Privacy Policy

Scope of This Policy

This Privacy Policy explains how WhiteMoon AI (“we,” “us,” or “our”) collects, uses, stores, and protects your personal information when you visit our website at whitemoonai.site or engage our AI-automation services.

We are an AI-Systems Development Studio operating from Pakistan. We build custom AI automation systems for clients internationally, including USA Real Estate Agencies and China-Based Sourcing Companies. We are committed to protecting your privacy and handling your data transparently.

Information We Collect

Information you voluntarily provide:

• When you fill out our contact form, send us an email, message us via WhatsApp, or schedule a Zoom call
• This may include your name, email address, phone number, business name, job title, and any details you share about your project or business needs

Information collected automatically:

• Server logs: When you visit our website, our hosting servers automatically record basic technical information such as your IP address, browser type, operating system, referring URL, and the pages you visit. This is standard for all websites and is used solely for operational stability and security monitoring.
• Cookies: Our website does not use tracking cookies, analytics scripts, or advertising pixels. No third-party tracking services (Google Analytics, Facebook Pixel, etc.) are loaded on this site.

How We Use Your Information

We use the information we collect solely for the following purposes:

• To respond to your enquiries, messages, and service requests
• To understand your business needs and provide accurate quotes
• To schedule and conduct discovery calls or Zoom meetings
• To deliver the AI systems and automation services you have engaged us for
• To send project-related updates, invoices, and essential communications
• To improve our website’s functionality and diagnose technical issues
• To comply with legal obligations and protect our legal rights

We do not sell, rent, trade, or share your personal information with any third party for their marketing purposes. We do not use your data for automated decision-making or profiling.

Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), our legal basis for collecting and using your personal information depends on the context:

• Consent: Where you have freely provided your information via our contact form or direct messages
• Contractual necessity: Where processing is necessary to fulfill a service agreement with you (e.g., delivering a project you commissioned)
• Legitimate interests: Where processing is necessary for our legitimate business interests, such as responding to enquiries, maintaining website security, and improving our services

Data Sharing & Third Parties

We only share your personal information with third parties in the following limited circumstances:

• Service delivery: We use tools such as N8N, Claude AI (Anthropic), Antigravity, Zoom, Gmail, and WhatsApp to communicate with you and deliver your project. Each of these services has its own privacy policy, and data shared is limited to what is strictly necessary for your project.
• Legal compliance: If required by law, regulation, or legal process, we may disclose your information to comply with a valid legal request.
• Professional confidentiality: We do not share your business data, workflows, client lists, or operational details with any unauthorized parties.

WhiteMoon AI never sells, rents, licenses, or commercially distributes Client Data or personal information. Data is shared only where necessary to provide the requested services, comply with legal obligations, or protect our legal rights.

Data Control & Client Data

WhiteMoon AI respects the confidentiality and ownership of all Client Data. Any information, files, business processes, workflows, credentials, or project materials provided to us are used solely for delivering the agreed services and are handled with appropriate security measures.

Ownership of Client Data

All business data, documents, records, customer information, workflows, databases, and other materials provided by the Client remain the exclusive property of the Client at all times. WhiteMoon AI does not claim ownership of any Client Data.

Project Access & Credentials

Where project delivery requires temporary access to third-party platforms, accounts, APIs, or business systems, such access is used exclusively for developing, testing, deploying, maintaining, or supporting the agreed project.

Access is limited to authorized personnel and is removed or revoked once it is no longer required or upon project completion, unless ongoing maintenance services have been agreed in writing.

API Keys & Credentials

During development and internal testing, WhiteMoon AI primarily uses its own testing credentials and API keys whenever possible.

Where Client credentials are required:

• We request only the minimum level of access necessary.
• Credentials are used solely for the agreed project.
• API keys are integrated securely into the Client’s system.
• Credentials are never sold, shared, or used for any unrelated purpose.
• Unless ongoing maintenance is agreed, WhiteMoon AI does not intentionally retain access to Client credentials after project completion.

