This shared policy covers both the public website and client application. Client businesses also provide their own notices for their customer communications.
Who we are
BotHub is a Zimbabwean technology and automation business based in Bulawayo. In this policy, “BotHub”, “we”, “us”, and “our” refer to the operator of the website, client application, BotHub Assistant, and managed bot services.
For privacy questions or requests, contact us at [email protected] or at Jason Moyo, Africa House, Office 421, 4th Floor, Bulawayo, Zimbabwe.
Information we collect
We collect information you choose to provide when you contact us, request a quotation, discuss a project, subscribe to updates, or communicate with our team. This may include your name, email address, telephone number, organisation, role, project requirements, and the content of your enquiry.
When you use BotHub Assistant, we collect the name and email address you submit, your messages, the assistant’s replies, a session identifier, IP address, browser or device information, and interaction timestamps.
For client accounts, we process names, email addresses, password hashes, optional profile photos, business details, workspace ownership, team roles, invitations, and availability preferences. Billing records can include plans, balances, usage, invoices, payment references, and payment status.
For WhatsApp services, we process sender and recipient identifiers, profile names where supplied, message text and supported attachments, conversation and assignment records, timestamps, provider message IDs, delivery states, and error codes. Connected-account information includes business and phone identifiers, access credentials, and template metadata.
Our website may also create essential session and security cookies. The assistant stores a limited copy of your profile, session identifier, and recent conversation in your browser’s local storage so the conversation can remain connected on that device.
How we use information
- Respond to enquiries and continue conversations you initiate.
- Understand your requirements and recommend relevant services.
- Generate and maintain BotHub Assistant conversations.
- Prepare proposals, quotations, project plans, and support responses.
- Operate, secure, troubleshoot, and improve the website and our services.
- Maintain business, security, and compliance records.
- Send updates where you have requested them and can opt out.
- Provision client workspaces, enforce team permissions, and deliver the agreed managed bot service.
- Receive WhatsApp events, generate bot responses, send authorised replies, manage templates, and display conversations and delivery status.
- Manage subscriptions, invoices, payments, usage accounting, and support requests.
Client workspaces and WhatsApp data
Client businesses determine the purpose of their customer communications and are responsible for their privacy notices and permissions. BotHub processes workspace messages and connected-account data to provide the configured service on their behalf. For BotHub’s own enquiries, account administration, billing, and security, we determine the relevant operational purposes.
Authorised members of the relevant workspace and BotHub administrators may access data according to their roles for service delivery, support, and security. Meta and WhatsApp process connected-account requests and message delivery under their own terms and privacy practices. We do not sell personal information or use connected-account data to provide unrelated access to other clients.
If you communicate with a client’s bot, contact that business first about its use of your information. You can also contact BotHub so we can identify the relevant workspace and assist with the request.
AI processing
BotHub Assistant sends recent conversation context to our configured AI service provider so that it can generate a response. This may include the questions you ask and your first name. Do not enter information that is confidential, highly sensitive, or unnecessary for your enquiry.
AI-generated responses are stored with the conversation and may be reviewed by authorised BotHub administrators for follow-up, quality, security, and service improvement.
Where a managed client bot uses AI, relevant message context is sent through the configured AI gateway to the selected provider to generate a reply. The information sent depends on that bot’s configuration. AI is not required for every bot or message, and clients should not configure unnecessary sensitive information into prompts or context.
Why we are allowed to use information
Depending on the context, we process personal information because you have asked us to take steps relating to a service or project, because processing is reasonably necessary to operate and secure our business, because you have given consent, or because we must meet a legal obligation.
Where we rely on consent, you may withdraw it for future processing by contacting us. Withdrawal does not affect processing that was lawful before withdrawal.
When information is shared
We do not sell personal information. We share information as needed with providers that operate the website and application or deliver services, including hosting, Meta/WhatsApp, Paynow and other configured payment services, email, security, professional advisers, and configured AI providers. This service processing is not a promise that data is never shared with third parties.
We may also disclose information where required by law, to protect rights or security, in connection with a business reorganisation, or with your direction or permission. Providers are given only the information reasonably needed for their role.
International processing
Some technology and AI providers may process information outside Zimbabwe. Where this happens, we take reasonable steps to use reputable providers and appropriate contractual, technical, or organisational safeguards.
How long information is kept
We retain personal information only for as long as reasonably needed for the purpose it was collected, to maintain relevant business and security records, to resolve disputes, or to meet legal obligations.
Retention periods vary depending on whether the information relates to an initial enquiry, an active customer project, support, financial records, security logs, or a BotHub Assistant conversation.
Application cleanup currently targets expired unaccepted invitations after 30 days and read notifications after 90 days, and runs in bounded batches during application activity. Daily application logs are configured for 14-day retention; main-bot delivery-status cache entries expire after seven days. These limits do not mean all data is deleted after those periods.
Conversations, messages, payment records, and webhook deduplication receipts are not currently subject to automatic age-based cleanup. Account closure does not automatically erase them. Contact us for a deletion review; records needed for financial obligations, security, duplicate prevention, or disputes may need to be retained, and backup copies may persist until their retention cycle ends.
Security
We use reasonable administrative, technical, and organisational safeguards designed to protect personal information. No internet transmission or storage system can be guaranteed completely secure, so you should avoid sending unnecessary sensitive information through public website forms or chat.
Your choices and rights
Subject to applicable law, you may ask us to confirm whether we hold personal information about you, request access or correction, ask for deletion or restriction, object to certain uses, or withdraw consent.
You may clear the assistant’s local browser copy by deleting this site’s local storage or browser data. This does not automatically delete the server-side conversation; contact us if you want us to review a deletion request.
We may need to verify your identity before fulfilling a request, and some information may need to be retained where the law permits or requires it.
For application, WhatsApp, or connected-account deletion requests, email [email protected] with the subject “BotHub data deletion request”. Identify your account or business, the relevant WhatsApp number, and the information you want reviewed. Do not send passwords or access tokens. We will verify authority, coordinate with the relevant business where needed, and explain the outcome or any retention limits. This is a manual request process, not an automatic deletion button.
Children
This website is intended for businesses and is not designed to collect personal information from children. If you believe a child has submitted personal information, contact us so we can review and address it.
Third-party links
The website may link to WhatsApp, social networks, partners, and other third-party services. Their privacy practices are governed by their own policies, and we encourage you to review them.
Policy updates
We may update this policy when our website, providers, services, or legal obligations change. We will publish the current version on this page and update the effective date.
Contact us
For privacy questions or requests, email [email protected], call +263 77 633 4705, or write to BotHub at Jason Moyo, Africa House, Office 421, 4th Floor, Bulawayo, Zimbabwe.
