Privacy Policy

Last updated: 18 October 2026

This policy explains what personal data VotBot collects, how it is used and protected. Processing follows the Law of the Republic of Azerbaijan “On Personal Data”.

1. Roles

• Account data (name, email, company) — VotBot is responsible for it.
• Your customers’ data (WhatsApp number, name, messages) — belongs to you; VotBot processes it only on your behalf to provide the service.

2. Data we collect

• Sign-up data: name, email, company name, password (stored only as a hash).
• Documents and text in your knowledge base.
• Conversations, contact names and numbers of the connected WhatsApp number.
• Technical data: sign-in times, IP address, browser details (for security).
• Payment data: payments happen on the bank/payment provider’s page; card details are never stored by VotBot.

3. Purposes

• Providing the service: bot replies, lead collection, analytics.
• Managing your account, subscription and payments.
• Security, abuse prevention and support.

We do not sell your data or share it with third parties for advertising.

4. AI processing

To write a reply, the relevant part of the conversation and selected fragments of your knowledge base are sent to the AI model provider (currently the DeepSeek API). When learning from past chats, phone numbers and emails are hidden automatically. Each company’s data is stored separately and never used by other companies’ bots.

5. Third-party services

• WhatsApp (Meta) — message delivery;
• AI model provider — generating replies;
• Cloudflare — secure connection and attack protection;
• payment provider — accepting online payments.

6. Retention

Data is kept while your account is active and deleted within 30 days after account deletion, except records the law requires us to keep (such as payment records).

7. Security

Connections are encrypted with HTTPS, passwords are hashed with Argon2, integration keys are stored encrypted, company data is isolated and sign-ins are logged.

8. Your rights

You may access, correct, delete or restrict processing of your data: [email protected].

9. Cookies

We use only a necessary session cookie to keep you signed in and browser storage for your language choice. No advertising or tracking cookies.