Data Handling Manual
Last updated: September 8, 2026
This manual explains, in practical terms, how AI Pro Solutions processes the data our AI products handle, for both the visitors of this site and the business clients who deploy our products. It complements, and should be read together with, our Privacy Notice.
Read the Privacy Notice →Our Role
For data from this website and our own leads, AI Pro Solutions is the data controller. When we deploy Libi, ATLAS, or automations for a business client, the client is the controller and AI Pro Solutions acts as a data processor, processing end-user data only under the client's documented instructions.
Data by Product
Libi: call audio, transcripts, phone numbers, WhatsApp messages, and appointment details. ATLAS: the documents, files, and internal records a client connects, plus the questions asked. Unified inbox: the conversations a business holds with its own customers on WhatsApp, Instagram Direct, and Messenger. Automations: only the fields required to run each workflow (e.g. lead name, contact, status) moving between the client's own tools.
Meta Messaging Data (WhatsApp, Instagram, Messenger)
When a business connects its Meta accounts to our platform, we process: the username, account ID, and profile picture of the connected professional account; the content of messages exchanged with its customers, including text, attachments, and media; timestamps and delivery status; the platform-scoped identifier and public display name of each person who writes to the business; and, where the business enables it, public comments on its own posts. We process this data solely to display those conversations in the business's inbox and to answer them on its behalf. We do not use it for advertising, we do not sell it, and we do not build profiles unrelated to the customer relationship. Message content is retained only as long as the business keeps the conversation in its inbox, and is deleted on request.
Storage & Location
Data is stored with the providers listed in our Privacy Notice (Retell AI, Meta platforms: WhatsApp, Instagram, and Messenger; Google Workspace, n8n, OpenAI, Supabase, Hostinger). Message text may be sent to a language model through OpenRouter to generate a reply; those providers process it to return the answer and are not permitted to use it for training. Where a client requires it, ATLAS can run on the client's own infrastructure so their documents never leave their environment.
Security
Data is encrypted in transit (TLS). Access is limited to the minimum personnel needed to operate and support each system, protected by strong authentication. We do not use client end-user data to train third-party models beyond what is required to deliver the service.
Sub-processors
We rely on the third-party providers named in the Privacy Notice as sub-processors. Each operates under its own data-protection terms. We will inform clients of material changes to this list where their agreement requires it.
Retention & Deletion
We keep data only as long as needed to provide the service or as the client instructs, and then delete or anonymize it. Clients (and end users) may request export or deletion of their data at any time.
Client Responsibilities
Business clients are responsible for having a lawful basis to process their end users' data, for informing those end users (including any call-recording notice), and for obtaining any consent their jurisdiction requires before deploying our products.
Requests & Contact
To request access, export, correction, or deletion of data, or to ask anything about how we handle it, email javier@aiprosolutions.io. We respond within the timeframe required by applicable law.