Overview
Next Automate operates the Next Automate CRM (the “Service”), a business CRM at crm.nextautomate.in used by our business customers (“Clients”) to manage their sales pipeline. This policy explains what data we collect, why we collect it, how we store it, who can see it, how long we keep it, and how it can be deleted.
Two kinds of personal data pass through the Service:
- Client user data — the accounts of the people at our Client who use the CRM. For this data Next Automate is the controller.
- Contact and lead data — including Meta Lead Ads data — which belongs to our Client. For this data the Client is the controller and Next Automate acts only as their processor, handling it on the Client’s documented instructions.
1. Meta Lead Ads Data
Next Automate accesses Meta Lead Ads data through the Meta Graph API and Meta Marketing API. Where this policy says “Meta” it means Meta Platforms, Inc. and its APIs (Facebook, Facebook Lead Ads, the Graph API and the Marketing API).
1.1 How the data reaches us
A Client connects their own Facebook Page to the Service using Facebook Login, granting the
permissions leads_retrieval, pages_show_list,
pages_read_engagement, pages_manage_metadata and
pages_manage_ads. We then subscribe the Page the Client selected to our app’s
leadgen webhook. When a person submits one of that Page’s Lead Ad forms, Meta sends
us a leadgen_id and we call the Graph API to retrieve the data that person
voluntarily submitted, so it can appear as a lead in the Client’s CRM.
1.2 Exactly which fields we collect
| Data | Detail |
|---|---|
| Name | full_name, or first_name and last_name |
| Email address | email |
| Phone number | phone_number / phone |
| Company and city | company_name, city, where the form asks for them |
| Custom questions | Any additional question the Client added to their own Lead Ad form, stored with the lead as submitted |
| Lead metadata | Lead ID, form ID, ad ID, Page ID and submission time — used to file the lead correctly and to avoid importing the same lead twice |
| Page details | The connected Page’s name and ID, the name and Facebook user ID of the person who authorised the connection, and the Page access token |
We request no more than the above. We do not collect or store Page posts, comments, follower lists, messages, ad-spend data, or any Facebook profile data beyond the identifiers needed to maintain the connection the Client authorised.
1.3 Why we collect it
Solely to deliver the leads generated by the Client’s own advertising into the Client’s own CRM so their sales team can follow up. We do not sell Meta Lead Ads data, do not use it for advertising, do not build profiles from it, do not share it with data brokers, and do not use it to train machine learning models.
1.4 Where and how it is stored
- Lead records are stored in our managed MongoDB database, hosted in Google Cloud, with encryption at rest and TLS 1.2+ in transit.
- Page access tokens are additionally encrypted at the application level with AES-256-GCM before being written, and are never returned by our API or written to logs.
- Every record is tagged with the Client’s tenant ID, and every database query is scoped to the tenant of the requesting user.
1.5 Who can see it
Only authorised users of the single Client tenant that owns the connected Page, subject to that Client’s own roles and permissions. No other Client can see it. Next Automate staff access it only where necessary for support or to investigate a fault, under access controls and audit logging.
1.6 How long we keep it
- Lead records: kept for as long as the Client’s account is active, because they are the Client’s record of their own business contact, and deleted within 90 days of the Client’s account being closed.
- Page access tokens: destroyed immediately when the Client disconnects the Page, when the person who authorised the connection removes our app, when a data deletion request is received, or when Meta invalidates the token.
- Connection audit events (connect, disconnect, token invalid, lead received): kept for 24 months for security and troubleshooting. They record Page IDs and timestamps, not lead field data.
- Earlier deletion on request is always available — see section 6.
1.7 How Meta Lead Ads data is deleted
- In the CRM: a Client can delete any lead at any time, and can disconnect the Page at Settings → Integrations → Facebook Lead Ads, which unsubscribes the Page from our webhook and destroys the stored access token.
- By request: a Client, or a person whose lead was submitted, can email support@nextautomate.in. We verify the request, permanently erase the data and confirm in writing, within 30 days.
- Through Facebook: removing the Next Automate app under Facebook Settings →
Apps and Websites triggers our Meta Data Deletion Callback at
/api/v1/facebook/data-deletion. We unsubscribe every Page that account connected, destroy the access tokens, mark the connections disconnected, and return a confirmation code and a status URL where the outcome of that request can be checked. Our deauthorize callback at/api/v1/facebook/deauthorizedoes the same when the app is removed.
Lead records themselves belong to the Client whose ad generated them and remain in that Client’s CRM after an app deletion request unless the Client or the lead subject asks us to erase them, as described above — the same way a business keeps an enquiry it received. We honour every such erasure request.
2. Other data we collect
CRM account data
Name, work email, phone number, role and password hash for each user our Client creates, so they can sign in and be assigned work.
Business records the Client enters
Customers, leads, deals, projects, tasks, quotations, invoices, files and messages that the Client or their users create in the Service. This is the Client’s data; we process it only to provide the Service.
Technical data
IP address, browser user agent, timestamps and audit entries for security, abuse prevention and troubleshooting.
Other connected channels
Where a Client connects additional channels — such as WhatsApp Business, Instagram or email — we process the messages and contact details from those channels for the same purpose: delivering them into that Client’s CRM. The storage, access, retention and deletion terms in this policy apply to that data too.
4. Security
- All traffic is served over HTTPS/TLS.
- Passwords are stored as salted bcrypt hashes; sessions use signed, expiring JWTs.
- Facebook Page access tokens are encrypted at rest with AES-256-GCM and are excluded from API responses and logs by default.
- Inbound Meta webhooks are verified with an HMAC-SHA256
X-Hub-Signature-256check against our app secret; unsigned or mis-signed requests are rejected. - Every record is scoped to a tenant, and role-based permissions govern what each user can see.
- Connection and administrative actions are written to an audit log.
5. Retention
| Data | Retained for |
|---|---|
| Meta Lead Ads lead records | Life of the Client account, then deleted within 90 days of closure |
| Facebook Page access tokens | Destroyed on disconnect, deauthorization, deletion request or token invalidation |
| Facebook connection audit events | 24 months |
| CRM user accounts | Life of the Client account, then deleted within 90 days of closure |
| Security and access logs | 12 months |
Deletion requests are honoured ahead of these periods, except where we are legally required to retain a record (for example, tax records relating to an invoice).
6. Your deletion rights and how to exercise them
You may ask us to access, correct, export or permanently erase personal data we hold about you. Email support@nextautomate.in with enough detail to locate the record — for a lead, the email address or phone number submitted, and the business you submitted it to. We verify every request, complete it within 30 days, and confirm in writing.
Where the data is a lead in a Client’s CRM, the Client is the controller: we will action the erasure and notify that Client, or direct you to them where the law requires the controller to respond. You may also contact us to withdraw consent, object to processing, or complain to your local data protection authority.
Facebook users can additionally trigger deletion directly from Facebook — see section 1.7. A full description of that flow, including the callback URLs, is on our data deletion instructions page.
7. Children, changes and contact
The Service is a business tool and is not directed at children under 16; we do not knowingly collect their data.
If we change this policy we will update the “Last updated” date above, and will notify Clients in the application where the change is material.
Contact / Grievance Officer
Next Automate
Email: support@nextautomate.in
Web: crm.nextautomate.in