WhatsApp products · Linked device · Read-only
A read-only archive for corporate WhatsApp conversations
WAGEM takes WhatsApp conversations on company-owned lines into a central archive with the employee’s explicit consent. Messages, media, metadata and call records are kept; not a single message is sent through it. Conversations with private numbers the employee declares in advance are never recorded.
The purpose is corporate memory, not surveillance: what was discussed with the customer, which commitment was made, which file was sent. That record stays with the company even after the employee leaves. The scope is deliberately narrow, and its boundaries are listed one by one below.
Scope
What it covers, and what it does not
These four boundaries are a design principle, not a limitation of the product. The code is built the same way: there is no send call, and consent and exceptions filter every read.
Corporate use only
WAGEM is an archiving solution for organisations. It is not designed for, and is not offered for, individual or personal use.
Company-owned lines only
Archiving applies to devices and numbers owned by the company. An employee’s personal phone or personal line is out of scope.
Private numbers are excluded
Before the QR step the employee declares the private numbers (lawyer, family, health) they do not want archived. One-to-one conversations with those numbers are never recorded and leave no trace in the communication graph.
Read-only: nothing is sent
No message can be written or sent through WAGEM, not even a read receipt, and no ongoing conversation is altered. The platform only records and displays.
Why
Why a corporate archive?
Corporate memory
Communication with the customer belongs to the company, not to a person. When an employee leaves, the history of the relationship is not lost.
Evidence in disputes
A commitment made, a price quoted or a document shared can be produced from the archive with date and content. The audit log also shows who looked at it and when.
Continuity on handover
The employee who takes over sees the history and continues; the customer does not have to start from the beginning.
An auditable record
In sectors where corporate communication records must be retained, the obligation is met centrally, with limited access and in an auditable way.
How it works
Five steps from employee selection to audit
Nothing is recorded before consent; the code enforces that order.
- The employee is selectedFrom the company’s Active Directory or by hand. The organisation decides which lines are archived.
- Notice, consent and exception listThe employee reads the privacy notice, gives consent and declares the private numbers they do not want archived.
- Connection by QRThe QR is scanned through the Linked devices step in the WhatsApp on the company-owned phone. The employee keeps using the phone as before.
- The archive starts flowingAfter the QR, messages, media, call records and group messages land in the archive. History from before the QR arrives as far as the device allows; it is not guaranteed.
- Access and auditEmployee, manager and admin each see their own scope; every view is written to the audit log. An erasure request under data protection law results in physical deletion.
Screens
Archive, graph and contact view
Screenshots are taken from the live environment; personal data is masked.
Archive
Chat list and organisation-wide search
An employee sees their own chats; an admin searches across the organisation by message text, file name and type, contact or phone, and date range. Contacts are listed under the name they show in WhatsApp, not as bare numbers.
Communication graph
Who talks to whom on behalf of the company
Which employee a relationship runs through, where the volume concentrates and who to look at on a handover can all be read from the graph.
Contact 360
One customer’s contact with every employee on one screen
Pick a customer number and that person’s contact with every employee of the company comes together: what they wrote to whom, which file they sent to whom, a timeline and a media gallery. A file sent to two employees is stored once and shown in both places.
Capabilities
What can you do with WAGEM?
From recording that starts with the employee’s consent to finding a past conversation by search, the organisation’s WhatsApp memory in one place.
Consent and exception list
The employee sees the privacy notice, consent is recorded and private numbers are declared; only then is a QR generated. Consent and exceptions are a mandatory filter on every archive read.
Messages, media, calls, groups
One-to-one and group chats, files sent, call records (direction, answered, outcome) and poll votes are archived. A message deleted for everyone is not removed from the record; it is marked as deleted.
Global search and contact names
An admin searches across the organisation by text, file name and type, contact and date range. Contacts appear under their WhatsApp names.
Communication graph
Who talked to whom: employee and customer nodes, communication volume, and who to look at on a handover.
Contact 360
One external person’s contact with all employees of the company: a merged timeline, a per-employee breakdown and the files belonging to that person.
Media store
Files are stored content-addressed: however many people a file went to, it is kept once, and physically deleted when the last reference goes.
Access by organisation tree
An employee sees their own archive, a manager their team’s, an admin the whole organisation. The rule looks not only at the role but at the organisation subtree, the consent window and the exceptions; legal hold sits above it.
Immutable audit log
Who viewed which message or graph, what they searched, what they exported: the log is append-only, hash-chained and cannot be altered afterwards.
Data protection erasure: real deletion
On an erasure request the message body is physically deleted from the database, the analytics projection is cleaned and the media reference is dropped. Hiding behind a flag does not count.
Employee selection from Active Directory
With LDAP enabled, employees are picked from the company directory; phone, email, department and title come from there. A standard user opens an invitation link, sees their own record and links their own device.
“Employee left” detection
When a device logs out of WhatsApp the admin panel shows it; line health and coverage freshness are monitored from one panel.
Backups and key rotation
Message bodies are stored encrypted; the encryption key can be rotated, backups run on schedule and raise an alert when they do not.
Data protection and limits
The legal framework and what WAGEM does not do
In an archive product, “what we do not guarantee” matters as much as “what we do”. The left column is the legal framework, the right column the limits.
Data protection framework
- Roles: the organisation is the data controller and Tecmony the data processor under Turkish data protection law (KVKK). Deciding which lines are archived, informing employees and running the consent process is the organisation’s responsibility; Tecmony makes it technically enforceable.
- Consent can be withdrawn, legal hold cannot: keeping the record after an employee leaves is tied not to consent but to a retention and legal-basis policy the organisation defines separately.
- Encrypted body, separate analytics: the message body lives only in the encrypted primary database; the “who talked to whom” analytics are read from a separate projection that contains no bodies.
- Deletion is real: an erasure request is met with physical deletion; media is cleaned up by reference counting.
- Every access leaves a trace: who viewed the archive and when is kept in an immutable audit log.
What WAGEM does not do
- It does not send messages. Sending, replying and reacting do not exist in the code, and the connection layer rejects those calls in archive mode.
- It does not guarantee history. Messages after the QR are certain; history from before the QR arrives on a best-effort basis, as far as the device’s sync window allows. We make no claim of a complete historical archive.
- It does not recover deleted or out-of-window messages. A message deleted for everyone before the connection, or left outside the sync, does not enter the archive.
- It is not the official WhatsApp Business API. The Business API does not provide history, so it does not fit this scenario; WAGEM works on the linked-device route, where WhatsApp may restrict the number under its own policies. Being read-only does not reduce that risk to zero; gradual rollout and one session per line reduce it, they do not remove it.
- Personal phones and personal lines are out of scope. This is a design boundary of the product, not a setting.
- It is not sold for individual use.
- It does not build the legal basis. The privacy notice, the consent form and the retention policy are the organisation’s job; WAGEM records and enforces them, it does not replace them.
Frequently asked
Questions people ask before deciding
For a question that is not here, write to us. If you need to send messages: WADesk for a multi-agent panel, WASMS to send from your own systems, WaSend for approved-template campaigns. The comparison is on the WhatsApp Products page.
Is correspondence on an employee’s own phone archived?
No. Archiving applies solely to devices and numbers owned by the company. An employee’s personal phone and personal line are out of scope; this is a design boundary of the product, not a setting.
Can an employee exclude a number from archiving?
Yes. Private numbers such as a lawyer, a family member or a health provider are declared before the QR step; one-to-one conversations with those numbers are never recorded and leave no trace in the communication graph. Exceptions do not apply to group chats; a group is archived as it is under the device owner’s consent.
Can messages be sent through WAGEM?
No. The platform is read-only: no message can be written or sent, not even a read receipt, and no ongoing conversation can be altered. For scenarios that require sending, look at WADesk, WASMS or WaSend.
Does history from before the QR come in?
On a best-effort basis. Because WhatsApp is end-to-end encrypted there is no old copy on a server; the first sync after the QR brings as much history as the device allows, which varies by device. Every message after the QR is archived with certainty. We make no commitment to a complete historical archive.
Who can see the archive?
Access follows the organisation tree: an employee sees only their own archive, a manager their team’s, an admin the whole organisation. The consent window, the exception list and legal hold filter every query. Every view, search and export is written to an immutable audit log.
Who carries responsibility under data protection law?
The organisation is the data controller and Tecmony the data processor. Deciding which lines are archived, informing employees and running the consent process is the organisation’s responsibility; Tecmony makes it technically enforceable. When an erasure request arrives, deletion is physical.
Can WhatsApp close our number?
That possibility exists. WAGEM works not over the official Business API but on the linked-device route, and clause 7 of our service agreement states plainly that WhatsApp may restrict the number on this route. Being read-only does not reduce the risk to zero. Gradual rollout and one session per line reduce it, and sending nothing helps too, but it is not a guarantee.
Can it be bought for individual use?
No. WAGEM is an archiving solution for organisations; it is not designed for, and is not offered for, individual or personal use.
Let’s talk about your archiving need
We plan which lines come into scope, the consent process and the retention policy with you; the technical setup follows.
Or reach us directly: +90 (216) 912 00 79[email protected]