Jarvis HR WhatsApp Test Privacy Notice

1Operator and contact information

This Jarvis HR WhatsApp test is operated by:

For privacy questions or requests to access or delete demonstration data, contact:

jarvis.assitant.ai@gmail.com

2Purpose of this test

Jarvis HR is currently an internal HR workflow prototype connected to WhatsApp for testing purposes.

The prototype is intended to test:

• Receipt of authorized WhatsApp test messages
• Creation of fictional HR demonstration cases
• HR approval and document-processing workflows
• Company and branch separation
• Reply drafting
• Message delivery-status processing
• Security and duplicate-message controls

The prototype is not currently a production employee service and must not be used to make employment, payroll, disciplinary, immigration or other staff decisions.

3Fictitious information only

The prototype currently uses fictitious test employees, including DEMO001 and other clearly marked demonstration records.

Do not send real employee information through this test, including:

• Passports
• Emirates IDs
• Visas
• Labour cards or work permits
• Employment contracts
• Payroll or bank information
• Medical or insurance information
• Attendance records
• Personal addresses
• Confidential employment information
• Photographs of identity documents

If real personal information is sent accidentally, contact us at jarvis.assitant.ai@gmail.com and request its deletion.

4Information processed by the prototype

During an authorized test, the prototype may process:

• The test sender’s WhatsApp phone number
• WhatsApp message identifiers
• The text of test messages
• Message timestamps
• WhatsApp delivery and status events
• The Meta WhatsApp Phone Number ID
• Fictional employee identifiers
• Fictional HR case details
• Case status and workflow history
• Reply drafts
• Technical security and audit events

The prototype does not intentionally collect real employee documents or production payroll information.

5How information is used

Information is processed only to:

• Confirm that authorized test messages can be received
• Validate message authenticity
• Prevent duplicate case creation
• Create fictional HR demonstration cases
• Test company and branch isolation
• Test HR and PRO approval stages
• Prepare reply drafts
• Track test-message delivery status
• Diagnose errors
• Maintain a limited technical audit trail
• Improve the safety and reliability of the prototype

The prototype does not sell personal information or use it for advertising.

6WhatsApp and service providers

WhatsApp messages are transmitted and processed through Meta’s WhatsApp services. Meta processes information according to its own terms and privacy policies.

Incoming WhatsApp test events may pass through a temporary Cloudflare Tunnel before reaching the local Jarvis receiver. Cloudflare processes network traffic according to its own applicable terms and privacy policies.

Accepted demonstration messages, fictional cases and technical events are stored locally on a computer controlled by the operator.

The private setup console is not intended to be publicly available through the tunnel.

7Credentials and access controls

The prototype may temporarily hold a Meta access token and App Secret in server memory for up to eight hours or until the local receiver restarts.

These credentials are not intended to be stored in the local HR test database or returned through the public status interface.

Incoming WhatsApp events must pass applicable signature, sender and phone-number checks before the prototype processes them.

Access to demonstration records is intended to be limited to authorized personnel. Company and branch isolation, production identity verification and complete role-based access controls remain under development.

8Automated decisions and replies

The prototype does not make automated employment or payroll decisions.

It may create fictional HR cases and prepare reply drafts. Automatic WhatsApp replies are not currently enabled.

A human must review HR workflow decisions and any proposed communication.

9Storage and retention

Demonstration records are currently stored in a local database controlled by the operator.

Automatic retention and scheduled deletion are not yet implemented. Demonstration records may remain in the local database until they are manually deleted by the operator.

A formal retention schedule must be approved and implemented before the system is used with real employee information.

Meta, Cloudflare and other relevant service providers may retain information according to their own policies and legal obligations.

10Requesting access or deletion

To ask whether the local prototype holds demonstration information associated with you, or to request deletion, email:

jarvis.assitant.ai@gmail.com

Use the subject: Jarvis HR Data Request

Where possible, include:

• The WhatsApp phone number used for the test
• The approximate date of the message
• Whether you are requesting access or deletion
• Any demonstration case reference shown in the reply

Do not send identity documents by email unless the operator specifically requests a secure verification method.

The operator may request reasonable information to verify the request and prevent unauthorized deletion. After verification, the operator will search for the applicable local demonstration records and either process the request or explain why further information is required.

Requests concerning information held directly by Meta or Cloudflare may need to be submitted to those providers separately.

11Information security

The prototype uses technical measures intended to reduce risk during testing, including:

• WhatsApp webhook signature validation
• Authorized-sender checks
• Phone Number ID checks
• Duplicate-message protection
• Temporary in-memory credentials
• Local storage of demonstration records
• Separation of the public receiver from the private setup console
• Disabled automatic replies
• Fictitious-employee-only testing

However, this remains a prototype. These measures must not be interpreted as confirmation that the system is ready to handle real employee information.

12Company and branch separation

The prototype is being designed to keep each company’s information separate.

Company and branch information must not be combined, transferred or disclosed across company boundaries without authorization and verification.

The company-isolation and workflow-authorization controls are still being tested. Real employee information will not be intentionally imported until these controls have passed the required acceptance tests.

13Children’s information

The prototype is intended only for authorized business and HR testing. It is not directed to children and does not intentionally collect children’s personal information.

14Changes to this notice

This notice may be updated as the prototype changes.

The effective date and last-updated date at the top of this page will be revised when material changes are made. Any use involving real employee information will require an updated notice and appropriate operational, legal and security controls.

15Contact

For questions, privacy requests or deletion requests relating to the Jarvis HR WhatsApp test, contact: