Contents
1. Privacy Policy
Last Updated: 1, August, 2026
Halo Mind CRM is a customer communication, WhatsApp Business management, chatbot and automation platform operated by Halo Mind (OPC) Private Limited ("Halo Mind", "we", "us", or "our").
This Privacy Policy explains how we collect, use, store, process, and protect information when you use the Halo Mind CRM platform ("Service").
By accessing or using the Service, you acknowledge that you have read and understood this Privacy Policy.
1.1 About Halo Mind CRM
Halo Mind CRM is a software platform that enables businesses to manage customer conversations and business communications, including communication through the WhatsApp Business Platform.
The Service may provide functionality including:
- WhatsApp Business messaging
- Customer conversation management
- Contact management
- WhatsApp message templates
- Chatbots and automated responses
- Workflow and flow-builder functionality
- Customer communication automation
- Message and communication analytics
- Business user and team management
1.2 Information We Collect
Account Information
We may collect:
- Name
- Email address
- Phone number
- Company or business name
- Login credentials
- Account and subscription information
Business Information
Depending on the features used, we may process information relating to the business using the Service, including business profile information and configuration information.
WhatsApp Business Information
If you connect a WhatsApp Business Account to Halo Mind CRM, we may process information associated with the connected WhatsApp Business Platform account.
This may include:
- WhatsApp Business Account identifiers
- WhatsApp phone number identifiers
- Connected business identifiers
- WhatsApp business phone numbers
- WhatsApp business profile information
- Message and conversation information
- Message delivery and read status information
- WhatsApp message templates and related configuration
Customer and Contact Information
Businesses using Halo Mind CRM may use the Service to manage information relating to their customers and contacts.
This information may include names, phone numbers, WhatsApp identifiers, messages, conversation history, notes, tags and other information that the business chooses to store in the Service.
Technical Information
We may automatically collect:
- IP address
- Browser type and version
- Device information
- Operating system
- Login and access timestamps
- Application activity and diagnostic information
- Error and performance information
1.3 Information Received from Meta and WhatsApp
Halo Mind CRM may integrate with Meta products and the WhatsApp Business Platform to provide WhatsApp Business functionality.
When a business connects its WhatsApp Business Account through Meta's onboarding and authorization process, Halo Mind may receive information necessary to establish and operate the connection, subject to the permissions granted by the business and applicable platform requirements.
We use information received from Meta and WhatsApp only for the purposes necessary to provide the requested functionality, operate the Service, maintain security, and comply with applicable legal obligations.
1.4 How We Use Information
- Provide and operate Halo Mind CRM
- Connect and manage authorized WhatsApp Business accounts
- Send and receive messages requested by authorized users
- Provide chatbot and automation functionality
- Store and display conversation history
- Manage contacts and customer conversations
- Provide analytics and reporting
- Authenticate users and secure accounts
- Detect and prevent unauthorized access or abuse
- Maintain and improve the reliability of the Service
- Provide customer support
- Process subscriptions and payments where applicable
- Comply with applicable legal requirements
1.5 WhatsApp Messages and Customer Data
Halo Mind CRM may process WhatsApp messages and related communication data on behalf of the business that uses the Service.
The business using Halo Mind CRM determines how it communicates with its customers and what customer information is stored within the CRM.
Halo Mind does not sell WhatsApp message content or customer contact information to third parties for advertising purposes.
1.6 Use of Information for Advertising
Customer messages, conversation content, contact information and WhatsApp Business data processed through Halo Mind CRM are not used by Halo Mind to create advertising profiles or to sell customer information for advertising purposes.
1.7 Sharing of Information
We may share or provide access to information only where necessary to operate the Service, comply with law, or provide functionality requested by the customer.
- Meta / WhatsApp: Information necessary to provide WhatsApp Business Platform functionality.
- Service Providers: Trusted infrastructure, hosting, security, analytics, payment, email, or other providers that help us operate the Service.
- Legal Authorities: Where disclosure is required by applicable law, regulation, legal process, or valid governmental request.
- Business Transfers: In connection with a merger, acquisition, restructuring, or sale of assets, subject to applicable law.
We do not sell personal information to third parties.
1.8 Meta Platform Data
Information obtained through Meta's platforms is handled in accordance with applicable Meta Platform Terms, Developer Policies, WhatsApp Business Platform policies, and other applicable requirements.
We do not use information obtained through Meta platforms for purposes that are inconsistent with the permissions granted by the user or applicable platform requirements.
1.9 Data Security
We implement reasonable technical and organizational measures designed to protect information against unauthorized access, alteration, disclosure, loss, or destruction.
- HTTPS/TLS encrypted communication
- Server-side authentication and authorization
- Access controls based on user roles
- Tenant/business-level data isolation
- Secure server-side handling of API credentials
- Database access controls
- Monitoring and logging of relevant system activity
No method of electronic transmission or storage can be guaranteed to be completely secure. We therefore cannot guarantee absolute security of information.
1.10 Access Tokens and API Credentials
Where required to provide integrations with Meta and WhatsApp, authentication credentials and access tokens are handled by our server-side application and are not intentionally exposed to ordinary CRM users through the application's user interface.
1.11 Data Retention
We retain information for as long as necessary to provide the Service, maintain business records, comply with contractual obligations, resolve disputes, enforce agreements, and satisfy applicable legal requirements.
1.12 Account and Data Deletion
Users may request deletion of their Halo Mind CRM account and associated data by following the Data Deletion Instructions below or contacting us.
1.13 Cookies
Halo Mind CRM may use cookies and similar technologies necessary for authentication, session management, security, preferences, performance monitoring, and other essential application functionality.
1.14 Third-Party Services
Halo Mind CRM may integrate with third-party services to provide specific functionality. These services may have their own privacy policies and terms.
1.15 Children's Privacy
Halo Mind CRM is intended for use by businesses and their authorized personnel and is not directed toward children.
1.16 International Data Transfers
Depending on the infrastructure and service providers used to operate Halo Mind CRM, information may be processed or stored in countries other than the country in which the customer is located.
1.17 Your Rights
Depending on your location and applicable law, you may have rights relating to your personal information, including access, correction, deletion, restriction, objection and portability where applicable.
1.18 Business Customer Responsibilities
- Provide appropriate privacy notices to their customers where required.
- Obtain required consent or other lawful basis where applicable.
- Use WhatsApp and the CRM in accordance with applicable laws and platform policies.
- Ensure users accessing their CRM account are authorized.
- Manage customer information in accordance with their own privacy obligations.
1.19 Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When changes are made, we will update the "Last Updated" date at the top of this section.
2. Terms of Service / Terms & Conditions
Effective Date: 1, August, 2026
These Terms of Service ("Terms") govern your access to and use of Halo Mind CRM provided by Halo Mind (OPC) Private Limited.
2.1 Acceptance
By creating an account, accessing, or using Halo Mind CRM, you agree to these Terms. If you are using the Service on behalf of a company or organization, you represent that you are authorized to accept these Terms on its behalf.
2.2 Description of Service
Halo Mind CRM provides software for customer relationship management, WhatsApp Business communication, messaging, automation, chatbot workflows, templates, analytics and related business functionality.
2.3 Account Responsibilities
- You must provide accurate account information.
- You are responsible for maintaining the confidentiality of your login credentials.
- You are responsible for activities performed through your account.
- You must promptly notify us of suspected unauthorized access.
2.4 WhatsApp and Meta Services
WhatsApp Business functionality depends on Meta and WhatsApp services. Availability, features, permissions and policies of those services are controlled by Meta and may change independently of Halo Mind.
Your use of WhatsApp through Halo Mind must comply with applicable Meta, WhatsApp and other platform requirements.
2.5 Customer Data
You retain responsibility for the data, messages, contacts, content and other information that you submit to or process through the Service.
You grant Halo Mind the limited rights necessary to host, process, transmit and display such information solely for providing the Service and fulfilling your instructions.
2.6 Fees and Subscription
Paid plans, usage charges, subscription periods and applicable taxes will be communicated during purchase or subscription.
Unless otherwise stated, subscription fees are payable in advance and are subject to the applicable Refund / Cancellation Policy.
2.7 Suspension
We may suspend or restrict access where reasonably necessary to protect the Service, investigate abuse, address security risks, comply with law, or respond to violations of these Terms or applicable platform policies.
2.8 Intellectual Property
Halo Mind and its licensors retain all rights in the software, platform, interfaces, branding, documentation and other materials forming part of the Service, except for customer-owned content.
2.9 Termination
You may stop using the Service or request account cancellation in accordance with the applicable subscription terms.
Following termination, access may be disabled and data may be handled according to our retention and deletion practices.
2.10 Disclaimer
The Service is provided subject to applicable law and availability. We do not guarantee that the Service or third-party integrations will be uninterrupted, error-free or continuously available.
2.11 Limitation of Liability
To the maximum extent permitted by applicable law, Halo Mind will not be liable for indirect, incidental, special, consequential or punitive damages arising from use of the Service.
2.12 Changes to the Terms
We may update these Terms from time to time. Continued use of the Service after an update constitutes acceptance of the revised Terms, subject to applicable law.
