Privacy Policy

1. Introduction

WMA Associates ("WMA", "we", "our", or "us") respects your privacy and is committed to protecting the personal data of individuals and businesses who use our website, software platform, dashboard, and related services (collectively, the "Services").

This Privacy Policy explains how WMA Associates collects, uses, stores, protects, and processes personal data when individuals or businesses access or use our Services.

We process personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (EU) 2016/679 ("GDPR") where applicable.

By accessing or using our Services, you acknowledge that you have read and understood this Privacy Policy.

2. Scope of This Privacy Policy

This Privacy Policy applies to personal data processed through:

• the WMA Associates website;
• the WMA Associates SaaS platform;
• user accounts;
• business workspaces;
• dashboards and applications;
• customer support communications;
• connected services and integrations.

This Privacy Policy applies to:

• businesses using the WMA Platform;
• business owners;
• administrators;
• employees or authorized users;
• individual users who create accounts or interact directly with WMA Associates.

3. Data Controller Information

For certain personal data processed through our Services, WMA Associates acts as the Data Controller.

This means WMA Associates determines the purposes and methods of processing certain personal data.

Examples include:

• account information;
• contact details;
• website inquiries;
• support requests;
• platform usage and security information.

WMA Associates will provide official legal entity details once formal company registration has been completed.

Current contact information: WMA Associates — Email: wmaassociates9@gmail.com

4. GDPR Roles and Responsibilities

The role of WMA Associates under GDPR depends on the type of personal data being processed.

5. Business Customer Responsibilities

Businesses using the WMA Platform are responsible for:

• informing their customers about their own privacy practices;
• obtaining required permissions or legal bases for processing data;
• ensuring uploaded information is collected and used lawfully;
• complying with applicable privacy regulations.

WMA Associates provides software infrastructure and tools but does not decide how each business uses data relating to its own customers.

6. Platform Analytics

The WMA Platform may provide built-in analytics features that allow users and businesses to understand their own operational data.

These analytics features are part of the WMA Platform and are not provided through external analytics providers.

WMA Associates does not sell customer data or provide customer information to third-party analytics companies.

7. Categories of Personal Data We Collect

WMA Associates collects and processes different types of personal data depending on how individuals and businesses use our Services.

The types of data collected may include information provided directly by users, information created through use of the Platform, and technical information required for the operation, security, and improvement of the Services.

8. Account Information

When individuals or businesses create an account or access the Platform, WMA Associates may collect information such as:

• full name;
• email address;
• phone number;
• account credentials;
• login information;
• user role and permissions;
• account preferences;
• communication preferences.

This information is used to create and manage accounts, provide access to the Platform, communicate with users, and maintain account security.

9. Business Information

Businesses using the WMA Platform may provide information related to their business operations. This may include:

• business name;
• business contact information;
• business address;
• business category;
• services offered;
• staff information;
• operating hours;
• availability settings;
• business preferences;
• configuration settings.

This information allows the Platform to provide business management functionality.

10. Business Customer Data and End Customer Data

The WMA Platform allows businesses to manage information relating to their own customers, members, clients, or contacts.

For example, a gym, clinic, salon, or other business may store information about individuals who use their services. This information may include:

• customer names;
• contact information;
• appointment history;
• membership information;
• package information;
• customer notes;
• tags and categories;
• customer documents;
• customer-related records.

For this type of information, the business using the WMA Platform acts as the Data Controller; WMA Associates acts as the Data Processor; and the business remains responsible for ensuring it has a lawful basis to collect, use, and store this information.

WMA Associates processes this information only to provide, maintain, secure, and improve the Platform according to the instructions of the business customer.

11. Booking and Service Information

The Platform may process information related to bookings, appointments, and services managed by businesses. This may include:

• appointment dates and times;
• selected services;
• assigned staff members;
• assigned resources;
• booking status;
• cancellations;
• rescheduling information;
• customer booking preferences.

This information is processed to provide scheduling, management, and operational features.

12. Membership, Package and Transaction Information

Where applicable, the Platform may store information related to memberships, packages, customer entitlements, and service usage. This may include:

• membership type;
• package details;
• purchase records;
• expiry dates;
• remaining credits;
• renewal information;
• usage history.

WMA Associates does not process payment card information unless payment processing functionality is introduced through future integrations.

13. Files, Documents and Uploaded Content

Users may upload or store files and documents through the Platform. Depending on how businesses use the Services, this may include:

• customer documents;
• business documents;
• images;
• files attached to records;
• notes;
• other information uploaded by authorized users.

