This Privacy Policy explains how Botify Agency ("Botify", "we", "us") collects, uses, shares and protects personal information when you visit our website, use our services, or interact with a business that uses our AI Receptionist. It forms part of our Terms & Conditions ("Terms"), and capitalised terms not defined here have the meaning given in the Terms.
1. Who This Policy Covers
This Policy applies to three groups of people:
- Website visitors and prospects — people who browse our website, fill in a form, or contact us.
- Clients — businesses that sign a proposal, pay an invoice, or use our services.
- Our Clients' customers — callers, message senders and website visitors whose information passes through a Client's AI Receptionist, website or automations.
For website visitors and Clients, Botify decides how the information is used. For our Clients' customers, the Client is the controller of that information and Botify processes it on the Client's behalf, as set out in Section 9 of the Terms. If you contacted a business that uses our AI Receptionist, please contact that business first about any privacy question or request.
2. Information We Collect
Website visitors and prospects. Contact details and messages you send us (name, email, phone number, business name, message content), and technical data collected automatically, such as IP address, browser and device type, pages viewed, referring page, and date and time of visit.
Clients. Your name, business name, email, phone number and billing address; invoices and payment status; content and materials you give us for your website and receptionist (text, images, logos, business details, opening hours, pricing, FAQs); domain, DNS, hosting and integration access you provide so we can deliver the services; usage data such as call minutes, message counts and support requests; and our communications with you. Card and bank details are handled by our payment processors, and we do not store full card numbers.
AI Receptionist data. When someone contacts a Client through the AI Receptionist, we process their phone number, WhatsApp or email address, and name if provided; the content of SMS, WhatsApp and email messages; call transcripts and summaries, with audio processed to produce those transcripts; call duration, timestamps and routing outcome; and any booking or enquiry details the person chooses to share.
Website and automation data. For websites and automations we build or host, we may process form submissions, enquiries, booking data and basic technical logs on the Client's behalf.
3. How We Use Information
We use personal information to:
- provide, host, maintain and support your website, AI Receptionist and other services;
- set up, bill and manage your account and collect payment;
- respond to enquiries and send proposals;
- keep our systems secure, prevent fraud and abuse, and enforce our Terms;
- improve the reliability and quality of our services and fix problems;
- communicate with you about your services, including important notices; and
- comply with legal obligations.
Legal bases. Where laws such as the GDPR or UK GDPR apply, we rely on performance of a contract, our legitimate interests, compliance with legal obligations, and consent where it is required.
We do not sell personal information.
4. Who We Share Information With
We share personal information only as needed to run the services:
- Service providers. Third parties that support us, including providers of telephony, messaging and AI models, hosting and storage, domain registration and DNS, email, payment processing, analytics and support tools. As set out in Section 6 of the Terms, our services rely on these third-party providers, and they may process information only to help us deliver the services.
- The relevant Client. Information collected on a Client's behalf, such as call transcripts, summaries and messages, is provided to that Client.
- Professional advisers and authorities. Where needed to obtain legal, accounting or insurance advice, or where we are required by law or need to protect our rights, safety or property.
- A successor or buyer. If Botify is involved in a merger, acquisition or sale of assets.
- Anyone else with your consent.
5. AI Receptionist, Call Data and Consent
The AI Receptionist generates transcripts and summaries of calls and messages, and uses automated systems, including third-party AI models, to respond. As explained in Section 6 of the Terms, it is an AI system and can make mistakes.
Some places require the consent of all parties before a call is recorded, transcribed or monitored. Each Client is solely responsible for giving callers and message senders the disclosures, and obtaining any consent, required by law in every jurisdiction where they operate and serve customers. We can provide a standard disclosure script on request, but reviewing and approving it is the Client's responsibility. If you are a caller and have concerns about how your call was handled, please contact the business you called.
Our staff do not routinely listen to calls or read messages. Access is limited to what is needed for support, troubleshooting, security or legal compliance.
6. Cookies
Our website uses cookies and similar technologies to make the site work, keep it secure, and understand how it is used. The types we use are:
- Essential cookies — required for the website to function and stay secure. These cannot be switched off.
- Functional cookies — remember your preferences and settings.
- Analytics cookies — help us understand how visitors use the website so we can improve it.
You can control or delete cookies through your browser settings. Blocking some cookies may affect how parts of the website work. Where the law requires your consent for non-essential cookies, we will ask for it.
7. Retention and Deletion
We keep personal information for as long as needed to provide the services and to meet our legal, tax and accounting obligations. AI Receptionist transcripts, summaries and message data are kept while your plan is active.
After termination, we may delete your data and site files as described in Section 9 of the Terms, so if you need an export, please request it before your plan ends. Unpaid accounts follow the suspension and deletion steps in Section 4 of the Terms. Suspension or termination never affects your ownership of any domain you already own.
8. International Transfers
Our providers may process information in countries other than where you live. Where required, we use appropriate safeguards for these transfers, such as Standard Contractual Clauses.
9. Security
We use reasonable technical and organisational measures to protect personal information, including access controls and restricted staff access. No system is completely secure. If we become aware of a breach affecting personal information we process for a Client, we will notify that Client without undue delay.
10. Your Rights
General. Depending on where you live, you may have the right to access, correct or delete your personal information, to restrict or object to how it is used, to receive a copy of it, and to withdraw consent at any time. You may also complain to your local data protection authority.
California and other US states. If you live in California or another US state with a privacy law, you may have the right to know what personal information we collect and how it is used and disclosed, to access, correct and delete it, to opt out of its sale or sharing, and not to be treated differently for exercising these rights. We do not sell personal information.
How to make a request. Email support@botifyagency.com with the subject "Privacy Request". We may need to verify your identity, and we will respond within the time required by applicable law. Because we process AI Receptionist and website data on behalf of our Clients, we may refer your request to the relevant Client, or pass it on and help them respond.
11. Our Role for Clients' Customers' Data
Where we process personal information on a Client's behalf, we will:
- use it only to deliver the services and follow the Client's instructions, as reflected in the proposal, plan and Terms;
- keep it confidential and apply appropriate security measures;
- use subcontractors and third-party providers only as permitted in Section 17 of the Terms, and remain responsible for their performance;
- help the Client respond to requests from individuals, where reasonably needed; and
- delete or return it at the end of the services as described in Section 7.
The Client remains the controller and, as stated in Section 9 of the Terms, is responsible for having its own privacy policy and for the lawful basis on which its customers' data is collected. A Data Processing Addendum is available on request where required by law.
12. Children
Our website and services are intended for businesses and are not directed at children. We do not knowingly collect personal information from children. If you believe a child has given us information, contact us and we will delete it.
13. Third-Party Links
Our website and Client websites may link to third-party sites and services. We are not responsible for their privacy practices, and encourage you to read their policies.
14. Changes to This Policy
We may update this Policy. Material changes will be notified by email at least 30 days in advance. Continued use of the services after the effective date constitutes acceptance.
15. Contact
Botify Agency
support@botifyagency.com