Data Deletion Policy
Effective date: 12 October 2026
ErgVoxi is a product of JATIN’S PHP SOFT SOLUTIONS (“ErgVoxi”, “we”, “us”). This page explains what data we hold, how to ask us to delete it, and what happens after you ask.
Who this policy applies to
Businesses that use ErgVoxi to run AI assistants for WhatsApp and voice calls (“Customers”).
People who contact those businesses through an ErgVoxi assistant, for example patients or clients messaging a clinic on WhatsApp (“End Users”).
What data we store
A: For Customers:
Business details: business name, email address, phone number, address and business hours
Knowledge base content and documents uploaded to configure the assistant
Staff and provider details added to the account
Booking and appointment records
Conversation records handled by the assistant
WhatsApp Business Account connection details and access tokens
Billing and invoice records
B: For End Users (stored on behalf of the business you contacted):
Your phone number
Messages exchanged with the business through the assistant (only messages handled by the AI assistant)
Booking or appointment details you provided
We do not sell personal data, and we never use End Users’ data for advertising or marketing.
How to request deletion
Send your request to support@ergvoxi.com using the subject line and template below, so we can identify and process it quickly.
Businesses using ErgVoxi
Requests must be sent from the email address registered on your ErgVoxi account. For your security, we cannot act on deletion requests sent from any other email address. If you no longer have access to your registered email, write to us anyway and we will verify your identity another way before proceeding.
Subject: Account Deletion Request – [Your Business Name]
Email template:
Hello ErgVoxi Support,
I request permanent deletion of our ErgVoxi account and its data.
Business name: [Your business name]
Registered email: [This email address]
Registered phone number: [Phone number on the account]
Reason (optional): [Reason]
I understand that the AI assistant will be switched off within 48 hours,
and that all account data will be permanently deleted after 45 days unless
I ask to restore the account before then.
Regards,
[Your name]People who messaged a business using ErgVoxi
You can send this request from any email address. We identify your records by the phone number you used to contact the business.
Subject: Data Deletion Request – [Your Phone Number]
Email template:
Hello ErgVoxi Support,
I request deletion of my personal data.
Phone number I used: [Phone number with country code]
Business I contacted: [Business name]
How I contacted them: [WhatsApp / Phone call]
Regards,
[Your name]What happens after a Customer requests deletion
Within 48 hours of your request:
We confirm your request by email, including the scheduled deletion date.
The AI assistant is switched off for all channels.
Your WhatsApp Business Account is disconnected from ErgVoxi and all WhatsApp access tokens and connection credentials are deleted.
Access to your ErgVoxi dashboard is disabled.
For the next 45 days (grace period):
Your data is retained so that your account can be restored if you change your mind. To restore it, reply to the confirmation email before the deletion date.
Your registered email cannot be used to create a new account during this period.
If you restore your account, you will need to reconnect WhatsApp, because the earlier connection has been revoked.
After 45 days:
All business data, knowledge base content, staff and provider details, bookings, conversation records and uploaded files are permanently deleted from our systems.
We send a final email confirming the deletion.
You may register again with the same email address. It will be treated as a new account with no link to the deleted one.
Data held in backups is removed when those backups expire on their normal rotation.
What happens after an End User requests deletion
Within 45 days of receiving your request, we will either delete the records linked to your phone number or, where the business must act on it, forward your request to that business and tell you we have done so. We confirm by email when this is complete.
What we keep after deletion
Indian tax law requires us to keep billing records. After a Customer account is deleted, we retain only:
Invoices and payment records
Billing details: business name, GSTIN, address, email and phone
These records are stored separately from our service, accessed only for tax and accounting purposes, never used for marketing, and permanently deleted when the legally required retention period ends.
Disconnecting WhatsApp from Meta’s side
You can also remove ErgVoxi’s access from your Meta Business settings at any time. When you do, the assistant stops replying on WhatsApp and we delete the related access tokens. This disconnects WhatsApp only. To delete your ErgVoxi account and data, send a deletion request as described above.
Contact
ErgVoxi ( A product by JATIN’S PHP SOFT SOLUTIONS)
Email: support@ergvoxi.com
Website: www.ergvoxi.com/contact
Address: JATIN’S PHP SOFT SOLUTIONS, PLOT NO. C157, The Groove, Industrial focal point, Phase7,MOHALI, SAS Nagar, Punjab, 160055
GSTIN: 03BXGPS7776F1Z2
We may update this policy from time to time. The latest version is always available on this page