Privacy Policy

Controller for BotBly account, billing, marketing, site analytics: BotBly.
Processor for your end user conversations and content handled by your chatbot: BotBly acts on your instructions under a Data Processing Addendum DPA.

A. Information You Provide Controller context

• Account and profile: name, email, SSO identifiers, organization, role.
• Billing: payment method, billing address, tax IDs processed by our payment provider.
• Support and communications: messages, tickets, survey responses.

B. Information We Process for You Processor context

• End user chat data: prompts, responses, and metadata timestamps, channel, language.
• Authorized content: website URLs you submit for scraping; files, FAQs, and other materials you upload or integrate.
• Configuration data: bot settings, intents, routing rules.

You must have the right to provide or authorize access to any content or URL you connect.

C. Automatically Collected

• Usage and device data: IP address, device or OS or browser, pages viewed, referring URLs, performance metrics.
• Cookies or SDKs: strictly necessary cookies for auth and security, optional analytics or functional cookies see Cookies and Tracking.

A. As Controller our own purposes

• Provide, secure, and maintain the Services
• Onboarding, authentication, and customer support
• Billing, invoicing, fraud prevention, compliance
• Service analytics and product improvement aggregate or de identified where possible
• Communicating service updates and transactional notices
• Marketing with consent where required

Legal bases EEA or UK: performance of contract, legitimate interests security, service analytics, product improvement, consent cookies or marketing where required, and legal obligations.

B. As Processor for your end users

• Process end user chats and content strictly per your configuration and instructions
• Generate analytics and reports for you such as unresolved questions and suggested improvements
• Route data to third party providers or integrations you enable

We offer optional SMS for booking updates and support. You opt in by entering your mobile number and checking the SMS consent box on our public contact form at https://botbly.com/contact, or by texting our publicly listed number shown on that page. Message frequency varies. Message and data rates may apply. Reply STOP to opt out. Reply HELP for help. Consent to receive SMS is not a condition of purchase.

To comply with carrier requirements we record your consent details such as timestamp, source URL, time zone, and limited device information.

Mobile information will not be shared with third parties for marketing or promotional purposes.

We use service providers to operate the Services, such as LLM or AI providers, cloud hosting and storage, payment processors, email delivery or support tools, and analytics or monitoring. Where feasible, we require providers to protect data and use it only to deliver their services to us. Some providers maintain their own terms and privacy notices. Data sent to them may be processed in line with those documents. You control which optional integrations you connect.

We use third party providers such as LLM or AI, hosting, analytics, and payment processing. A current list of providers is available upon request.

• End user conversations chat logs: retained 30 days by default, then deleted from active systems or anonymized unless a longer period is necessary for legitimate business or legal purposes.
• Account or billing records: retained as required for accounting, tax, and compliance commonly 7 years.
• Product analytics or telemetry: typically 12 to 24 months in aggregate or de identified form.
• Support tickets: typically 24 months.
• Security logs: typically 12 months.

We may retain minimal information as needed to comply with law, resolve disputes, or enforce agreements.

We may transfer, store, and process data in countries other than where it was collected including the United States. Where required, we use appropriate safeguards such as Standard Contractual Clauses SCCs, data processing agreements, and technical or organizational controls.

Depending on your location, you may have rights to:

• Access, correct, or delete personal information
• Port your data
• Object to or restrict certain processing
• Withdraw consent where we rely on consent
• Lodge a complaint with a supervisory authority

If you are an end user of a BotBly customer: contact that business first. If we receive a request where we act as Processor, we will forward it to the relevant customer Controller.

• Strictly necessary: authentication, security, service continuity.
• Functional or analytics: understanding usage and improving performance.
• Marketing: only with consent if used.

You can control cookies via browser settings and, where available, our cookie banner or preferences center. Disabling certain cookies may affect functionality.

We implement technical and organizational measures designed to protect personal information, including encryption in transit, access controls, least privilege practices, and monitoring. No method of transmission or storage is completely secure.

The Services are not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided data, contact support@botbly.com and we will take appropriate action.

• Provide only content and URLs you have the right to use or authorize us to process.
• Configure your chatbot and notices to meet your legal obligations toward your end users such as consent where required and privacy notices.
• Avoid inputting sensitive personal data unless the law allows and appropriate safeguards are in place.

We may update this Policy from time to time. We will post updates here and adjust the Last updated date. For material changes, we will provide additional notice as required by law. Continued use of the Services after changes take effect means you accept the updated Policy.

Questions or requests about this Policy can be sent to: