Last updated: 07 July 2026

Microchips provides software solutions, clinic management systems, communication tools, and related information technology services. This Privacy Policy explains how we collect, use, store, share, and protect information when our clients use our systems, websites, and integrations, including the WhatsApp Business Platform integration.

By using our website, software, or integration services, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We may collect and process information required to provide, secure, support, and improve our services. This may include:

• Business contact information, such as company name, contact person, email address, phone number, and address.
• System user information, such as usernames, roles, access permissions, and activity logs.
• Patient, lead, appointment, invoice, and service information entered by our clients into the PMS or related systems.
• Technical information, such as IP address, browser type, device information, server logs, error logs, and diagnostic data.
• Support information shared with us when clients request technical support or implementation assistance.

2. WhatsApp Business Platform Data

If a client enables our WhatsApp Business Platform integration, we may process data required to connect the client’s WhatsApp Business Account with our PMS and communication modules. This may include:

• WhatsApp Business Account ID.
• Meta Business ID.
• WhatsApp phone number ID and business phone number.
• Access tokens and authentication-related data required to operate the integration.
• Message IDs, recipient phone numbers, message content, message templates, campaign records, and media references.
• Message delivery, sent, failed, read, and replied statuses.
• Webhook events and diagnostic logs received from Meta or WhatsApp Business Platform.

We use this data only to provide WhatsApp messaging features requested by our clients, such as inbox management, approved template sending, campaign sending, delivery tracking, replies, and technical troubleshooting.

3. How We Use Information

We use collected information for the following purposes:

• To provide, operate, and maintain our software and integration services.
• To configure and support PMS, HR, accounting, clinic, WhatsApp, and related modules.
• To send WhatsApp messages, manage templates, process webhooks, and track delivery statuses when enabled by the client.
• To troubleshoot technical issues, monitor system health, and improve service reliability.
• To protect systems from unauthorized access, fraud, abuse, or misuse.
• To comply with legal, regulatory, contractual, and security obligations.

4. Client Responsibility

Our clients are responsible for ensuring that data entered into our systems is collected and used lawfully. This includes obtaining any required consent from patients, leads, customers, employees, or other data subjects before sending WhatsApp messages, marketing campaigns, reminders, or other communications.

Clients are also responsible for the content of the messages they send through our systems and for complying with Meta, WhatsApp Business Platform, and applicable local laws and regulations.

5. Data Sharing and Service Providers

We do not sell personal data. We may share or process data with trusted service providers only when necessary to provide our services. These may include:

• Hosting and infrastructure providers.
• Database, backup, and security service providers.
• Communication platform providers, including Meta and WhatsApp Business Platform.
• Technical support, development, and maintenance teams.

These providers are used only for service delivery, hosting, storage, security, maintenance, troubleshooting, and support purposes.

6. Data Storage and Security

We use reasonable technical and organizational measures to protect data against unauthorized access, loss, misuse, alteration, or disclosure. These measures may include access controls, user permissions, encryption where applicable, server security, backups, logging, and administrative controls.

No system can be guaranteed to be completely secure. However, we work to maintain appropriate safeguards based on the nature of the data and the services provided.

7. Data Retention

We retain data for as long as necessary to provide our services, comply with legal or contractual obligations, resolve disputes, enforce agreements, maintain audit records, and support business operations.

WhatsApp message logs, campaign records, webhook logs, and technical records may be retained for operational, audit, troubleshooting, and support purposes unless deletion is requested and legally permissible.

8. Data Deletion Requests

Clients or authorized business representatives may request deletion of eligible data by contacting us. Before processing a deletion request, we may need to verify the requester’s authority and confirm the affected business account, system, or integration.

To request deletion, contact us at:

Email: support@microchips.com.sa

Please include the business name, contact person, email address, and a clear description of the data deletion request. If the request relates to WhatsApp integration data, please include the WhatsApp Business Account ID or business phone number if available.

9. Access, Correction, and Support Requests

Authorized clients may request access to, correction of, or support regarding data stored in their own PMS or related systems. Requests should be sent through the client’s authorized administrator or official business representative.

10. International Processing

Depending on the hosting environment, support arrangement, and service providers used, data may be stored or processed in countries other than the client’s country. We take reasonable steps to ensure that data is handled securely and only for the purposes described in this Privacy Policy.

11. Cookies and Website Data

Our website may use cookies or similar technologies to improve website performance, remember preferences, analyze traffic, or support website functionality. Users can control cookies through their browser settings.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. Continued use of our services after changes are posted means the updated policy applies.

13. Contact Us

For privacy questions, support requests, or data deletion requests, contact us:

Company: Microchips
Email: support@microchips.com.sa
Country: Saudi Arabia