Draft policy for operator review. This theme is connected to WHMCS: a configured installation can create customer accounts, orders, invoices and support records, and use enabled payment and service modules. Before adopting this policy, the operator must complete its verified identity, contacts, service terms and actual data practices. Installing the theme does not configure those business settings.
- Account platform
- Configured WHMCS installation
- Account records
- WHMCS database & connected providers
- Adopted notice
- Operator-specific
Who this notice covers
This policy model describes a Weeby interface integrated with WHMCS. On a configured installation, registration, ordering, account access, invoices and support submissions use the WHMCS application and its database. Payments and service operations depend on the gateways, registrar and provisioning modules enabled by the operator.
A live operator must identify its legal entity, business contact, privacy contact and any required representative or data protection officer. Those details have not been supplied for this theme. This model notice must be completed against the operator’s actual processing before live collection begins.
Information in the WHMCS account platform
WHMCS can collect and retain account and contact details, order configuration, invoices, transaction references, service and domain records, support tickets and attachments submitted through its enabled features. Authentication and password inputs are processed by WHMCS; payment details follow the selected gateway’s integration. The operator must verify the fields, access controls, logging and retention actually enabled on this installation.
Loading the website creates requests to its web server for pages and local assets. The operator and its hosting or security providers may process request, access and security records. WHMCS account sessions and shopping-cart state also use browser/session technologies. See the Cookies & storage policy and the deployment-specific inventory.
Use account and checkout inputs only for their stated purpose on the operator’s verified installation. Do not include passwords, private keys, full payment-card details or unrelated sensitive documents in ordinary contact messages, ticket text or attachments. Contact and support submissions are sent to the configured WHMCS workflows; a successful submission message is separate from a staff response or service approval.
Information a live service may need
| Information category | Service purpose to disclose |
|---|---|
| Account and order details | Account administration, invoicing, service delivery and authorised contacts. |
| Service and technical records | Provisioning choices, infrastructure access, security events, resource usage and support diagnostics, where actually collected. |
| Domain registration data | Information required by the sponsoring registrar or registry and applicable registration rules. |
| Hosted content and communications | Website content, mailbox data, backup copies and support material within the purchased service scope. |
| Payments and verification | The payment provider, transaction information and any justified identity or fraud checks. The live notice must say which party handles each item. |
| Website preferences and measurement | The actual cookies, device storage, analytics or marketing technologies deployed, with their applicable controls. |
Only collect information needed for a defined purpose. A provider must identify any mandatory fields and explain the practical effect of not supplying them. This table is a disclosure guide, not a statement that every category is collected here.
Purposes, legal grounds and roles
For every live processing activity, the operator must state the purpose and the legal ground that applies in its jurisdiction. Typical activities include entering and performing a service contract, maintaining required financial records, protecting systems, resolving support issues and communicating a customer’s selected preferences.
Where legitimate interests are relied on, identify the interest and complete the relevant assessment. Where consent is needed, make the choice specific and explain how to withdraw it. Marketing permission must be separate from accepting a service contract.
The provider may act in different roles. It may determine how account data is used while processing hosted website, email or backup content on a customer’s instructions. The appropriate data-processing terms, instructions and subprocessor arrangements must be documented separately where required.
Recipients and service partners
A connected service may involve infrastructure providers, payment processors, registrars, registries, certificate authorities, email platforms, support tools and professional advisers. A live notice must name recipients or describe sufficiently specific recipient categories, and explain why information is shared.
Registrations and certificates can require data disclosure to fulfil the selected product and its validation rules. Privacy or proxy services, if offered, do not remove every lawful disclosure obligation. Do not promise that registration data will never be shared.
Disclosures in response to a lawful request require an appropriate basis and process. A live operator must accurately describe any sale, advertising disclosure or other use subject to additional consumer choices; this template does not assume such a use.
Locations and international transfers
The operator must identify the relevant hosting and processing locations and explain any international-transfer mechanism required by applicable law. A selected server region does not, on its own, describe the location of support, billing, backups or every service partner.
Publish the applicable safeguards and a way to obtain further information. Do not advertise a residency restriction unless the architecture, access arrangements and service contract support it.
Retention and security
The live notice must state a retention period or clear retention criteria for each information category. Account and tax records, security logs, support tickets, active content and backups may require different schedules. Explain what happens after cancellation and whether deletion propagates through retained backup cycles.
WHMCS account, invoice, transaction and support records are held on the configured server and, where relevant, by its service partners. Clearing browser cookies or local storage does not remove those server records. The operator must implement and publish its actual retention and deletion process, including backup copies and any required financial-record retention.
A live operator must maintain safeguards appropriate to its actual risks and obligations, and describe them accurately. No certificate, audit, encryption architecture, breach-response timeline or security guarantee is asserted by this template.
Your rights and choices
Depending on the applicable law and the processing involved, people may have rights concerning access, correction, deletion, restriction, objection, portability and withdrawal of consent. Those rights can have conditions and exceptions. The operator must publish an effective request channel, the applicable response period and an appropriate identity-verification process.
A live notice must also explain complaint routes and identify the relevant supervisory authority where required. Withdrawing marketing consent should not cancel an unrelated paid service. Requests about content hosted by a customer may need to be directed to that customer as the responsible controller.
You can manage device storage through your browser settings, although removing WHMCS session data can sign you out or interrupt a cart or form. Requests to correct or erase server-held personal information must use the operator’s verified privacy channel; removing device storage is not an account-deletion request. See the Cookies & storage policy.
Updates and contact
A provider should review its privacy notice when its products, systems, recipients, purposes or legal obligations change, and provide appropriate notice before a materially different use of information.
The operator must publish a verified privacy-request address and monitored complaint process before adopting this notice. Use the configured contact form for general questions or an appropriate support department where the operator directs requests; do not treat a theme installation alone as confirmation that a dedicated privacy route is monitored.
Related primary guidance
These sources inform the model. They do not establish which laws or contractual policies apply to a future operator.
Explore the services and review the terms relevant to your project.
