Birwaa Privacy & Policy

1. ABOUT THIS PRIVACY POLICY

This Privacy Policy applies to information collected through Birwaa's website and the customer-facing interactions connected with it, including enquiries, contact forms, booking requests, product discussions, email communication and WhatsApp communication.

Birwaa primarily serves nurseries, plant retailers, growers and other plant-related businesses. Our website is therefore designed around a business-to-business relationship, rather than a consumer social platform.

This Policy explains our general information-handling practices.

It does not replace specific commercial terms that may apply to an order, Prime membership, shipping arrangement, return/replacement process or other Birwaa service. Those matters are addressed separately in the relevant policies and terms.

2. INFORMATION YOU PROVIDE TO US

We may collect information that you voluntarily provide when you interact with Birwaa.

Depending on the reason for your interaction, this may include:

Personal and contact information

• Full name
• Email address
• Phone number
• WhatsApp number

Business information

• Business or nursery name
• City or State
• Business type
• Relevant business details you choose to share

Enquiry and requirement information

• Plants or products you are interested in
• Quantity or approximate requirement
• Questions
• Requirements
• Discussion details
• Messages or notes you choose to submit

Booking information

If you request a 15-minute call, we may collect:

• Preferred date
• Preferred call time
• Area of interest
• Business details
• Information needed to arrange and manage the requested conversation

These fields correspond to Birwaa's current booking journey, including name, business/nursery name, phone/WhatsApp, email, city/state, interest, discussion, preferred call time/date and business type.

Information you provide through direct communication

If you contact us by email or WhatsApp, we may also receive the information contained in your message and any contact details associated with that communication.

3. INFORMATION WE MAY COLLECT AUTOMATICALLY

When you browse a website, some basic technical information may be collected automatically by the website or services supporting particular website features.

Depending on the technologies active at the time, this may include information such as:

• IP address
• Browser type
• Device type
• Operating system
• Pages viewed
• Date and time of access
• Referring page or website
• Basic website interaction information
• Technical information required for security or performance

This information helps us understand general website use, maintain security, improve usability and identify technical problems.

We do not collect technical information merely for the purpose of identifying a person by name.

4. HOW WE RECEIVE INFORMATION

Information may reach Birwaa through several customer-facing channels.

These may include:

Website forms

When you submit a form or enquiry.

15-minute call requests

When you ask us to arrange a conversation.

Email

When you communicate with our official email address.

WhatsApp

When you contact us through our business communication channel.

Direct business communication

When information is provided during an enquiry, quotation discussion, order conversation or support interaction.

5. WHY WE COLLECT YOUR INFORMATION

We do not want personal information simply because it is available.

We collect and use information primarily because it helps us respond to something you asked us to do.

We may use your information to:

Respond to enquiries

To understand what plants or products you are looking for, answer your questions, discuss suitability, explain available options, and respond to the specific request you have made.

Understand your business requirement

Where you identify yourself as a nursery, retailer, grower or another business, your information may help us understand the context of your requirement and communicate more appropriately.

Arrange requested calls

If you request a 15-minute call, we may use your information to coordinate the requested date and time and communicate the appointment details.

Discuss products and orders

We may use information you provide to discuss plant availability, quantity, product options, pricing, delivery considerations and order requirements.

Provide support

We may use your information to provide relevant support after an enquiry, product discussion or purchase.

Maintain our business relationship

Where you continue interacting with Birwaa, we may retain relevant information so that we can understand previous discussions, follow up appropriately and avoid repeatedly asking you for the same information.

Improve our services

We may review appropriate information to understand recurring customer questions, improve our plant offerings, improve communication and make the customer experience more useful.

Protect our business and users

Information may also be used where reasonably necessary to prevent misuse, fraud, unauthorized activity, security incidents or other harmful activity.

Meet legal obligations

We may use or retain information where necessary to comply with applicable laws, lawful requests or legitimate record-keeping requirements.

6. ENQUIRY FOLLOW-UP

When you contact Birwaa about a plant, product, order, meeting or business opportunity, we may contact you again in connection with that same enquiry or business relationship.

For example, after you submit a form, we may:

• Call you
• Message you on WhatsApp
• Email you
• Confirm information
• Answer additional questions
• Discuss the requested plants or products
• Coordinate a meeting
• Follow up on an order or business discussion

This is service and relationship communication, not a promise that you are being added to a separate marketing mailing list.

Your choice to contact Birwaa is therefore also what allows us to communicate with you about the request you initiated.

7. BOOKING A 15-MINUTE CALL

Our website may allow you to request a 15-minute business conversation with Birwaa.

When you submit a booking request, the information you provide may be used to:

• Understand your requirement.
• Identify your enquiry.
• Determine an appropriate meeting time.
• Contact you regarding the requested conversation.
• Send appointment-related information.
• Maintain the relevant booking record.
• Follow up about the same business enquiry when reasonably necessary.

Birwaa's booking journey is intentionally designed to move from customer interest to questions, conversation, booking/order discussion and human interaction rather than forcing every customer through a fully automated purchasing process.

If you provide an email address for a meeting, we may use that address to send information related to that meeting.

8. PRODUCT AND ORDER ENQUIRIES

When you enquire about plants or products, we may use the information you provide to understand:

• What you are interested in
• How much you may require
• What type of business you operate
• Where you are located
• What questions or concerns you have
• What kind of follow-up is appropriate

The intended Birwaa model is based on product discovery, enquiry, conversation, order discussion and confirmation.

Because Birwaa is currently focused on relationship-led B2B selling, a customer may speak with a Birwaa representative before an order is confirmed.

9. BUSINESS INFORMATION IS ALSO INFORMATION

If you give us your nursery name, business name, business category, city, plant requirement or professional contact information, we may use that information as part of the business relationship.

Examples include:

• “I run a retail nursery.”
• “I need 100 plants.”
• “I am interested in ARIVA.”
• “I want to discuss Prime.”

This information helps us understand the commercial context of your enquiry.

We do not assume that every visitor wants the same product or the same relationship.

10. EMAIL, PHONE AND WHATSAPP COMMUNICATION

When you communicate with Birwaa through email, phone or WhatsApp, we may retain relevant communication information for purposes such as:

• Responding to you
• Continuing a requested conversation
• Coordinating an order or meeting
• Providing support
• Maintaining a business record
• Understanding the history of your enquiry

Because third-party communication platforms may have their own systems and policies, your use of those platforms may also be subject to their respective privacy terms.

Birwaa does not control the independent privacy practices of third-party communication platforms.

11. HOW WE USE INFORMATION AFTER YOU BECOME A CUSTOMER

Where an enquiry becomes an actual business relationship, we may continue using relevant information for purposes such as:

• Order communication
• Delivery-related communication
• Product support
• Plant handling guidance
• Future conversations relating to the same business relationship
• Repeat-order discussions
• Resolving questions or issues
• Maintaining business records

12. HOW WE SHARE INFORMATION

We may share information where there is a genuine business, service, legal or operational reason to do so.

This may include:

Service providers

Where necessary to support customer-facing functions such as communication, scheduling, meetings, website functionality, forms or related services.

People involved in fulfilling your request

Where sharing relevant information is reasonably necessary to respond to an enquiry, process an order, arrange a meeting, provide support or manage a business relationship.

Legal requirements

Where disclosure is required by applicable law, legal process, lawful request or regulatory requirement.

Protection of rights and safety

Where disclosure is reasonably necessary to protect Birwaa, our customers, users, property, systems or other persons.

We do not intend to provide your personal information to unrelated third parties merely because your information has commercial value.

13. THIRD-PARTY SERVICES

Certain features of the Birwaa customer journey may involve third-party services.

For example, a requested service may involve:

• Email communication
• WhatsApp communication
• Calendar functionality
• Online meeting functionality
• Maps or embedded content

When such services are used, the third-party provider may process information according to its own privacy policy and terms.

