026

1. Who we are

This service is operated by Sargodha Polgas, NTN 0000000-0. Our registered address is Shop, Sillanwali Road, Sargodha, Punjab, Pakistan. You can reach us about anything on this page at sargodhapolgas@gmail.com.

2. What this policy covers

This policy covers two different groups of people, and they are treated differently because they are in different positions.

• Staff users — the business owner and the people he gives accounts to. They sign in and use the system.
• Buyers and vendors — the businesses we supply, who receive our price messages on WhatsApp. They never sign in and never use the system. There are far more of them, and most of the information we hold is about them.

3. What we collect about staff users

• Name and email address.
• Password, stored only as a scrambled value. We cannot read it, and neither can anyone else with access to our database.
• When they last signed in, and how many times.
• Their IP address when they sign in.
• A record of what they changed in the system — prices entered, contacts edited, messages sent.

4. What we collect about buyers and vendors

• Name and business name.
• WhatsApp phone number.
• Which pricing group they are in, and any price agreed with them specifically.
• Every message we have sent them, including the text of it, and whether it was delivered and read.
• Any reply they send us — text, images, documents, and voice notes.
• When they last messaged us, which decides whether we can reply to them free of charge.

5. Where this information comes from

Contact details come from our own commercial relationships. Someone is on our list because they buy from us, or have asked us for our prices, and agreed to receive them.

We do not buy contact lists. We do not scrape numbers from anywhere. We do not obtain them from data brokers or from other companies.

6. Why we use it

• To send buyers the daily prices that apply to them, which they have agreed to receive.
• To keep a record of what we quoted and when, which matters if a price is later disputed.
• To answer questions and orders that buyers send back to us.
• To run the system itself — signing staff in, and keeping a record of who changed what.

We do not use it for anything else. We do not sell it, rent it, or share it so that anyone else can market to you.

7. Who we share it with

We share information only with the companies that make this service work, and only as much as they need.

Meta Platforms (WhatsApp)

Every message is delivered through the WhatsApp Business Platform, so phone numbers and message content pass through Meta's systems. Their handling of it is governed by WhatsApp's own terms and the WhatsApp Privacy Policy.

Artificial intelligence processing

Some features in this system send information to OpenAI, an AI company, to be processed. This happens when the business owner uses:

• spoken price entry, where a short audio recording is transcribed
• reading prices from a photographed rate sheet
• sorting incoming replies by what they are about
• translating between Urdu and English
• checking message wording before it is submitted to Meta
• writing a short daily summary for the business owner

What is sent is only what that feature needs — for example the audio of a spoken price, or the text of a reply being sorted. Where the provider offers a setting that prevents this content being used to train their models, we use it. This processing may take place outside Pakistan.

Email provider

System emails to staff, such as invitations and password resets, are sent through an email provider. Buyers are not emailed.

Hosting provider

The system and its database run on servers operated by our hosting provider.

No sharing happens beyond what is listed above.

8. How long we keep it

• Message records — 24 months from the date sent.
• Contact records — for as long as the commercial relationship continues, then a further 12 months.
• Staff accounts — until the account is deleted.
• Activity logs — 12 months.
• Voice recordings — deleted as soon as they have been transcribed. See below.

9. Voice recordings

The business owner can speak the day's prices instead of typing them. When he does, a short audio recording is made, sent to be turned into text, and then deleted. Only the resulting text is kept, and only long enough to fill in the price form. We do not build a library of recordings and we do not record buyers.

10. How to stop receiving messages

You can also message us on WhatsApp at 0311 4827711 or email sargodhapolgas@gmail.com.

11. Your rights

You can ask us to:

• tell you what information we hold about you,
• correct anything that is wrong,
• delete your information, or
• stop using it.

Write to sargodhapolgas@gmail.com and we will respond within 30 days. There is no charge. See Data Deletion for exactly how deletion works.

12. How we protect it

• Traffic to and from the system is encrypted.
• Passwords are stored scrambled and cannot be read back.
• Credentials for connected services are encrypted in the database.
• Staff only get access to the parts of the system their role needs.
• Changes are logged, so we can see who did what.

No system is completely secure, and we will not pretend otherwise. If something goes wrong that affects you, we will tell you.

13. Children

This is a service between businesses. It is not directed at anyone under 18 and we do not knowingly collect information about children.

14. Changes to this policy

If we change this policy, the date at the top of this page changes with it. If a change materially affects buyers, we will say so in a message before it takes effect.

15. Contact us

Sargodha Polgas
Shop, Sillanwali Road, Sargodha, Punjab, Pakistan
sargodhapolgas@gmail.com
0321 6010830