MILL Customer Documents Privacy Policy

Verification and your permission

A customer WhatsApp number is linked to a customer account only after MILL verifies the number and the customer's permission to use it for document access. Knowing an account or document number alone does not grant access. Document requests are checked against the active, verified association.

Information we process

• Customer and contact information: the WhatsApp phone number, customer name, account reference and the association between that number and the customer account.
• Verification and access information: the company and customer identifiers, verification date, verifying staff identifier, active or revoked status and related audit records.
• Account and document information: requested invoice, return or credit-note and statement details, including document numbers, dates, items, quantities, prices, tax, payments, balances and contact or address details shown on the underlying documents.
• Message and service information: incoming request text, sender number, message identifiers, request timestamps, processing or sending status, outgoing message identifiers and error codes. Requested PDFs and replies are processed to deliver them through WhatsApp.

Why we use this information

We use this information to verify access, identify the correct customer account, answer document requests, deliver replies and PDFs, handle support requests and investigate delivery problems or misuse. The document service is intended for customer-requested account documents.

Authorised MILL staff may access information needed to administer the service and assist customers. WhatsApp / Meta processes the messages, recipient information and documents needed to provide its messaging service. Its handling of information is also covered by its own privacy policy and business data processing terms.

Security and your device

MILL uses access permissions, customer-specific document checks, signed incoming-message checks and HTTPS connections to help protect the service. No system can guarantee absolute security. Keep your phone and WhatsApp account secure, take care when forwarding documents, and contact MILL if your number changes or your device or account is compromised.

Retention

The number-to-account association is kept to administer access; revocation disables access but does not itself erase that association or its audit history. Incoming request text is cleared from the integration inbox after a reply is successfully sent. Pending or failed request text, message identifiers, processing records and access audit information may remain for support, security and recordkeeping.

You can ask MILL to review and remove WhatsApp integration information that is no longer needed. The applicable retention period depends on the information and the reason it is held; this policy does not promise a fixed automatic deletion period. Invoices, returns, statements and other accounting or business records may need to be retained separately for accounting, tax, audit, dispute or other legal requirements. Copies already delivered to WhatsApp or saved on a device are separate from MILL's integration records.

Access, correction, revocation and deletion

Contact the MILL customer accounts team to ask about your WhatsApp association, request access to information held about it, correct a number or account link, withdraw permission, revoke document access, or request deletion of related WhatsApp integration data. We may need to verify your identity and authority over the customer account before acting.

For the request details and what happens next, follow the User Data Deletion Instructions. A correction to an underlying invoice or account record must follow the normal business-record correction process.