Privacy Policy

1. Data controller identification

The data controller for personal data is:

For certain data processed on behalf of our customers, including leads, messages, comments, business contacts and data imported into the platform, PingSales acts as a processor and the customer is the data controller for that data.

2. What is PingSales

PingSales is a SaaS platform for sales management, CRM, marketing automation, artificial intelligence, lead management, message and comment tracking, campaigns and commercial interactions.

The platform may allow customers to connect third-party accounts and digital assets, including Meta accounts, Facebook pages, professional Instagram accounts, ad accounts, Lead Ads forms, Messenger messages and comments.

3. Personal data we may process

We may process the following categories of data, depending on the features used:

• User account data: Name, email, phone, company, job title, encrypted password, permissions, team, workspace, subscribed plan and platform usage history.
• Technical data: IP address, session identifiers, browser, device, operating system, access logs, date and time of use, pages visited and actions performed within the platform.
• Billing and contract data: Name or company name, tax ID, billing address, billing email, payment data, subscribed plan, commercial documents and payment history.
• Meta integration data: Meta user identifiers, Facebook pages, professional Instagram accounts, ad accounts, Business Manager, permissions, access tokens, lead forms, campaigns, ads, performance metrics and technical integration data.
• Lead data: Name, email, phone, company, message, source, campaign, form, ad, submission date, consents, sales status and interaction history.
• Message and comment data: Messages received, comments, conversation identifiers, content, attachments, conversation status and response history.
• Artificial intelligence data: Content provided, messages, comments, prompts, generated responses, classifications, summaries, purchase intent and response suggestions.

4. Data obtained through Meta platforms

PingSales only accesses Meta data when the user expressly authorises the connection of their account, page, ad account or Instagram account to the platform.

We may use data obtained through Meta APIs to:

• Review and organise leads received through Facebook Lead Ads.
• Display campaigns, ads, metrics and performance for authorised ad accounts.
• Read and manage comments on authorised Facebook pages and professional Instagram accounts.
• Receive, organise and enable replies to Messenger and Instagram messages, when authorised.
• Synchronise authorised pages, ad accounts, forms and commercial assets.
• Automate sales, CRM, support and lead qualification tasks.

• We do not sell data obtained through Meta.
• We do not use Meta data for purposes incompatible with the permissions granted by the user.
• We do not transfer Meta data to third parties, except technical providers necessary to operate PingSales.
• We do not use Meta data to create independent profiles outside the purpose contracted by the customer.
• We do not use Meta data to train public or general artificial intelligence models.

5. Purposes of processing

• Create, manage and protect user accounts.
• Provide the services contracted on the PingSales platform.
• Enable connection of Meta, Facebook, Instagram, Messenger and ad accounts.
• Synchronise leads, messages, comments, campaigns and metrics.
• Manage sales pipelines, CRM, contacts and opportunities.
• Automate replies, classifications, notifications and sales tasks.
• Generate analysis, reports and performance metrics.
• Provide technical support and customer assistance.
• Comply with legal, tax and accounting obligations.
• Prevent fraud, abuse, unauthorised access and security incidents.
• Improve the platform, provided this is done proportionally and in a manner compatible with user privacy.

6. Legal bases

• Contract performance, when processing is necessary to provide the PingSales platform.
• Consent, when the user authorises integrations, permissions, optional communications or specific features.
• Legitimate interest, including security, fraud prevention, platform improvement, support and operational management.
• Legal obligation, including tax, accounting and legal obligations.
• Pre-contractual steps, when someone requests information, a demonstration or a commercial proposal.

7. Sharing data with third parties

We may share personal data only when necessary and proportionate, with:

• Hosting, infrastructure, database, security and backup providers.
• Email, notification, support and communication tool providers.
• Payment, billing and accounting providers.
• Artificial intelligence and automation providers, when necessary for platform features.
• Meta Platforms and related services, when the user chooses to connect or use Meta integrations.
• Public authorities, courts or administrative bodies, when required by law.

PingSales does not sell personal data.

8. International transfers

Some technology providers may be located outside the European Economic Area or process data on international infrastructure. When this occurs, appropriate safeguards will be adopted under the GDPR, including adequacy decisions, standard contractual clauses or other legally provided mechanisms.

9. Data retention

We retain data only for the period necessary to fulfil the purposes described in this Policy, provide the contracted service, comply with legal obligations or protect the rights of PingSales, customers and users.

• Account data is retained while the account remains active.
• Lead, message and comment data is retained according to customer configuration or while necessary to provide the service.
• Billing data and accounting documentation are retained for legally applicable periods.
• Technical and security logs may be retained for the period necessary for security, auditing and abuse prevention.
• Data obtained through Meta is deleted when no longer necessary, when the user removes the integration, when the customer requests deletion or when required by Meta policies or law.

10. Meta data deletion

The user may remove the Meta connection within the PingSales platform or request deletion of data through the page:

https://pingsales.pt/data-deletion

After a valid request, PingSales will delete or anonymise the associated personal data, except where retention is necessary for legal compliance, defence of rights or abuse prevention.

11. Data subject rights

Under the GDPR, data subjects may exercise, where applicable, the following rights:

• Right of access.
• Right to rectification.
• Right to erasure.
• Right to restriction of processing.
• Right to object.
• Right to data portability.
• Right to withdraw consent, where processing is based on consent.
• Right not to be subject to decisions based solely on automated processing with legal or similarly significant effects.

These rights may be exercised by email: privacy@pingsales.pt

The data subject must identify themselves sufficiently to allow validation of the request. PingSales will respond within legally applicable timeframes.

Data subject rights are provided for in the GDPR. The CNPD is the national supervisory authority in Portugal.

12. Complaints

The data subject has the right to lodge a complaint with the Portuguese Data Protection Authority:

13. Security

PingSales adopts appropriate technical and organisational measures to protect personal data, including access control, encryption where applicable, permission segregation, backups, monitoring, security logs and internal policies of limited access.

Despite the measures adopted, no system is completely immune to risk. In the event of a relevant incident, PingSales will act as legally required.

14. Customer processors

When a customer uses PingSales to manage leads, contacts, messages, comments or campaigns of their own customers or prospects, the customer is responsible for ensuring an adequate legal basis for that processing.

PingSales will process that data only according to the customer's instructions, within the scope of providing the service, unless the law requires different processing.

15. Commercial communications

PingSales may send communications related to the service, security, billing and relevant platform changes.

Optional commercial communications will only be sent when there is an adequate legal basis. The user may unsubscribe where applicable.

16. Minors

PingSales is intended for professional and business use. It is not directed at minors under 18. If data of minors is identified as being processed improperly, PingSales may delete that data.

17. Changes to this Policy

PingSales may update this Privacy Policy whenever necessary, including due to legal, technical or operational changes. The updated version will be published on this page with the update date indicated.

18. Contact

For questions related to privacy, data protection or data deletion: