Privacy Policy

1. Introduction

SmartChat Solutions (“we,” “our,” or “us”) is committed to protecting the privacy of individuals who use our WhatsApp AI automation services. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website, AI assistant, and related services.

By using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with any part of this policy, please do not use our services.

2. Information We Collect

We may collect the following types of information:

• Business Information: Business name, business type, operating hours, services offered, staff details, and booking links provided during onboarding.
• Contact Information: Name, phone number, email address, and WhatsApp number of business owners and authorized users.
• WhatsApp Conversations: Messages, responses, and metadata from customer conversations handled by our AI assistant.
• Lead Data: Information about prospective customers who interact with your AI assistant, including names, phone numbers, and enquiry details.
• Usage Data: Information about how you interact with our dashboard, including page visits, feature usage, and analytics events.

3. How We Use Information

We use the collected information for the following purposes:

• To provide, operate, and maintain our WhatsApp AI automation services.
• To train and improve our AI models for accurate and relevant responses.
• To process and respond to customer enquiries and leads.
• To communicate with you about your account, updates, and support.
• To monitor usage, analyze trends, and improve our platform.
• To comply with legal obligations and enforce our terms.

4. WhatsApp Conversations

Our service processes WhatsApp messages on behalf of businesses. We handle conversation data in accordance with Meta's WhatsApp Business API requirements and applicable data protection laws.

Conversation data is used exclusively to enable our AI assistant to respond accurately and to provide analytics to the business owner. We do not read, monitor, or use your customers' conversations for any purpose other than delivering our service.

Businesses retain ownership of their conversation data. We act solely as a data processor on behalf of the business.

5. AI Processing and Automation

Our AI assistant uses third-party AI providers, including OpenAI and DeepSeek, to process and generate responses to customer messages. When a conversation is processed:

• Message content may be sent to these providers for natural language processing.
• We configure our integrations to minimize data retention by third-party providers.
• Conversation data is transmitted securely using encryption in transit.
• We do not use customer conversation data to train third-party foundation models.

Our automated follow-up and lead management features may process and store conversation data to schedule and send follow-up messages based on business-configured rules.

6. Data Storage and Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption of data in transit using TLS/SSL.
• Encryption of data at rest in our databases.
• Access controls and authentication for our dashboard and APIs.
• Regular security assessments and monitoring.

Despite our efforts, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but will notify you in the event of a data breach as required by applicable law.

7. Third Party Services

We use the following third-party services to deliver our platform:

• OpenAI: For AI-powered natural language understanding and response generation.
• DeepSeek: For AI-powered conversation processing and automation.
• Meta (WhatsApp Business API): For WhatsApp message delivery and webhook integration.
• Cloud Infrastructure Providers: For hosting and data storage.

Each third-party service has its own privacy policy governing data handling. We review our providers to ensure they maintain adequate data protection standards.

8. User Rights

You have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data. We will comply within a reasonable timeframe.
• Objection: Object to the processing of your personal data for certain purposes.
• Data Portability: Request transfer of your data to another service provider where technically feasible.

We will never sell your personal data or customer conversation data to third parties. Your data belongs to you and your business.

9. Data Retention

We retain your personal data for as long as your account is active or as needed to provide you with our services. Upon termination of your account, we will retain your data for a period of 30 days to allow for data export, after which it will be securely deleted unless retention is required by law.

Conversation data may be retained for analytics and service improvement purposes in anonymized form after account termination. You may request earlier deletion of your data by contacting us.

10. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: