Privacy Policy
Last updated: 22 June 2026
This Privacy Policy explains how Chronex ("Chronex", "we", "us", or "our") collects, uses, stores, and protects information when users interact with the Chronex WhatsApp Diary System and related services.
The Chronex WhatsApp Diary System is designed to help authorised construction project users submit site updates, voice notes, photographs, and messages through WhatsApp so that daily site diary reports can be prepared.
1. Information We Collect
Depending on how the service is used, we may collect and process the following information:
- WhatsApp phone number and sender profile information provided through WhatsApp Business Platform.
- Text messages submitted to the Chronex WhatsApp number.
- Voice notes, audio recordings, transcripts, and translations submitted by authorised users.
- Images, photographs, documents, and media files submitted by authorised users.
- Message metadata, including timestamps, message IDs, delivery status, and project references.
- Project-related information, such as project name, project code, site address, client name, and report date.
- Technical logs used to diagnose errors, prevent duplicate processing, and maintain system security.
2. How We Use Information
We use collected information for the following purposes:
- To receive and process construction site updates sent through WhatsApp.
- To transcribe and translate voice notes where required.
- To analyse submitted text, images, and media for construction diary preparation.
- To generate daily site diary reports and evidence logs.
- To link report entries to original source messages, timestamps, senders, and media files.
- To send acknowledgements, report summaries, and service-related responses through WhatsApp or email.
- To maintain security, auditability, debugging, and service reliability.
3. WhatsApp and Meta Services
The service uses the WhatsApp Business Platform provided by Meta to receive and send messages. When users send messages to the Chronex WhatsApp number, Meta may process message and account information according to its own terms and policies. We use WhatsApp data only to provide the Chronex service and related project reporting functions.
4. Artificial Intelligence Processing
We may use AI service providers to transcribe voice notes, translate messages, analyse submitted images, classify construction updates, and prepare draft daily diary reports. We do not use submitted project data to sell personal information. AI-generated content should be reviewed where accuracy is important, especially for unclear audio, low-quality images, or safety-critical details.
5. Legal Basis for Processing
Where applicable, we process information based on one or more lawful bases, including performance of a contract, legitimate business interests in providing project reporting services, compliance with legal obligations, and user or client consent where required.
6. Data Sharing
We may share information only where necessary with:
- Authorised project administrators and report recipients.
- Hosting, database, storage, email, automation, AI, and infrastructure providers used to operate the service.
- Meta/WhatsApp as required to send and receive WhatsApp communications.
- Legal, regulatory, or security authorities where required by law or necessary to protect rights and safety.
7. Data Retention
We retain project messages, media, reports, and evidence logs for as long as necessary to provide the service, maintain construction records, meet contractual obligations, resolve disputes, and comply with legal requirements. Raw technical logs may be retained for a shorter period unless needed for security, audit, or troubleshooting purposes.
8. Security
We apply reasonable technical and organisational safeguards to protect information, including access controls, HTTPS, restricted infrastructure access, database storage controls, and service monitoring. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
9. User Rights
Depending on your location and applicable law, you may have rights to request access, correction, deletion, restriction, portability, or objection regarding your personal information. To make a request, contact us using the details in the Contact section below.
10. Children's Privacy
The Chronex WhatsApp Diary System is intended for business and construction project use. It is not intended for children.
11. Changes to This Policy
We may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised "Last updated" date.
Data Deletion Instructions
Users may request deletion of personal information associated with their use of the Chronex WhatsApp Diary System by contacting us at chronex@chronex.co.uk.
Please include the following information in your request:
- Your full name, if applicable.
- Your WhatsApp phone number used with the service.
- The project name or project code, if known.
- A clear statement that you are requesting deletion of your personal data.
We will review the request and delete or anonymise applicable personal information, unless retention is required for legal, contractual, audit, safety, dispute-resolution, or legitimate business record purposes.
If you connected the app through Facebook or Meta, you may also remove app access from your Meta account settings where applicable. However, contacting us directly is the recommended method for Chronex service data deletion requests.
Terms of Service
Last updated: 22 June 2026
These Terms of Service govern use of the Chronex WhatsApp Diary System. By using the service, you agree to these Terms.
1. Purpose of the Service
The service allows authorised construction project users to submit WhatsApp messages, voice notes, photographs, and related project updates for the purpose of preparing daily site diary reports and evidence records.
2. Authorised Use
The service may only be used by authorised users for legitimate project-related purposes. Users must not submit unlawful, misleading, harmful, offensive, confidential third-party, or irrelevant content.
3. Accuracy of Submitted Information
Users are responsible for the accuracy of information they submit. AI-assisted transcription, translation, image analysis, and report generation may contain errors. Important, safety-critical, contractual, or dispute-related information should be reviewed and verified by authorised personnel.
4. Reports and Evidence
Generated reports are based on submitted user messages, media, metadata, and system processing. Reports are intended to assist project administration and should not replace professional judgement, site supervision, statutory compliance, or formal contractual procedures.
5. Availability
We aim to provide a reliable service, but we do not guarantee uninterrupted or error-free operation. The service may be affected by downtime, maintenance, network issues, third-party API limits, WhatsApp service availability, or hosting provider interruptions.
6. Third-Party Services
The service may rely on third-party providers, including Meta/WhatsApp, hosting providers, email providers, database/storage providers, automation tools, and AI providers. Use of those services may also be subject to their own terms and policies.
7. Limitation of Liability
To the maximum extent permitted by law, Chronex is not liable for indirect, incidental, consequential, special, or punitive damages, or for losses arising from inaccurate user submissions, AI-generated errors, third-party service failures, or unauthorised use of the service.
8. Suspension or Termination
We may suspend or restrict access to the service where necessary to protect security, prevent abuse, comply with legal obligations, or address unauthorised use.
9. Changes to These Terms
We may update these Terms from time to time. Continued use of the service after changes are posted means you accept the updated Terms.
Contact
For privacy, data deletion, or service-related questions, contact:
Email: chronex@chronex.co.uk
Website: https://chronex.co.uk