Privacy Policy

Last updated: April 30, 2026

OrderWitness ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our COD fraud prevention and order confirmation platform.

1. Information We Collect

We collect information you provide directly to us, including:

• Account information: name, email address, business name, password
• Business profile: company logo, theme colour, sender email, currency, timezone
• Order data: customer name, phone number, delivery address, order value, product details
• Payment information: milestone payment records (we do not store card details)
• Communication data: WhatsApp message logs, email confirmation records, voice call transcripts

We also collect information automatically, such as IP addresses, browser type, and access timestamps when customers interact with confirmation pages.

2. How We Use Your Information

• To provide the order confirmation and fraud prevention service
• To generate cryptographic evidence PDFs for dispute resolution
• To send WhatsApp and email confirmations to your customers on your behalf
• To calculate fraud risk scores for your orders
• To operate our AI customer chat feature using your product catalog
• To send you service notifications, billing information, and support responses
• To improve and maintain the platform

3. Sharing Your Information

We do not sell your personal information. We share data only in these circumstances:

• Service providers: Resend (email delivery), Meta (WhatsApp Business API), Supabase (file storage), Anthropic (AI narrative generation), OpenAI (AI chat and voice)
• Legal requirements: If required by law, court order, or to protect our legal rights
• Business transfer: In connection with a merger, acquisition, or sale of assets

Customer data you upload (names, phones, addresses) is never shared with other businesses on the platform.

4. Data Retention

We retain your data for as long as your account is active. Order evidence records are retained for a minimum of 3 years to support potential dispute proceedings. You may request deletion of your account and associated data at any time.

5. Security

We use industry-standard security measures including encrypted data transmission (HTTPS/TLS), password hashing (bcrypt), JWT-based authentication with rotating refresh tokens, and role-based access control. Evidence PDFs are protected with SHA-256 integrity hashes.

6. Customer Data (End Customers)

When a seller uses OrderWitness to send a confirmation to their customer, we act as a data processor on the seller's behalf. The seller is the data controller for their customers' information. Customer confirmation responses and IP addresses are stored as part of the evidence record.

7. Cookies

We use essential cookies for authentication sessions. We do not use advertising or tracking cookies. The public confirmation pages (/confirm/, /c/) use no cookies at all.

8. Your Rights

You have the right to access, correct, export, or delete your personal data. To exercise these rights, contact us at the address below. We will respond within 30 days.

9. Children's Privacy

Our platform is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users by email of material changes. Continued use of the platform after changes constitutes acceptance.