Privacy notice
Updated 9 October 2026
This notice covers the initial Evoflo pilot of Evoflo Capsule Sync, an integration being developed to record one-to-one WhatsApp customer conversations in Capsule CRM. Evoflo also intends to provide this integration as part of the operating systems for its planned franchise network. It explains the intended processing when the pilot is enabled; publishing this notice does not mean message synchronisation is already active.
No external franchise business has been onboarded to the integration. Before any such business is onboarded, its own data-controller responsibilities, processing instructions, authorised access and privacy information must be established. This notice does not authorise access to another business’s accounts or sharing its customer data across franchise businesses.
Who is responsible
Klaus Boden Limited trading as Evoflo is responsible for the customer records handled by this integration. Company number: 12304714. Registered office: 16 Wadebridge House, Wadebridge Square, Poundbury, Dorchester, Dorset, DT1 3AQ. Contact elliot@evoflo.energy with privacy questions or requests.
What the integration uses
When authorised and enabled, the integration receives WhatsApp message content, sender and recipient phone numbers, message identifiers, timestamps, message types and delivery or account events needed to operate the connection. Supported media messages may be recorded as descriptions or placeholders rather than copied files. If chat-history sharing is enabled during onboarding, previously sent and received one-to-one messages may also be received.
The integration reads Capsule contact identifiers and phone numbers to identify an exact match. It records matched conversations against the corresponding customer contact. Unmatched or ambiguous messages are held for review rather than automatically creating a contact. Group conversations are outside this integration’s scope.
Why we use this information
We use the records to handle enquiries, arrange and provide our services, maintain customer correspondence and support follow-up by our team. This supports our legitimate interests in managing customer relationships and, where applicable, taking steps requested before a contract or performing a contract with a customer.
Where information is processed
Meta and WhatsApp provide the messaging connection. Cloudflare hosts the integration and its processing database. Capsule stores the customer conversation record. These services process information under their own applicable terms and privacy arrangements.
Authorised Evoflo staff can access relevant customer records. Where Evoflo has enabled connected workplace tools, those tools, including AI assistants, may access Capsule records under the access granted by Evoflo. This integration itself does not send conversations to an AI model. Evoflo does not sell the information or provide it to other businesses for their own marketing.
Our service providers may process information outside the UK. Information about their processing locations and transfer arrangements is available in their privacy notices: WhatsApp, Cloudflare and Capsule.
Retention and access controls
Message content is held in the integration’s processing database while delivery to Capsule is pending or a message requires review. After a successful write, the event’s message-text field is cleared; message identifiers, phone-matching data and processing metadata may remain to prevent duplicates and operate the service. Conversation records remain in Capsule while needed for customer service and business records. The prototype does not currently implement an automatic deletion schedule.
Access to the integration’s account credentials and customer records is restricted to authorised access. Disconnecting the WhatsApp connection stops future synchronisation but does not by itself remove records already copied to Capsule.
Your choices and requests
You can contact us to request access, correction, deletion, restriction or, where applicable, data portability, subject to applicable rights and record-retention requirements. We may need to confirm your identity before changing a customer record. You can also raise a concern with the Information Commissioner’s Office.
Right to object: you can object to our processing based on legitimate interests by emailing elliot@evoflo.energy. We will consider the request and explain our response.
See data-deletion and disconnection instructions for how to make a request.