Efua Privacy & Data Protection Policy
Efua is an AI sales assistant on WhatsApp that helps salespeople remember their clients and follow up on time. This policy explains what data Efua handles, why, and how we protect it, for the salespeople who use Efua and for the people they sell to.
Who we are
Efua is provided by Syntatek Technologies Ltd, a company registered in Nigeria (RC 9066889), Abuja ("Syntatek", "we", "us").
- For data about our users (accounts, plans, payments), Syntatek is the data controller.
- For the client and prospect records a salesperson keeps in Efua, the salesperson, or the business they work for, is the controller. Syntatek processes those records only on their instructions.
This policy covers Efua on WhatsApp, the Efua companion app, Efua for Teams, and payments. It is written to meet the Nigeria Data Protection Act 2023 and, for users and people in the European Union, the GDPR. Wherever you are, we apply the stricter of the two.
Contact: info@syntatek.com
Our commitments
- Efua never contacts the people you sell to. She speaks only to you. Every message to a client is sent by you.
- We collect only what a follow-up needs. Names, numbers, context, status and timing.
- We keep sensitive details out. Efua does not record health, religion, ethnicity, political views, sexual life, national ID numbers, BVN or bank details about the people you mention. If you specifically ask Efua to save such a detail, it is stored only in anonymised form.
- We never sell your data. We never use it for advertising, and we never use the records you keep in Efua to train AI models.
- Voice notes are kept as text only. Audio is not stored, and images or documents you send are used only to extract the details you asked us to save.
- Archive or delete: your choice. Asking Efua to forget or archive someone removes them from your active list. Asking her to delete someone erases their record permanently.
- You stay in control. You can see, export or delete your data at any time.
- The same protection everywhere. Every user in every country gets the same standard of protection.
What we collect, why, and for how long
| Data | Why we use it | Legal basis | How long we keep it |
|---|---|---|---|
| Your account: WhatsApp number, name, business name, plan and credits | To provide Efua and log you in | Our contract with you | While your account is open, then 30 days |
| Your messages to Efua, and transcripts of your voice notes | To understand your requests and keep your history | Our contract with you | While your account is open, then 30 days |
| Client and prospect records you create: name, number, context, status, follow-up dates | To keep your pipeline and remind you to follow up | Your legitimate interest as the controller; we process on your instructions | Until you delete them, or 24 months after you last touch the record |
| Images, documents and contact cards you send | To extract the details you asked us to save | Our contract with you | Deleted once the details are extracted |
| Payment records | Billing, receipts and tax | Legal obligation | As tax law requires |
| Team targets and leaderboard data | To show team performance on Team plans | The team owner's legitimate interest | Rolling 12 months |
| Service and quality data | To keep Efua reliable and improve it | Our legitimate interest | Personal details are removed before any data is used for testing |
We do not see or store your card details. Payments are handled by a licensed payment provider.
If a salesperson saved your details in Efua
You may be reading this because a salesperson you met uses Efua to keep track of their clients. Here is what that means for you.
- What they may have saved: your name, phone number, where you met, what you were interested in, and when to follow up.
- Efua will never contact you. Any message you receive comes from the salesperson personally.
- Your details stay with that salesperson. We do not share them with other Efua users, combine them into a contact database, or use them for any purpose of our own.
- You can ask what is held about you, or have it deleted. Ask the salesperson directly, or email info@syntatek.com with your phone number. We will pass your request to the salesperson. If they cannot show a lawful reason to keep your details, we will delete them.
Salespeople who use Efua agree to collect client details lawfully and to tell clients how their data is used when asked.
How we use AI
Efua is an AI assistant, and she is designed to stay within clear limits.
- Bounded actions. Efua can only carry out a defined set of tasks, such as saving a client, setting a reminder or drafting a message. She cannot act outside them.
- A human decides. Efua suggests and drafts. You review, edit and send. She makes no decisions about anyone that have legal or similarly significant effects.
- Tested before release. Every change to Efua's AI is tested against real-world scenarios before it reaches users.
- Honest drafting. Drafted messages may be persuasive, but they must not invent facts, prices or deadlines, or pressure anyone unfairly. You are responsible for what you send.
- No training on your records. The AI services we use process your messages to answer you. They are contractually restricted from using your data to train their models.
Who we share data with and where it is processed
We use a small number of trusted service providers to run Efua. Each one is bound by a written agreement to process data only for us, keep it secure and confidential, and delete it when no longer needed.
| Type of provider | What they do |
|---|---|
| Messaging platform provider | Delivers messages between you and Efua on WhatsApp |
| AI service providers | Understand your messages, transcribe voice notes, draft follow-ups |
| Cloud hosting and database providers | Run Efua's systems and store your records securely |
| Payment provider | Processes payments; card details never reach us |
| CRM providers (only if you switch on CRM sync) | Receive the records you choose to sync to your own CRM |
We never sell personal data. We disclose it to authorities only where the law requires it.
Business customers can request our current list of service providers under their agreement with us. We give 30 days' notice before adding a new provider that processes client records.
International processing. Some of our providers process data outside Nigeria and outside the European Union. When data leaves your country, we rely on lawful transfer safeguards, such as contractual protections required by the NDPA and GDPR, so your data keeps the same level of protection.
How we protect data
- Data is encrypted in transit and at rest.
- Each user and team can see only their own records.
- You log in to the companion app with a one-time code sent to your own WhatsApp number.
- Access to production systems is limited to authorised personnel and logged.
- We test our incident response regularly.
No system is perfectly secure. If something goes wrong, we will tell you (see below).
Efua for Teams
When a business buys Efua for its sales team, the business is the controller of the team's client records and performance data.
- Managers see results, not private conversations. Team leaders can see pipeline numbers, statuses, completed follow-ups and targets. They cannot read a team member's private notes or chat with Efua unless the member shares them.
- Team members are told before they join what their manager and the leaderboard will show.
- Team owners agree to use team data only to manage sales performance, in line with employment and data protection law.
Your rights and how to use them
Under the NDPA, the GDPR and similar laws, you have the right to:
- Access the personal data we hold about you
- Correct anything inaccurate
- Delete your data
- Export your data in a usable format
- Object to or restrict how we use it
- Withdraw consent where we rely on it
- Complain to a data protection authority
How to use them. Users can correct or delete client records directly by telling Efua. For anything else, email info@syntatek.com from, or quoting, the WhatsApp number on your account. We reply within 30 days and may need to confirm your identity first.
If you are not satisfied, you can complain to the Nigeria Data Protection Commission (ndpc.gov.ng) or to the data protection authority where you live.
Data breaches
If a security incident puts your data at risk, we will act to contain it and tell affected users without undue delay. For client records, we will help the salesperson or business inform their clients. We notify the relevant data protection authorities within the time the law requires, which is 72 hours in Nigeria, the EU and Kenya, and 48 hours in Rwanda.
Children
Efua is a business tool for adults. It is not intended for anyone under 18, and we do not knowingly collect children's data. If you believe a child's details have been saved, contact us and we will delete them.
Changes to this policy
We will update this policy as Efua changes. We will notify users on WhatsApp of any significant change before it takes effect. The effective date at the top shows the current version.
Contact us
Syntatek Technologies Ltd · Abuja, Nigeria · info@syntatek.com