For example, if you interact with a third-party map or service embedded in the website, that provider may receive technical or interaction information under its own practices.

We cannot control the independent processing practices of services we do not own or operate.

14. GOOGLE MAPS AND LOCATION FEATURES

Some Birwaa pages may include a map to help customers locate Birwaa or understand a business location.

A map may be useful for a customer deciding whether to visit, contact or understand the location of Birwaa.

The map itself may be provided through a third-party mapping service.

Interaction with that service may therefore be governed by the third party's own privacy policy and terms.

Our business location currently associated with Birwaa is:

15. COOKIES AND SIMILAR TECHNOLOGIES

The Birwaa website may use cookies and similar technologies.

Cookies may be used to:

• Keep the website functioning
• Remember certain preferences
• Support security
• Understand general website usage
• Improve performance
• Improve the user experience

Different cookies can have different purposes.

Some may be necessary for website functionality, while others may relate to measurement, preferences or third-party features.

The exact tracking and analytics configuration of the website may change as the website develops. Your project documentation does not establish a final analytics stack, so this policy deliberately avoids claiming that Birwaa uses a specific advertising or analytics platform unless that implementation is actually enabled.

Where a separate Cookie Policy is provided, it should be read together with this Privacy Policy.

16. MARKETING COMMUNICATION

At present, Birwaa's customer communication model is primarily based on responding to enquiries and maintaining business relationships, rather than operating a separate newsletter-based marketing program.

We do not currently operate a general newsletter subscription through the website.

Accordingly, providing your contact details to make an enquiry should not automatically be treated as a request for unrelated promotional communication.

Where we introduce a separate marketing or promotional communication process in the future, we will update the relevant privacy and consent practices as required.

17. CUSTOMER ACCOUNTS

At present, Birwaa does not require customers to create a website account or login merely to enquire about plants or communicate with us.

Our current journey is designed around:

If the website later introduces customer accounts or other account-based features, this Privacy Policy will be updated to reflect the information and uses associated with those features.

18. ONLINE PAYMENTS

At present, Birwaa's website is not being described as a mandatory online card-payment or checkout system.

Where a payment is arranged through another payment method or third-party service, the relevant payment provider may process transaction information according to its own terms.

Birwaa does not claim to store complete payment-card information unless the actual production system requires and lawfully permits such processing.

This section should be updated before any future online checkout/payment system is launched.

19. DATA RETENTION

We do not believe every piece of information should be kept forever.

We retain information for as long as reasonably necessary for the purpose for which it was collected, or for other legitimate business, legal, safety or record-keeping purposes.

For example, information may need to remain available to:

• Respond to your enquiry
• Maintain an ongoing business relationship
• Complete an order
• Support a meeting or booking
• Resolve a complaint
• Provide support
• Maintain appropriate business records
• Resolve disputes
• Meet legal or regulatory requirements

Different information may therefore be retained for different periods.

When information is no longer reasonably required and there is no valid reason to retain it, it may be deleted, anonymized or otherwise handled according to applicable requirements.

20. DATA SECURITY

We take reasonable measures to protect personal information against unauthorized access, misuse, alteration, loss or disclosure.

We also seek to limit information access to people or systems that reasonably need the information for legitimate purposes.

However, no website, internet transmission or digital storage system can be guaranteed to be completely secure.

For this reason, Birwaa does not promise absolute security.

21. ACCURACY OF INFORMATION

The usefulness of an enquiry often depends on the accuracy of the information provided.

We encourage you to provide correct information and update us if important details change.

This is particularly relevant for:

• Phone numbers
• WhatsApp numbers
• Email addresses
• Business names
• Delivery information
• Booking information

If incorrect information prevents us from responding properly, we may not be able to complete the requested service.

22. YOUR PRIVACY RIGHTS AND CHOICES

Depending on applicable law and the circumstances of the processing, you may have rights relating to your personal data.

