Data Deletion

This page explains how to ask Shijoy Sreedhar M K, trading as GO Kodex ("GO Kodex", "we", "us" or "our"), to delete your data. It covers data held in GO CRM, our customer messaging product that connects to the WhatsApp Business Platform, GO Kodex Comment to DM, our Instagram automation product, and data you have given us through our website or by contacting us.

It should be read together with our Privacy Policy.

1. Who can make a request

• GO CRM clients — a business that has connected its WhatsApp Business Account to GO CRM can ask us to delete its account and everything stored in it.
• Customers of a GO CRM client — if you have messaged a business that uses GO CRM, that business decides how your data is used. Please ask that business to delete your data. If you write to us instead, we will pass your request to the business concerned and act on its instructions.
• Comment to DM clients — a business that has connected its Instagram account to GO Kodex Comment to DM can ask us to delete its account and everything stored in it.
• People who commented on or messaged a business using Comment to DM — that business decides how your data is used. Please ask that business to delete your data. If you write to us instead, we will pass your request to the business concerned and act on its instructions.
• Website visitors and enquirers — anyone who has sent us an enquiry by our contact form, email, phone or WhatsApp can ask us to delete those details.

2. How to request deletion

Email info@gokodex.com with the subject line "Data deletion request" and include:

• your name and, for clients, your business name;
• the email address or phone number linked to the data, and for GO CRM clients the WhatsApp Business phone number connected to GO CRM;
• for Instagram requests, your Instagram username and the business's Instagram account;
• whether you want everything deleted or only specific data (for example, one contact or one conversation).

Please send the request from the email address registered with us, so that we can confirm it comes from you. We may ask for further details to verify your identity before acting on a request.

3. What we delete

For a GO CRM client asking for full deletion, we delete:

• the GO CRM account, its users and their login details;
• the access tokens and identifiers that connect GO CRM to the client's WhatsApp Business Account, so that GO CRM can no longer send or receive messages for it;
• contacts, including phone numbers and WhatsApp profile names;
• message history, including text, media, timestamps and delivery status;
• copies of message templates and other account settings stored in GO CRM.

For a Comment to DM client asking for full deletion, we delete the access tokens and identifiers that connect Comment to DM to the client's Instagram account, so that it can no longer read comments or send messages for it; the client's keyword rules and message settings; and all logs of comments, commenters' usernames and IDs, follow status, and replies and messages sent. For a person who commented on or messaged a business using Comment to DM, we delete the comments, replies and messages linked to your Instagram username, once the business concerned confirms the request.

For an enquirer, we delete the name, contact details and enquiry content we hold about you.

4. How long it takes

• We acknowledge a request within 7 working days.
• We complete deletion from our live systems within 30 days of verifying the request.
• Copies held in routine backups are overwritten as those backups expire, within a further 30 days.

We email you to confirm once deletion is complete.

5. What we may need to keep

We keep only what the law requires us to keep, for as long as it requires. This includes invoices, payment and tax records, and records of the deletion request itself. Such data is not used for any other purpose.

6. Data held by Meta, WhatsApp and Instagram

Deleting data from GO CRM does not delete data held by Meta or WhatsApp. A WhatsApp Business Account, its phone numbers and its message templates remain in the client's own Meta Business portfolio and are managed there.

A client can also remove GO CRM's access at any time from its own Meta Business settings, without contacting us. Removing access stops GO CRM from sending or receiving messages for that account, but data already stored in GO CRM is deleted only when a deletion request is made as described above.

In the same way, deleting data from Comment to DM does not delete comments, messages or accounts held by Instagram. A client can remove Comment to DM's access at any time from its Meta Business settings (Business integrations) or its Instagram settings (Apps and websites), without contacting us. Removing access stops Comment to DM from reading comments or sending messages for that account. Logs already stored are deleted automatically after 90 days, or sooner if a deletion request is made as described above.

7. Questions and complaints

If you have a question about a deletion request, or you are not satisfied with how it was handled, contact our Grievance Officer using the details in our Privacy Policy.