MantraAssist
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MantraAssist

Privacy Policy

MantraAssist (“MantraAssist”, “we”, “us”, “our”) is an AI voice agent, messaging and CRM platform operated by MCH International LLC, a limited liability company with its registered office at 1021 E Lincolnway, 7051, Cheyenne, Wyoming 82001, United States of America. Our website is https://mantraassist.com/.

This Privacy Policy explains what personal data we collect, why we collect it, how we use, share, store and protect it, and the rights and choices you have. It applies to our website, our platform and admin panel, our APIs and integrations (including the WhatsApp Business Platform and other Meta products), and our voice and messaging services.

By using MantraAssist you acknowledge that you have read this Policy. If you do not agree with it, please do not use our services.

1. Our Role: Controller and Processor

MantraAssist is used mainly by businesses, including healthcare providers and clinics (“Customers”), to communicate with their own patients, leads and contacts (“End Users”).

  • For Customer account data (Customer staff who register and use the platform, billing contacts, website visitors), we act as the data controller (or “data fiduciary” under Indian law).
  • For End User data that a Customer uploads or that is collected through a Customer’s use of MantraAssist (contacts, conversations, call recordings, appointment details), we act as a data processor (or “data processor” under Indian law) and process the data only on the Customer’s documented instructions. The Customer is responsible for having a lawful basis and any required consent or opt-in from its End Users.

If you are an End User and want to exercise your rights over data held by a Customer, please contact that Customer first. We will support the Customer in fulfilling your request (see Section 10).

2. Information We Collect

   2.1 Information you provide to us

  • Name, email address, phone number, job title
  • Business or clinic name, address, and registration details
  • Account credentials (passwords are stored in hashed form)
  • Support requests and correspondence with us

   2.2 Information processed on behalf of Customers (End User data)

  • Contact details (name, phone number, email)
  • WhatsApp and other messages sent and received through the platform, message templates, delivery and read status, and campaign data
  • Voice call audio, recordings and transcripts handled by our AI voice agent
  • Appointment, enquiry and CRM records (for example appointment date and time, doctor or department, follow-up notes)
  • Any other information a Customer chooses to upload or that an End User provides during a conversation

   2.3 Health-related information

Because many of our Customers are healthcare providers, End User data may include health-related information (for example, appointment reasons or details shared during a call). We treat such information as sensitive. See Section 8.

   2.4 Technical and usage data

  • IP address, device type, operating system, browser type and version
  • Log data, timestamps, pages viewed, features used, error and performance data
  • Cookies and similar technologies (see Section 12)

   2.5 Data received from Meta and other third parties

When a Customer connects a WhatsApp Business Account, Facebook Page or other Meta asset through Meta’s Embedded Signup, login or APIs, we receive data that the Customer authorises, such as business account IDs, phone number IDs, display name, message templates, quality ratings, and message content and metadata necessary to send and receive messages. We only request the permissions needed to provide the service.

   2.6 Payment information

Billing details and transaction records are processed by third-party payment gateways. We do not store full card numbers, CVV or banking credentials. Charges for WhatsApp message delivery are billed by Meta directly to the Customer’s Meta account; we do not receive the Customer’s Meta payment details.

3. How We Use Information

We use information to:

  1. Create and manage accounts, authenticate users, and provide the MantraAssist platform;
  2. Send, receive and route messages and calls through WhatsApp and other channels on behalf of Customers;
  3. Run AI voice and chat agents, appointment workflows, reminders, campaigns and CRM features;
  4. Provide analytics, reports and delivery status to Customers;
  5. Provide customer support and communicate with you about the service;
  6. Secure the platform, detect and prevent fraud, spam and abuse, and enforce our Terms of Service;
  7. Improve reliability and performance of the platform;
  8. Comply with legal obligations and respond to lawful requests.

We do not sell personal data. We do not use End User message content, call recordings or health information to build advertising profiles, and we do not use data obtained through Meta products for any purpose other than providing the features the Customer has requested, or as permitted by Meta’s Platform Terms.

AI processing. MantraAssist uses AI models (including speech-to-text, text-to-speech and large language models) to understand and respond to conversations. Data sent to AI providers is limited to what is needed to deliver the requested function, and, where our contracts allow, is not used by those providers to train their general-purpose models. We do not use Customer or End User content to train our own general models without the Customer’s permission.

4. Legal Bases for Processing

Depending on your location, we process personal data on one or more of these bases: performance of a contract; consent (including opt-in for messaging and call recording, where required); our legitimate interests (security, service improvement, fraud prevention); and compliance with legal obligations. Where we rely on consent, you may withdraw it at any time (see Section 10).

5. Sharing of Information

We share personal data only in the following situations:

  • With the relevant Customer, for End User data processed on that Customer’s behalf.
  • Service providers and sub-processors who help us operate the platform, for example cloud hosting, telephony and voice infrastructure, AI and speech model providers, analytics, email, customer support and payment gateways. They are bound by contracts requiring confidentiality and appropriate security.
  • Meta Platforms (WhatsApp, Facebook, Instagram), as needed to send and receive messages and operate the integrations a Customer has enabled. Meta’s handling of data is governed by Meta’s own privacy policies.
  • Legal and safety reasons, where required by law, court order or a government authority, or to protect the rights, property or safety of MantraAssist, our users or others.
  • Business transfers, in connection with a merger, acquisition or sale of assets, subject to the same privacy commitments.

A current list of sub-processors is available on request at contact@mantraassist.com.

6. International Transfers

Our servers and service providers may be located in the United States, India or other countries. Where personal data is transferred outside your country, we use appropriate safeguards such as contractual protections and, where applicable, standard contractual clauses, and we comply with applicable transfer restrictions.