3. Data Deletion Instructions
Halo Mind provides users with a process to request deletion of their account and associated personal information.
3.1 How to Request Deletion
- Send an email from your registered account email address to support@halomind.in.
- Use the subject line: Account and Data Deletion Request.
- Include your name, registered email address, business name, and any other information reasonably necessary to identify your account.
- If applicable, specify whether you want the entire account deleted or only specific information removed.
3.2 What Happens After a Request
We will review the request and may contact you to verify that the request was submitted by an authorized account holder.
Subject to applicable law and legitimate retention requirements, we will delete or anonymize eligible personal information associated with the account.
3.3 WhatsApp Disconnection
If your account is connected to WhatsApp Business, you may also disconnect the WhatsApp integration from the CRM where that functionality is available.
Disconnecting WhatsApp stops the CRM from using the disconnected integration for future authorized operations, but does not necessarily delete data already retained in accordance with our retention policy.
3.4 Data That May Need to Be Retained
Certain information may be retained where required for legal, accounting, fraud-prevention, security, dispute-resolution or other legitimate purposes.
Such information will be retained only for the period reasonably necessary for the applicable purpose.
4. Account / Data Deletion Request
You can submit an account or data deletion request directly using the contact information below.
Email support@halomind.in with the subject: Account and Data Deletion Request.
Information to Include
- Full name
- Registered email address
- Business/company name
- Phone number, if associated with the account
- Whether you want complete account deletion or specific data deletion
Verification
For security purposes, we may need to verify your identity or account ownership before processing a deletion request.
Processing
Once verified, we will process the request in accordance with applicable law, our data retention practices and the Privacy Policy.
6. Acceptable Use Policy
This Acceptable Use Policy defines prohibited uses of Halo Mind CRM. It applies to all users and organizations using the Service.
6.1 Prohibited Activities
You must not use the Service to:
- Send unlawful or fraudulent communications.
- Send spam or unsolicited bulk communications in violation of applicable law or platform requirements.
- Impersonate another person, company or organization.
- Attempt to gain unauthorized access to accounts, systems or data.
- Distribute malware, malicious code or harmful software.
- Collect personal information unlawfully.
- Harass, threaten or abuse individuals.
- Distribute content that violates applicable law.
- Attempt to bypass platform restrictions or security controls.
- Use the Service to interfere with Meta, WhatsApp or other third-party systems.
- Use automation to conduct abusive or deceptive activity.
- Use the Service for activities prohibited by applicable WhatsApp or Meta policies.
6.2 Messaging Responsibility
Customers are responsible for ensuring that their WhatsApp communications comply with applicable laws, customer-consent requirements and WhatsApp/Meta policies.
6.3 Enforcement
We may investigate suspected violations and may suspend, restrict or terminate accounts where reasonably necessary to protect users, the Service, third parties or comply with legal or platform requirements.
6.4 Reporting Abuse
Suspected abuse or security issues may be reported to: support@halomind.in.
7. Refund / Cancellation Policy
Last Updated: 1, August, 2026
7.1 Subscription Cancellation
Customers may request cancellation of their subscription by contacting us through the email specified in the contact section.
Unless otherwise stated in the applicable order or subscription plan, cancellation will generally prevent renewal for the next billing period.
7.2 Refunds
Subscription fees are generally non-refundable for partially used billing periods unless a refund is required by applicable law or expressly agreed by Halo Mind.
If a customer believes they were incorrectly charged, they should contact us promptly with the relevant transaction details.
7.3 Service Failure
Where a material service issue is directly attributable to Halo Mind and a refund or service credit is appropriate, we may review the circumstances and provide an appropriate remedy at our discretion, subject to applicable law and the applicable subscription terms.
7.4 Third-Party Services
Fees paid directly to third-party providers, including Meta, WhatsApp, payment providers or other external services, are governed by the respective provider's terms and refund policies.
7.5 Taxes
Any applicable taxes, statutory charges or transaction fees may be treated in accordance with applicable law and the relevant billing arrangement.
7.6 How to Request a Refund
Send your request to support@halomind.in with:
- Account email
- Business name
- Invoice or transaction reference
- Date and amount of the charge
- Reason for the refund request
8. Contact Us
If you have questions about these policies, privacy, account deletion, billing or the Halo Mind CRM Service, please contact us.
Halo Mind (OPC) Private Limited
Privacy: support@halomind.in
Support: support@halomind.in
Billing: support@halomind.in
Website: halomind.in
Registered Address:
104, Sipcot Thalambur Road, Thazambur, Chennai - 600130