How we look after your data and your customers' data.

1. Who is responsible for your data

2. What data we process and why

It depends on how you got to NUMEN. There are three different situations.

If you write to us from this website. The form asks for your name, your business name, a WhatsApp number or email, and which process takes the most of your time. We use it to reply and to prepare the diagnostic. It is stored in our contacts database. Nothing else.

If your business runs a NUMEN system. We store what the system needs to work: the accounts of the people who log into the panel, your services, prices, opening hours, and the information you load so the system can serve your customers. You are the controller of that data; NUMEN processes it on your behalf and only to run the system.

If you are a customer of a business that uses NUMEN. For example, a patient booking with a practice. The business records in its system what it needs to serve you:

• your name and your WhatsApp number; if the business asks for it, your email, your ID number and an emergency contact;
• your appointments, their changes, and who requested them;
• your payments and, if you pay by bank transfer, the image of the receipt you upload;
• the WhatsApp messages you exchange with that business through the system.

In that case the controller of your data is the business serving you. NUMEN processes it on their behalf, to schedule, remind, collect and reply. Nobody at NUMEN reads that data unless it is needed to fix a technical problem, and always under confidentiality.

3. WhatsApp messages

Messages go out and come in through Meta's official WhatsApp platform for businesses. They are messages you expect: the confirmation of an appointment, the reminder the day before, the answer to something you asked. No business using NUMEN sends you advertising through this channel.

If you no longer want to receive messages, reply to the business and it gets recorded. Meta also applies its own policies to what travels through WhatsApp.

4. Automated replies

Part of the routine questions are answered by an automated assistant: opening hours, prices, directions, changing or confirming an appointment. It uses the information the business loaded, and artificial intelligence to understand what you write. Four rules that do not bend:

• anything personal, emotional or health related is not answered by the assistant: it hands it to the person at the business;
• no appointment is cancelled or moved without your written confirmation;
• every change is logged: who asked, when, and through which channel;
• the person at the business can take over the conversation at any moment, and you can ask to talk to them.

You have the right to have a person review any reply or decision the assistant made.

5. Health data

NUMEN does not ask for, process or need medical records, diagnoses or results. If a professional chooses to keep session notes inside their system, those notes are theirs, protected by professional secrecy, and the system keeps them apart: the automated assistant does not read them, they never go out over WhatsApp, and they are not shared with any provider.

6. Who it is shared with

We do not sell data or hand it over for advertising. It is shared only with the providers that make the system work, each for its own part:

• Meta (WhatsApp Business Platform): sending and receiving messages.
• Google (Calendar): only if the business connects its calendar, and only to mark its hours as busy. It never receives customer names or notes.
• Anthropic: the artificial intelligence model that processes the text of the automated replies.
• Vercel: hosts this website. Supabase: stores the contacts that come in through the form.
• Servers managed by NUMEN: where the businesses' systems and their data live.

And the authorities, if a law or an order requires it.

7. For how long

• Contacts from this website: until you ask us to delete them, or 24 months without contact.
• Data of a system in use: while the business uses NUMEN, and up to 90 days afterwards to hand it back or delete it, whichever the business chooses.
• Payment receipts: whatever tax regulations require from the business that collected the payment.

8. Your rights

Ecuador's Organic Law on Personal Data Protection gives you, among others, the right to access your data, correct and update it, ask for it to be deleted, object to a use, take it to another provider, suspend its processing, and not be subject to decisions made solely by an automated system.

To exercise them, write to us through the channels in section 1. If you are a customer of a business that uses NUMEN, that business handles your request and we carry it out in the system. We reply within 15 days at most. If you are not satisfied, you can go to Ecuador's Superintendencia de Protección de Datos Personales.

9. How we protect it

• Each business lives isolated inside the system: nobody can see or touch another business's data.
• Access is by username and password, and each role sees only what it needs.
• Everything travels encrypted. Calendar credentials are stored encrypted.
• Payment receipts are stored outside the system's code, under a name of our own, with file type checks.
• Every appointment change leaves a record of who, when and through which channel.

No system is infallible. If we detect an incident affecting your data, we tell you, and we tell the business and the authority when required.

10. Cookies

This website uses no tracking or advertising cookies. The system panels use a single cookie, the session cookie, which is needed to keep you logged in.

11. Changes to this page

If something changes that affects you, we let you know in the system panel and update the date above. What does not change: we do not sell data, and health matters are never handled by an automated process.