7. Data Retention

  • Account data is kept while your account is active and for up to 3 years afterwards for legal, tax and dispute purposes.
  • End User data (messages, media, call recordings, transcripts, CRM records) is retained for the period configured by the Customer or, if no period is configured, for 12 months from creation, after which it is deleted or anonymised. Customers may delete data at any time.
  • Security and system logs are kept for up to 12 months for security and troubleshooting.
  • On account closure, we delete or anonymise Customer and End User data within 30 days, except where retention is required by law. Backups are overwritten in the ordinary course within 35 days.

Where we plan to delete data on a schedule, we will give Customers notice through the dashboard or by email and provide export options in advance.

8. Health Information and Healthcare Customers

  • Customers using MantraAssist for healthcare purposes are responsible for complying with the health-privacy laws that apply to them (for example, HIPAA in the United States, and the Digital Personal Data Protection Act, 2023 and applicable medical-records rules in India).
  •  Customers are responsible for deciding whether it is appropriate to send protected or sensitive health information over any communication channel, including messaging platforms operated by third parties such as WhatsApp. Where a Customer is subject to HIPAA and asks us to process protected health information, we will discuss and agree appropriate contractual terms with that Customer before doing so.
  • Health information is encrypted in transit and at rest, access is restricted to authorised personnel, and it is used only to provide the services to that Customer.

WhatsApp usage. Customers must not use WhatsApp messaging through MantraAssist to request or transmit sensitive information that Meta’s policies prohibit, such as government ID numbers, full financial account details, or detailed medical diagnoses or test results, unless permitted by Meta’s policies and applicable law. Messaging should be limited to permitted use cases such as appointment confirmations, reminders and general service updates.

9. Data Security

We use administrative, technical and physical safeguards including encryption in transit (TLS) and at rest, role-based access control, authentication controls, logging and monitoring, and periodic security reviews. No system is completely secure, and you are responsible for protecting your login credentials. If we become aware of a personal data breach affecting you, we will notify the affected Customers and, where required, regulators without undue delay.

10. Your Rights and Choices

Depending on where you live, you may have the right to access, correct, update, delete, port or restrict the use of your personal data, to object to certain processing, and to withdraw consent or nominate someone to exercise rights on your behalf.

  • Customers and website users: email [privacy@mantraassist.com] and we will respond within 30 days.
  • End Users: please contact the business (Customer) that messaged or called you. If you contact us directly, we will forward your request to the relevant Customer or help you identify them.
  • Messaging opt-out: reply STOP to any WhatsApp message to stop receiving messages from that business, or ask the business to remove you.
  • Complaints: you may contact our Grievance Officer (Section 16) or your local data protection authority.

10. Your Rights and Choices

Depending on where you live (including under the GDPR, the California Consumer Privacy Act, and India’s Digital Personal Data Protection Act, 2023), you may have the right to access, correct, update, delete, port or restrict the use of your personal data, to object to certain processing, to withdraw consent, and to nominate someone to exercise rights on your behalf.

  • Customers and website users: email contact@mantraassist.com and we will respond within 30 days.
  • End Users: please contact the business (Customer) that messaged or called you. If you contact us directly, we will forward your request to the relevant Customer or help you identify them.
  • Messaging opt-out: reply STOP to any WhatsApp message to stop receiving messages from that business, or ask the business to remove you.
  • Complaints: you may contact our Grievance Officer (Section 16) or your local data protection authority.

11. Data Deletion Instructions

You can request deletion of your data at any time:

  1. Send an email to contact@mantraassist.com with the subject “Data Deletion Request”, including the name, phone number or email associated with your data, and (for End Users) the business you interacted with.
  2. We will verify your identity and confirm the request.
  3. Data will be deleted or anonymised within 30 days, except where law requires us to keep certain records. We will confirm once deletion is complete.

If you connected your Meta account or WhatsApp Business Account to MantraAssist, you can also remove MantraAssist’s access from your Meta Business settings (Business Settings → Integrations / Apps and Websites). When access is removed, we stop receiving data from that account, and you may request deletion of the data we already hold using the steps above.

12. Cookies and Tracking

We use cookies and similar technologies for essential site functionality, analytics (for example Google Analytics) and performance monitoring. You can control cookies through your browser settings; disabling some cookies may affect site functionality. Where required by law, we request consent before using non-essential cookies.

13. Third-Party Services and Links

MantraAssist integrates with third-party services including Meta (WhatsApp Business Platform), Google services, payment gateways and telephony providers. Your use of those services is governed by their own terms and privacy policies. We are not responsible for the practices of third parties, but we choose providers carefully and require appropriate data-protection commitments.

14. Children’s Privacy

MantraAssist is a business platform and is not directed to children under 18. We do not knowingly collect personal data directly from children. Healthcare Customers may process data relating to minors (for example, a parent booking an appointment for a child); in such cases the Customer is responsible for obtaining verifiable parental or guardian consent as required by law. If you believe a child has provided data to us directly, contact us and we will delete it.

15. Changes to this Policy

We may update this Policy from time to time. For material changes we will give reasonable advance notice by email or in-product notice and update the “Last Updated” date above. Continued use after the effective date of the update means you accept the revised Policy.

16. Contact Us and Grievance Officer

MCH International LLC, operating MantraAssist

1021 E Lincolnway, 7051, Cheyenne, Wyoming 82001, United States of America

Email: contact@mantraassist.com   |   Phone: +1 469 501 1130   |   Website: https://mantraassist.com/

Grievance Officer / Data Protection Contact: Grievance Officer, MantraAssist, contact@mantraassist.com (subject line: “Grievance”). We acknowledge complaints within 48 hours and aim to resolve them within 30 days.

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