HL manager is a coaching and business system for independent nutrition distributors and their teams. Big Chief PTE LTD, a Singapore company, runs it ("we"). This policy says what data HL manager holds, why, who else handles it, and what you can ask of us.
Who this covers
The people who sign in to HL manager: the owner of each workspace and the members of their team. For their account data we decide why and how it is used — we are its controller.
The distributors' clients and leads, and anyone who writes to our WhatsApp number. Each distributor decides what goes into their own workspace and why. They are the controller of that data, and we process it only for them, under our agreement with them. Ask your distributor first about the data they keep on you; you can also write to us, and we will pass your request on.
What we keep about the people who sign in
Your name, email address and, if you sign in with Google, the profile picture Google gives us. We ask Google for nothing more than that, and use it only to sign you in and to show your team who did what.
Your workspaces and your role in each, your sign-in sessions (when, from which browser, and the IP address), and a log of the changes you make in a workspace.
The messages you send to our WhatsApp number: your phone number, your WhatsApp profile name, and the text, photos, voice notes and documents in them.
What a distributor's workspace holds
What the distributor enters or imports: their clients' and leads' names, phone numbers, notes, follow-ups, orders, and the answers to their intake form. Some of it is health data — weights, body measurements and body photos — and distributors enter it only for clients who have agreed.
A message a client or lead sends to our WhatsApp number goes to the workspace of the distributor who serves them. If no distributor is known for that phone, only our platform admin sees the message, to find who it belongs to.
Our WhatsApp number
We receive messages through Meta's WhatsApp Business Platform. The number answers only the people who sign in to HL manager — workspace owners and their team members — and only within 24 hours of their own last message. It sends no advertising, and it never starts a conversation.
A client, a lead or anyone else who writes to the number gets no answer from it. Their distributor answers from their own WhatsApp. A message that says only "stop" is recorded, and the number will not write to that phone.
How we use it
To run HL manager: sign-in, the workspace, sorting messages to the right workspace, reports, and the features that draft text or read a photo for you. To keep it secure, fix problems and answer your questions.
We do not sell data, we do not use it for advertising, and we do not share it with anyone outside the list below.
Who else handles it
Each of these works for us, only to run HL manager, under its own data terms:
Fly.io — our servers and database, in Frankfurt, Germany. Upstash — the job queue on those servers. Tigris — storage for photos, voice notes and files.
Meta — the WhatsApp Business Platform, which carries the number's messages.
Google — sign-in with Google, the intake forms, and the Gemini AI models. Anthropic — the Claude AI models. The AI features send a model only the part of the data the task needs. Langfuse — records those AI requests, so we can check their quality and cost.
RunPod — turns voice notes into text.
Resend — sends the sign-in emails.
Some of these providers process data outside the country you live in, including in the United States.
How long we keep it, and deletion
We keep data while the account or workspace is active and HL manager needs it to work. When a workspace ends, or you ask us to delete your account, we delete the data, unless the law requires us to keep it.
To delete your account or data, email bigchiefsoftware@gmail.com from the address you sign in with, or ask the owner of your workspace. A client or lead can ask their distributor, or email us.
Your rights
You can ask to see the data we hold about you, to correct it, to delete it, or to get a copy. Email us, and we answer within 30 days. You can also complain to the privacy authority in your country — in Israel, the Privacy Protection Authority.
Keeping it safe
Every page needs a sign-in, connections are encrypted, and each workspace's data is kept apart in the database itself. Our platform admin may enter a workspace to help or to fix a problem, and every entry is written to that workspace's log. If we learn that data was exposed, we tell the distributors it concerns without delay.
Changes
When this policy changes, the new version is posted here with its date. If a change matters to how your data is used, we tell you by email or in the app before it takes effect.