Privacy Policy — ServiceHQ Chat
This add-on connects a business’s WhatsApp number to their ServiceM8 account. It is operated by OnSpec Software Ltd (trading as ServiceHQ), United Kingdom. Contact: admin@onspecsoftware.com.
What we process
- WhatsApp messages sent to and from the connected business number (content, sender name and phone number, timestamps), so they can be shown in ServiceM8 and replied to.
- ServiceM8 account data the business authorises (business details, job and contact information) to route conversations to the right jobs and pre-fill settings.
- Connection credentials (encrypted tokens) required to operate the service.
How it’s used
Solely to provide the service: delivering messages between WhatsApp and ServiceM8, and — where the business enables it — generating suggested replies using an AI provider (Anthropic). Message content is not used to train AI models, sold, or shared beyond the processors needed to run the service (Meta Platforms for WhatsApp delivery, ServiceM8 for job management, Anthropic for suggested replies when enabled).
Storage & retention
Data is stored on servers in the UK/EU, and encrypted backups are held in the European Union. Message history is retained while the business’s subscription is active.
Deletion is scheduled rather than instant, so that an accidental deletion can be undone. When a business deletes its account, access is revoked immediately and everything held is erased after 7 days. When a subscription simply ends, the data is erased after 30 days, so a lapsed payment or a reinstall does not lose anyone’s history. Deleted data persists in backups for up to a further 30 days before those expire; it is not restored or used for anything in the meantime.
Your rights & data deletion
Businesses can delete their own account at any time, without asking us: open WhatsApp Settings → Account in ServiceM8. An individual customer’s conversation can be deleted from the Delete button on that conversation. Deleting a conversation removes what ServiceHQ holds; messages already saved onto a job remain in that business’s own ServiceM8 account, which only they can remove.
If you would rather we did it, or you want a copy of your data, email admin@onspecsoftware.com from the connected business’s address. End customers should ask the business they messaged, who can delete the conversation themselves or pass the request to us.