Businesses are responsible for ensuring they have the necessary rights, permissions, and lawful basis to upload and process such information.

14. Sensitive Personal Data

WMA Associates does not intentionally request or determine the collection of special categories of personal data under GDPR, including sensitive information such as health data.

However, businesses using the Platform may choose to store information relating to their own customers depending on their industry and operational needs.

For example, a healthcare-related business may store information that could include health-related details within customer records, notes, or documents. In such cases:

• The business customer remains responsible for ensuring lawful processing of such information;
• The business customer must provide appropriate notices and obtain any required permissions from individuals;
• WMA Associates processes such information only as a Data Processor providing the technical infrastructure.

15. Communication Information

When users communicate with WMA Associates, we may collect information relating to those communications. This may include:

• emails;
• support requests;
• messages;
• feedback;
• feature requests;
• other communications sent to WMA Associates.

This information helps us provide support and improve our Services.

16. Technical and Usage Information

When users access the Platform, WMA Associates may collect technical information necessary for operation, security, and improvement of the Services. This may include:

• IP address;
• browser type;
• device information;
• operating system;
• login activity;
• security logs;
• access times;
• Platform usage activity.

This information is used to maintain security, detect abuse, troubleshoot issues, and improve Platform performance.

17. Platform Analytics Information

The WMA Platform may provide built-in analytics features that allow businesses to understand their own operational activity. These analytics may include:

• usage statistics;
• booking trends;
• membership activity;
• operational reports;
• business performance indicators.

These analytics features are part of the WMA Platform functionality and are not provided through external analytics providers.

WMA Associates does not sell customer data or provide customer information to third-party analytics companies.

18. How WMA Associates Uses Personal Data

WMA Associates processes personal data only for legitimate business purposes related to providing, maintaining, securing, and improving its Services.

The way personal data is used depends on the type of data being processed and the relationship between WMA Associates, the user, and the business customer.

19. Providing and Operating the Services

WMA Associates may use personal data to:

• create and manage user accounts;
• provide access to the Platform;
• operate business workspaces;
• provide requested features and functionality;
• maintain service availability;
• provide customer support;
• communicate important service-related information.

Legal basis under GDPR: Performance of a Contract. Processing is necessary to provide the Services requested by the user or business customer.

20. Account Management and Communication

WMA Associates may use personal data to:

• verify user identity;
• manage accounts;
• send service notifications;
• respond to inquiries;
• provide technical support;
• communicate updates related to the Services.

Legal basis under GDPR: Performance of a Contract and, where applicable, Legitimate Interests.

21. Platform Security and Fraud Prevention

WMA Associates may process personal data to:

• protect accounts;
• detect unauthorized access;
• prevent fraud;
• investigate misuse;
• maintain system security;
• enforce Terms of Service.

Legal basis under GDPR: Legitimate Interests. WMA Associates has a legitimate interest in protecting its Platform, users, systems, and Services from abuse or security threats.

22. Service Improvement and Development

WMA Associates may use technical and usage information to:

• improve Platform performance;
• identify errors;
• develop new features;
• optimize user experience;
• improve reliability and security.

Where possible, information used for improvement purposes will be aggregated or minimized.

Legal basis under GDPR: Legitimate Interests.

23. Processing Business Customer Data

When businesses use the WMA Platform to manage information about their own customers, members, clients, or employees, the business customer determines the purpose and method of processing and acts as the Data Controller, while WMA Associates acts as the Data Processor.

WMA Associates processes such data only:

• to provide the Platform;
• to maintain functionality;
• to provide technical support;
• to maintain security;
• according to the instructions of the business customer.

WMA Associates does not use business customer data for independent marketing, advertising, or unrelated commercial purposes.

24. Legal Bases Under GDPR

Depending on the circumstances, WMA Associates may rely on the following legal bases for processing personal data:

25. Marketing Communications

WMA Associates may communicate with users regarding:

• service updates;
• important account information;
• product announcements;
• new features.

Where required by applicable law, WMA Associates will obtain appropriate consent before sending marketing communications. Users may unsubscribe from marketing communications at any time.

26. Automated Decision-Making

WMA Associates does not currently use personal data to make decisions based solely on automated processing that produce legal or similarly significant effects on individuals.

If such functionality is introduced in the future, this Privacy Policy will be updated accordingly.