Project Data Security

Client project files, workflows, documentation, software, databases, prompts, and related materials are stored in secure environments with access restricted to personnel directly involved in the project.

Reasonable technical and organizational safeguards are implemented to protect Client Data against unauthorized access, alteration, disclosure, or destruction.

Project Data Retention & Deletion

Project-related data is retained only for as long as reasonably necessary to provide support, fulfill contractual obligations, comply with applicable laws, or resolve disputes.

Following the applicable retention period, Client Data is securely deleted or anonymized where practical, unless a longer retention period is required by law or agreed with the Client.

Clients may request deletion of their project data at any time, subject to legal, contractual, or operational obligations.

Data Storage & Security

WhiteMoon AI implements reasonable technical, administrative, and organizational measures to safeguard personal information and Client Data.

These measures include:

• Encrypted communication channels where available.
• Access-restricted environments for project files.
• Secure handling of credentials and sensitive information.
• Periodic review of security practices.
• Limited access to authorized personnel only.

Although no method of electronic transmission or storage can be guaranteed to be completely secure, we continually work to protect your information using industry-standard practices appropriate for a business of our size and services.

Data Retention

We retain personal information and Client Data only for as long as reasonably necessary to:

• Deliver the requested services.
• Provide post-delivery support.
• Fulfill legal or contractual obligations.
• Resolve disputes.
• Maintain legitimate business records.

Retention periods may vary depending on the nature of the information and the applicable legal requirements.

When information is no longer required, it is securely deleted, anonymized, or otherwise disposed of using reasonable security measures.

International Data Transfers

WhiteMoon AI operates from Pakistan. If you are located outside Pakistan, your information may be transferred to and processed in Pakistan. The data protection laws of Pakistan may differ from those of your jurisdiction. By submitting your information, you consent to this transfer.

For clients in the EEA or UK, we ensure appropriate safeguards are in place through standard contractual clauses or equivalent mechanisms when transferring data to third-party service providers.

Confidentiality of Client Information

All confidential business information shared during a project, including business workflows, customer information, internal processes, pricing, documentation, source materials, and proprietary information, is treated as confidential.

WhiteMoon AI will not disclose confidential information to third parties unless:

• Required by law.
• Necessary to provide the agreed services.
• Authorized by the Client in writing.

This confidentiality obligation continues even after the project has ended.

Your Rights

Depending on your jurisdiction, you have the following rights regarding your personal information:

• Right to access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate or incomplete data
• Right to erasure (“Right to be Forgotten”): Request deletion of your data, subject to legal obligations
• Right to restrict processing: Request that we limit how we use your data
• Right to data portability: Request a structured, machine-readable copy of your data
• Right to object: Object to processing based on legitimate interests
• Right to withdraw consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, contact us using the details below. We will respond within 30 days. If you are in the EEA, you also have the right to lodge a complaint with your local data protection authority.

California Privacy Rights (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) grants you additional rights:

• Right to know: You may request details about the categories and specific pieces of personal information we have collected about you
• Right to delete: You may request deletion of personal information we have collected, subject to certain exceptions
• Right to non-discrimination: We will not discriminate against you for exercising any of your CCPA rights
• No sale of data: We do not sell personal information and have not done so in the preceding 12 months

To exercise your CCPA rights, contact us using the details below.

Cookies

Our website does not use tracking cookies, analytics tools, or third-party advertising scripts. The only cookies that may be set are strictly technical cookies required for the basic operation of the website (such as session handling), and these do not collect personal information.

If we introduce cookies in the future, we will update this policy and provide appropriate notice and consent mechanisms.

Children’s Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.

Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated “Last updated” date at the top. Significant changes will be communicated to active clients via email or direct message. Continued use of our website or services after changes are posted constitutes your acceptance of the updated policy.

Contact Us

If you have any questions about this Privacy Policy, wish to exercise your rights, or raise a concern about how we handle your data, please contact us: