Privacy Policy

Who we are

Aelix is a business software platform operated by PT Bee Mata Indonesia. This policy covers the Aelix platform and the integrations it offers, including the WhatsApp Business Platform, and the Aelix Work and Aelix Head apps.

The Aelix Work and Aelix Head apps keep a company's data on the company's own devices, not on our servers. The sections headed Aelix Work and Aelix Head describe how those apps handle data; where they differ from the rest of this policy, they are what applies to the apps.

If you have questions about this policy or about your data, contact us at privacy@beemata.co.id.

What we collect

We collect only what is needed to run the workspace you or your organisation signed up for.

• • Account data — name, email address, phone number, and the workspace you belong to.
• • Business data you enter — customers, orders, documents and similar records created inside your workspace.
• • Usage and diagnostic data — logs of requests and errors, used to keep the service working and secure.

WhatsApp Business data

If you connect a WhatsApp number, we process the data Meta makes available for that number so the platform can send and receive messages on your behalf.

• • Messages sent to and from your connected number, including their delivery status.
• • The phone numbers and profile names of people who message that number.
• • Your WhatsApp Business Account identifiers and phone number identifiers.
• • An access token issued by Meta, which we store encrypted and use only to act on your behalf.

Coexistence: contacts and chat history

If you connect a number using Coexistence — keeping it on the WhatsApp Business App while also using the API — Meta offers to share existing data with us so your inbox is not empty on day one.

This import only happens if you approve it during the connection flow, and Meta only allows it within 24 hours of connecting.

• • Your WhatsApp contacts, and later additions or removals, so conversations show a name rather than a number.
• • Up to six months of prior one-to-one chat history, if you agree to share it. You may decline and the connection still works.
• • Messages you send from the WhatsApp Business App after connecting, so your team sees the whole conversation.
• • Group chats are never shared. Meta excludes them from this import.

How we use it

We use your data to provide the service: delivering messages, showing conversations, and operating the features your workspace uses.

We do not sell your data. We do not use the contents of your WhatsApp messages for advertising, and we do not use them to train machine-learning models.

Who we share it with

We share data with Meta Platforms, Inc. as required to deliver WhatsApp messages — this is inherent to using the WhatsApp Business Platform, and Meta's own terms and privacy policy apply to that processing.

We use infrastructure providers to host the service. They process data on our instructions and are not permitted to use it for their own purposes.

We disclose data to authorities only where we are legally required to.

Where data is stored and how it is protected

Each workspace's data is held in its own database, separated from other customers.

Access tokens and other credentials are encrypted before they are stored. Traffic between your browser, our servers and Meta is encrypted in transit.

How long we keep it

We keep workspace data for as long as the workspace is active. When a workspace is closed, its data is deleted or anonymised.

You can request deletion at any time — see our Data Deletion Instructions.

Your choices

• • Disconnect WhatsApp at any time. For a Coexistence number this is done in the WhatsApp Business App: Settings → Account → Business Platform → Disconnect Account.
• • Request a copy of your data, or ask us to correct it.
• • Request deletion of your data.

Aelix Work and Aelix Head: who holds the data

Aelix Work is the app for a company's people. With it you clock in, request leave, claim expenses with receipt photos, read announcements and approve requests. Owners and admins also manage people, attendance and the catalogue, see today's sales and open the company's back office. On a shop tablet or PC, Aelix Work can instead be set up as a till that keeps selling while offline.

Aelix Head holds the company's data. It runs on a Mac, a Windows PC or an Android device the company owns, or on the company's own Linux server, and keeps the company's tills and phones in sync.

The company that set up Aelix Head, your employer or your own business, decides what is recorded about its people and its sales, and controls that data. It is kept encrypted on Aelix Head, not on our servers, and we can't read it. For your records in a company, such as attendance, leave, claims and approvals, ask the company's owner or admin: they hold them, not us.

Aelix Work on your phone shows the company's data live from Aelix Head and keeps no copy of it. A till keeps an encrypted copy of only what it needs to sell while offline. Before you first use Aelix Work for a company, it shows a privacy notice that explains what the company keeps about you and your rights.

Aelix Work and Aelix Head: what reaches us

The apps never send us your company's business data or the records it keeps about you. Only this reaches our servers:

• • Licence renewal: Aelix Head sends api.aelix.app the company's licence id and the company's public key. Nothing else.
• • The relay: a phone or till away from the shop's Wi-Fi reaches Aelix Head through our relay, relay.aelix.app. The relay forwards only end-to-end encrypted traffic and stores none of it. It sees IP addresses, and when and how much data passes, but never the content.
• • Notifications away from the shop, only if the company's owner turns them on: Aelix Head wakes a phone through our relay and Firebase Cloud Messaging (Google) or the Apple Push Notification service. The wake-up carries no content; the phone then fetches what's new directly from Aelix Head. Push tokens are kept on Aelix Head, and Google, Apple and our relay learn only that a phone was woken, not by whom or why.
• • Crash reports, only if the company's owner turns them on: stack traces only, with no data you entered, no messages and no logs.
• • Like any server, ours see the IP address of a device that connects to them, and when it connected.

Aelix Work: location

Aelix Work reads your phone's location only at the moment you clock in or out, and only after you agree on a consent screen. It never reads your location in the background.

Aelix Head checks the location against the company's work locations and keeps only the nearest work location and your distance from it, not your coordinates. Your location never reaches us.

You can turn off location access for Aelix Work in your phone's settings at any time.

Aelix Work: camera, photos and fingerprint or face

• • Camera: to scan the code Aelix Head shows when you join a company, to scan item barcodes on a till, and to photograph receipts.
• • Photos: a receipt photo you take, or pick from your gallery, is attached to your expense claim and sent end-to-end encrypted to Aelix Head. The app opens only the photo you pick.
• • Fingerprint or face: when you approve a request, your phone checks your fingerprint or face before it signs with your approval key, which is kept in your phone's secure key store. The check is done by your phone; Aelix never receives your fingerprint or face data.
• • Notifications: to tell you about a request waiting for you, how yours ended, and new announcements.

Aelix Head: storage, backups and how long data is kept

Aelix Head keeps the company's data encrypted on the device it runs on. It makes encrypted backups to a folder the owner chooses, such as a USB drive or a folder synced by Google Drive, iCloud Drive or OneDrive, so a cloud provider only ever holds encrypted files.

The company keeps its records until its owner or admin deletes them. The owner can also set how long attendance, and the records of people who have left, are kept; Aelix Head then deletes older records from itself, its tills and its backups.

We hold no copy of the company's data and no key to it. If a company loses all its devices and two of its three recovery sheets, nobody can recover its data, including us.

Aelix Work and Aelix Head: no ads, tracking or sale

The apps show no ads and don't track you across other companies' apps or websites. They send no usage analytics. We don't sell any data from the apps.

Aelix Work and Aelix Head: questions and your rights

To see, correct or delete your records in a company, ask that company's owner or admin. To leave a company, use Keluar dari perusahaan (Leave the company) in Aelix Work. The Data Deletion Instructions explain each way to remove data.

For questions about the apps or about this policy, email privacy@beemata.co.id, or see our Support page.

Changes to this policy

If we make material changes we will update the date on this page and, where appropriate, notify workspace administrators.