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Business Haven Consultancy

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Privacy Policy

Business Haven Consultancy · Effective date: 1 November 2026

1. Introduction and Scope

This Privacy Policy explains how Business Haven Consultancy (“Business Haven”, “we”, “us” or “our”) collects, uses, shares and protects personal data. Business Haven is a business consultancy based in New Damietta, Egypt.

This policy applies to personal data we process when you visit business-haven.consulting, contact us, become a client, receive invoices or payment reminders from us, or communicate with us through email, telephone or WhatsApp. It does not apply to third-party websites or services that we link to, which have their own privacy policies.

2. Personal Data We Collect

Depending on how you interact with us, we may collect the following categories of personal data:

  • Identity and business details: your name, job title, company name and company details.
  • Contact details: telephone and WhatsApp numbers, email addresses and business addresses.
  • Billing and account information: invoice numbers, invoiced amounts, outstanding balances, due dates, payment status and the history of payment reminders sent to you.
  • Communications: the content and history of messages you exchange with us by WhatsApp, email, telephone or website forms, including enquiries, service correspondence and requests for support.
  • Website data: information submitted through website forms or newsletter sign-up, and technical and usage information collected through cookies and analytics (see Section 13).

We do not ask for, and ask you not to send us, passwords, full payment card numbers or sensitive personal data through ordinary messaging channels.

3. Purposes of Data Processing

We use personal data to:

  • respond to enquiries and provide information about our services;
  • prepare proposals, deliver consulting engagements and manage our client relationships;
  • issue invoices, send payment reminders and follow up on outstanding balances;
  • send service-related notifications through WhatsApp, email or telephone;
  • answer questions, resolve disputes and provide support, including human assistance when requested;
  • operate, secure and improve our website and internal systems;
  • comply with legal, tax, accounting and regulatory obligations; and
  • establish, exercise or defend legal claims.

5. WhatsApp Business Communications

We use the WhatsApp Business Platform (Cloud API), provided by Meta, to send and receive business messages. We contact you on WhatsApp only using a number you have provided to us or that is listed in our business records for your account, and only where you have agreed to receive WhatsApp messages from us or where the message relates to services or invoices between us.

When we communicate through WhatsApp, we process your WhatsApp number, profile name, message content, attachments you send, and message delivery and read status. Copies of these conversations may be kept in our business records so that our team can follow up on your requests.

Meta processes WhatsApp data as an independent service provider under its own terms and privacy policy, which are available on WhatsApp’s website. You can stop receiving optional WhatsApp messages from us at any time by replying to our message to tell us you no longer wish to receive them, or by contacting us (see Section 16).

6. Invoicing and Payment Follow-Up

We use an automated workflow to send invoice and payment reminders. Reminders may be sent before an invoice falls due, on the due date, and periodically afterwards until the invoice is settled or the matter is otherwise resolved. A reminder may include your name, company name, invoice number, amount due and due date.

Automated reminders are generated from our records at the time they are sent. They are not a final determination that a balance is correct or that a payment has or has not been received. If you believe a reminder is incorrect, or you have already paid, please reply to the message or contact us, and a member of our team will review it.

7. CRM, Automation, and AI-Assisted Processing

We use the following systems to manage client information and communications:

  • Odoo – business management software that stores client, contact and invoice records;
  • n8n – a workflow automation service that transfers the relevant data between Odoo and WhatsApp to send reminders and route replies; and
  • AI-assisted processing – artificial intelligence tools provided by third-party providers that help us classify incoming messages (for example, identifying a payment confirmation, a question or a dispute) and help prepare replies.

When AI-assisted processing is used, the content of the relevant message and limited related account information may be sent to the AI provider for that purpose. We do not use AI to make final decisions on disputed balances, legal action or other matters that significantly affect you; such matters are reviewed by our team. You can ask to speak with a person at any time by replying to a message or contacting us directly.

8. Third-Party Service Providers

We share personal data only with service providers that help us run our business, and only to the extent needed for the services they provide to us. These include:

  • Meta Platforms (WhatsApp Business Platform) for messaging;
  • Odoo for client and invoice management;
  • n8n for workflow automation;
  • providers of AI models used for message classification and reply assistance;
  • Google (Google Analytics, through Site Kit) for website analytics;
  • our website hosting, email and form service providers; and
  • professional advisers such as accountants, auditors and lawyers, where necessary.

We may also disclose personal data where required by law or by a competent authority, or to protect our legal rights.

We do not sell or rent personal data to third parties.

9. International Data Transfers

Some of our service providers store or process data on servers located outside Egypt. As a result, your personal data may be transferred to and processed in other countries. Where this happens, we rely on providers that apply recognised safeguards to the data they process, and we transfer only the data needed for the relevant service, in line with applicable law.

10. Data Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse or alteration. These include limiting access to client records to staff and providers who need it, and using services that transmit data over encrypted connections.

No method of transmission or storage is completely secure. If we become aware of a security incident affecting your personal data, we will take appropriate steps, including notifying you or the relevant authority where required by law.

11. Data Retention

We keep personal data only for as long as it is needed for the purposes described in this policy. In general:

  • client, contract and invoice records are kept for the duration of our relationship and afterwards for as long as required by applicable tax, accounting and commercial laws;
  • communication records, including WhatsApp conversations, are kept for as long as they are needed to handle your requests, maintain an accurate record of our dealings with you, and resolve any dispute; and
  • website enquiry and newsletter data is kept until the enquiry is completed or you unsubscribe, unless we need it for an ongoing relationship.

When data is no longer needed, we delete or anonymise it.

12. Customer Rights

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

  • know whether we hold personal data about you and obtain a copy of it;
  • ask us to correct inaccurate or incomplete data;
  • ask us to delete your data, subject to legal retention requirements;
  • object to or ask us to restrict certain processing;
  • withdraw consent where processing is based on consent, including consent to optional WhatsApp messages; and
  • lodge a complaint with the competent data protection authority in Egypt.

To exercise these rights, contact us using the details in Section 16. We may need to verify your identity before acting on your request, and we will respond within a reasonable time and within any period required by applicable law.

13. Cookies and Website Analytics

Our website uses cookies and similar technologies that are needed for the website to work, and analytics cookies that help us understand how visitors use the site. We use Google Analytics through the Site Kit plugin, which may collect information such as your IP address, browser and device type, pages visited, and the date and time of your visit.

You can block or delete cookies through your browser settings. Blocking some cookies may affect how the website works. More information about how Google uses data is available on Google’s website.

14. Data Deletion Requests

You can ask us to delete personal data we hold about you, including data connected with our WhatsApp communications. Step-by-step instructions are available on our Data Deletion Instructions page.

15. Policy Updates

We may update this Privacy Policy from time to time, for example when our services, systems or legal obligations change. The updated version will be posted on this page with a new effective date. Where changes are significant, we will take reasonable steps to let you know.