These may include rights to:

Know about your information

You may ask what personal information we hold about you and, where applicable, information about how it is being used.

Correct information

You may ask us to correct information that is inaccurate or incomplete.

Request deletion

Where legally applicable and where we are not required to retain the information, you may request deletion of personal information.

Withdraw consent

Where processing is based on consent, you may withdraw that consent where permitted.

Raise a grievance

You may contact us if you believe your personal information has not been handled appropriately.

23. WITHDRAWING CONSENT DOES NOT ALWAYS END A RELATIONSHIP

Privacy choices should be understandable in practical terms.

If you ask us to stop using information that is necessary to complete a service you requested, we may no longer be able to provide that service.

For example, if you request a meeting but ask us to remove the contact information required to communicate the meeting details, we may not be able to arrange or manage that meeting.

Withdrawal may also not affect processing that was lawfully completed before the withdrawal.

Where a legal obligation requires continued retention or processing, we may continue doing so to the extent permitted or required by law.

24. CHILDREN'S PRIVACY

Birwaa primarily serves adults and business users.

Our website and commercial services are not designed as a children’s service.

We do not knowingly seek personal information from children for purposes unrelated to our legitimate business activities.

If you believe that a child has provided personal information to Birwaa without appropriate authorization, please contact us so that we can review the situation.

25. THIRD-PARTY LINKS

The Birwaa website may contain links to external websites, social media platforms, educational resources or other third-party services.

A link does not mean that Birwaa controls that website.

Once you leave the Birwaa website, the privacy practices and terms of the destination website apply.

We encourage you to read the privacy policy of any external service you choose to use.

26. BUSINESS COMMUNICATION AND CONFIDENTIAL INFORMATION

Birwaa works with businesses that may discuss commercial requirements, sourcing needs, quantities, plant interests and other business matters with us.

While we treat information responsibly, ordinary website forms, WhatsApp messages and email should not be assumed to be a secure confidential-data room.

Please do not submit:

• passwords
• financial account credentials
• highly sensitive personal information
• confidential third-party information
• information that you are not authorized to disclose

unless Birwaa specifically asks you to provide it through an appropriate channel.

27. YOUR INFORMATION AND BIRWAA'S BUSINESS RELATIONSHIP

We believe privacy and business relationships should work together.

Your information helps us understand:

• what you need,
• what you are considering,
• what you have asked us,
• and how we can respond.

That does not mean we should use your information for everything.

Our intention is to keep the relationship relevant:

This reflects the trust-first B2B journey identified in Birwaa's customer research rather than an aggressive promotional funnel.

28. CHANGES TO THIS PRIVACY POLICY

As Birwaa grows, our website, customer journey, communication channels and legal obligations may change.

We may therefore update this Privacy Policy from time to time.

Examples of changes may include:

• New website features
• New customer communication methods
• New product or ordering processes
• New account functionality
• New payment functionality
• Changes to applicable legal requirements
• Changes to how information is collected or used

Whenever this Policy is materially updated, we will update the Last Updated date shown at the top of the page.

We encourage visitors and customers to review this Policy periodically.

29. HOW TO CONTACT US ABOUT PRIVACY

We would rather you ask a question than remain uncertain about how your information is handled.

For privacy questions, requests or concerns, please contact:

Suggested email subject

Please describe your request clearly and provide enough information for us to understand what you need.

Where reasonably necessary, we may ask for information to verify your identity before acting on certain privacy requests.

30. PRIVACY / GRIEVANCE CONTACT

For any privacy-related grievances or concerns, please reach out to Birwaa Biotech using the contact details provided above. We are committed to addressing and resolving all grievances promptly.

31. RELATED POLICIES

This Privacy Policy should be read alongside other applicable Birwaa documents, including:

• Terms & Conditions
• Shipping Policy
• Return & Replacement Policy
• Prime Membership Policy
• Cookie Policy

Each document should explain a different part of the relationship rather than repeating the entire Privacy Policy.