27. Sharing of Personal Data

WMA Associates does not sell, rent, or trade personal data.

WMA Associates may share or provide access to personal data only when necessary to operate, maintain, secure, and provide the Services. Personal data may be shared with:

• service providers that support the operation of the Platform;
• infrastructure providers;
• email and communication providers;
• technical service providers;
• professional advisors where necessary;
• authorities where required by law.

WMA Associates ensures that third parties who process personal data on behalf of WMA are required to maintain appropriate confidentiality and security measures.

28. Third-Party Service Providers

WMA Associates may use trusted third-party providers to support the operation of its Services. These providers may include:

29. Business Customer Data and Third Parties

When a business uses the WMA Platform to manage information about its own customers, WMA Associates does not share that information with third parties for advertising, marketing, or unrelated commercial purposes.

Business customer data is processed only as necessary to:

• provide the Platform;
• maintain service functionality;
• provide technical support;
• protect security;
• comply with legal obligations.

30. International Data Transfers

WMA Associates may use service providers that operate infrastructure or process information in countries outside the European Economic Area (EEA).

Where personal data is transferred internationally, WMA Associates will take reasonable steps to ensure that appropriate safeguards are in place, including where applicable:

• adequacy decisions approved by the European Commission;
• Standard Contractual Clauses (SCCs);
• other legally recognized transfer mechanisms.

31. Data Security

WMA Associates implements reasonable technical and organizational measures designed to protect personal data against:

• unauthorized access;
• accidental loss;
• misuse;
• alteration;
• disclosure;
• destruction.

Security measures may include:

• access controls;
• authentication mechanisms;
• permission management;
• security monitoring;
• backup procedures;
• system updates.

However, no method of electronic storage or transmission can be guaranteed to be completely secure.

32. Data Retention

WMA Associates retains personal data only for as long as necessary for the purposes described in this Privacy Policy. Retention periods depend on:

• the type of data;
• the purpose of processing;
• legal requirements;
• contractual obligations;
• security and operational needs.

Examples:

• Account information may be retained while an account remains active.
• Business customer data may be retained according to the agreement between WMA Associates and the business customer.
• Support communications may be retained for operational and security purposes.

When personal data is no longer required, WMA Associates will take reasonable steps to delete, anonymize, or securely dispose of such information.

33. Data Deletion and Account Closure

Users or business customers may request deletion of personal data where applicable. Deletion requests may be subject to:

• legal obligations;
• contractual requirements;
• security requirements;
• legitimate business interests.

Where WMA Associates acts as a Data Processor, deletion requests relating to end customer data should generally be managed through the relevant business customer acting as the Data Controller.

WMA Associates may retain limited information where necessary to comply with legal obligations, resolve disputes, or protect its legitimate interests.

34. Your Data Protection Rights

Depending on applicable data protection laws, individuals may have certain rights regarding their personal data. These rights may include:

35. Exercising Your Rights

To exercise any applicable data protection rights, individuals may contact WMA Associates using the contact information provided in this Privacy Policy.

Requests should include sufficient information to verify identity and understand the nature of the request. WMA Associates may request additional information where necessary to protect personal data from unauthorized access.

WMA Associates aims to respond to requests within the timeframes required by applicable data protection laws.

36. Cookies and Similar Technologies

WMA Associates may use cookies and similar technologies to support the operation and functionality of its website and Platform.

Cookies are small data files stored on a user's device that help websites and applications remember information and provide improved functionality. Cookies may be used for purposes including:

• maintaining user sessions;
• authentication;
• security;
• remembering user preferences;
• improving Platform functionality.

37. Children's Privacy

The WMA Platform is intended for businesses and individuals who are legally capable of entering into agreements and using the Services.

WMA Associates does not knowingly collect personal data from children without appropriate authorization.

If a user believes that personal data of a child has been provided to WMA Associates without appropriate permission, they should contact us so appropriate action can be taken.

38. Changes to This Privacy Policy

WMA Associates may update this Privacy Policy from time to time to reflect:

• changes to the Services;
• changes in data processing practices;
• legal or regulatory requirements;
• improvements to transparency.

When significant changes are made, WMA Associates may provide notice through appropriate channels. The updated version will include a revised "Last Updated" date.

39. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or the processing of personal data, you may contact WMA Associates at:

WMA Associates — Email: wmaassociates9@gmail.com

Official company details will be updated once WMA Associates completes formal business registration.