Privacy Policy for WhatsApp Business Communications
Last updated: October 2025
This Privacy Policy explains how Pembrokeshire Christmas Light Walk (“we”, “our”, “us”) collects, uses, and protects personal data when communicating with you through our WhatsApp Business account powered by Meta Platforms and 3CX.
By messaging us on WhatsApp, you consent to this Privacy Policy.
1. Who We Are
Pembrokeshire Christmas Light Walk
📍 Pembrokeshire, United Kingdom
📧 info@pembrokeshirechristmaslightwalk.co.uk
🌐 www.pembrokeshirechristmaslightwalk.co.uk
We use 3CX as our business communication system to handle WhatsApp messages, calls, and other contact methods in a secure and organised way.
2. Data We Collect
When you communicate with us via WhatsApp, we may collect:
- Your name, WhatsApp phone number, and profile picture (as provided by Meta).
- The content of your messages (text, images, voice notes, documents, etc.).
- The date, time, and duration of communications.
- Any other details you voluntarily provide (such as booking references or questions).
We do not collect or store any sensitive personal data unless you provide it directly (e.g., health or accessibility information relevant to your booking).
3. How We Use Your Data
Your WhatsApp messages may be used to:
- Respond to your enquiries or support requests.
- Confirm or assist with event bookings and ticket information.
- Provide event updates, customer support, or emergency notifications.
- Improve our service quality and communication efficiency.
We do not use WhatsApp messages for unsolicited marketing or spam.
4. Legal Basis for Processing
We process your data under one or more of the following lawful bases:
- Contractual necessity – to provide customer service or manage your booking.
- Legitimate interests – to communicate efficiently and improve our services.
- Consent – when you voluntarily initiate communication via WhatsApp.
5. Data Sharing
We may share limited data with:
- Meta Platforms, Inc., which provides WhatsApp. Messages are subject to WhatsApp’s Privacy Policy.
- 3CX Ltd, which provides the communication platform we use to manage WhatsApp messages securely within our organisation.
We do not sell, rent, or trade your personal data to any third parties.
6. Data Retention
- WhatsApp messages are retained only for as long as necessary to handle your enquiry or provide support.
- 3CX may log communications for operational or security purposes, but old conversations are periodically deleted.
- You may request deletion of your WhatsApp message history at any time (see Section 8).
7. Security
We take appropriate technical and organisational measures to protect your data, including:
- Encrypted communications (end-to-end via WhatsApp).
- Secure 3CX servers with access control and monitoring.
- Limited employee access on a need-to-know basis only.
8. Your Rights (UK GDPR)
You have the right to:
- Request access to the data we hold about you.
- Request correction or deletion of your data.
- Withdraw consent for further communication at any time.
- Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been mishandled.
To exercise these rights, please email info@pembrokeshirechristmaslightwalk.co.uk.
9. Cookies and Website Links
This WhatsApp Privacy Policy covers only communications via WhatsApp and 3CX.
For information about cookies and website usage, please refer to our full Website Privacy Policy.
10. Updates to This Policy
We may update this policy periodically to reflect changes in our technology, operations, or legal obligations. Updates will be published on our website.
Contact
If you have any questions about how your data is used in WhatsApp or 3CX communications, please contact: