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Privacy Policy for WhatsApp Chatbot

Effective Date: May 5, 2026

This Privacy Policy explains how [Your Company Name] (“we,” “us,” or “our”) collects, uses, discloses, and protects your personal information when you interact with our WhatsApp chatbot powered by a Meta Facebook App integrated with n8n.

We are committed to protecting your privacy and complying with applicable data protection laws, including the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), and Meta/WhatsApp Business API policies.

1. Introduction

Our WhatsApp chatbot allows users to interact with our services for [describe purpose, e.g., customer support, bookings, information inquiries, lead generation]. The chatbot is built using Meta’s WhatsApp Business API through a Facebook App and automated workflows in n8n.

By using the chatbot, you consent to the practices described in this policy. If you do not agree, please do not engage with the chatbot.

2. Information We Collect

We may collect the following types of information:

  • Contact Information: Your WhatsApp phone number, profile name, and any other details you provide (e.g., email, address, or account ID).
  • Conversation Data: Messages you send to the chatbot, including text, images, documents, voice notes, or other media, as well as our automated responses.
  • Usage Data: Interaction details such as timestamps, message status (sent/delivered/read), session duration, and conversation topics.
  • Technical Data: Device information, IP address (if applicable through integrations), and metadata automatically provided by WhatsApp.
  • Other Information: Any personal data you voluntarily share during conversations (e.g., preferences, order details, or support requests).

We do not collect sensitive personal data (e.g., health, racial, or religious information) unless you explicitly provide it, and we strongly discourage sharing such data.

3. How We Use Your Information

We use the collected information to:

  • Provide and operate the chatbot service.
  • Respond to your inquiries, process requests, and deliver customer support.
  • Improve our services through analytics (aggregated and anonymized where possible).
  • Comply with legal obligations and enforce our terms.
  • Send transactional messages (e.g., order confirmations) via approved WhatsApp templates.
  • Personalize interactions based on conversation history (with your implied consent during use).

We do not use your data for marketing without explicit opt-in consent.

4. Legal Basis for Processing (GDPR)

If you are in the EU/EEA, we process your data based on:

  • Performance of a contract (providing the chatbot service).
  • Legitimate interests (improving services and security).
  • Your consent (for specific optional uses).
  • Legal obligations.

5. Data Sharing and Disclosure

We may share your information with:

  • Meta/WhatsApp: As required for the Business API to route messages. Meta acts as a processor; end-to-end encryption applies to messages in transit where supported.
  • n8n and Service Providers: n8n processes workflows. We use secure integrations; review n8n’s privacy practices for hosted instances.
  • Third-Party Tools: Analytics, CRM, or storage providers (e.g., Google Sheets, databases) under strict data processing agreements.
  • Legal Authorities: When required by law, subpoena, or to protect rights and safety.

We do not sell your personal data. Any sharing complies with Meta’s WhatsApp Business policies and applicable laws.

6. Data Storage and Security

  • Conversation data is processed in real-time and stored only as long as necessary for the purpose (typically [e.g., 30-90 days], or longer for legal/compliance reasons).
  • We implement reasonable security measures (encryption, access controls, secure n8n workflows) to protect your data.
  • Data may be stored in [specify locations, e.g., EU servers or your chosen cloud provider]. International transfers use Standard Contractual Clauses or equivalent safeguards.

Meta and n8n provide additional security layers, but we cannot guarantee absolute security.

7. Your Rights and Choices

You have the right to:

  • Access, correct, or delete your personal data.
  • Object to or restrict processing.
  • Withdraw consent where applicable.
  • Data portability (where technically feasible).
  • Lodge a complaint with a supervisory authority.

To exercise these rights, contact us at [your email]. We respond within 30 days. Note that deleting data may limit chatbot functionality, and WhatsApp conversation history is managed separately via WhatsApp settings.

Opt-out: Stop messaging the chatbot or block the number to cease interactions.

8. Children’s Privacy

Our service is not directed at children under 13 (or 16 in some jurisdictions). We do not knowingly collect data from children. If we learn we have, we will delete it promptly.

9. Changes to This Privacy Policy

We may update this policy periodically. We will notify you by updating the effective date and, where material, via WhatsApp message or our website. Continued use after changes constitutes acceptance.

10. Contact Us

For questions about this Privacy Policy, contact: 10 Quality Studio, San Jose, Costa Rica, Email: info@10quality.studio

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