Privacy Policy

1. About this policy

This Privacy Policy explains how Botavox collects, uses, stores, shares and protects personal information when you visit our website, request an account, communicate with us, or use a Botavox chatbot on a business website.

Botavox provides AI chatbot services for service businesses. This means we may handle information from business owners, staff, website visitors and people who submit enquiries through a chatbot.

2. Information we collect from business customers

When a business requests or uses Botavox, we may collect information needed to assess the request, set up the chatbot, provide support and manage the account.

• Name, business name, job title and contact details.
• Website address, business location, service areas and industry details.
• Information about services, pricing guidance, FAQs, booking rules, opening hours and customer handling preferences.
• Billing details, plan selection, invoices, payment status and subscription history.
• Support messages, onboarding notes, emails, call notes and feedback.

3. Information collected through chatbots

When a visitor uses a Botavox chatbot on a customer website, the chatbot may collect information the visitor chooses to provide during the conversation.

• Name, phone number, email address and preferred contact method.
• Suburb, address, service location or project location.
• Service requested, job details, budget, timeframe, photos or other information entered into the chat.
• Conversation history, timestamps, selected options and chatbot responses.
• Technical information such as device type, browser type, page URL and basic interaction data where required for service operation or troubleshooting.

4. Information collected from our website

When you visit botavox.com, we may collect basic technical and usage information to keep the website secure, understand performance and improve the experience.

• IP address, browser type, device type, operating system and approximate location derived from technical data.
• Pages visited, referring pages, buttons clicked, form submissions and general website usage information.
• Information you submit through forms, email links or account request flows.

5. How we use information

We use personal information to provide Botavox, respond to enquiries, set up and support accounts, improve chatbot performance and operate our business.

• To contact you about an account request, onboarding, support, billing or service updates.
• To train, configure, test and improve a chatbot for a specific business.
• To collect and deliver customer enquiry details to the business using Botavox.
• To review unanswered questions and help improve future chatbot answers.
• To monitor usage, troubleshoot issues, prevent misuse and maintain security.
• To send administrative messages, invoices, renewal notices and important service information.
• To comply with legal obligations, resolve disputes and enforce our terms.

6. AI processing and chatbot improvement

Botavox uses AI and automation to understand questions and generate responses. Information entered into a chatbot may be processed by technology providers that help us operate the service.

We may review chatbot conversations to troubleshoot issues, improve answer quality, update training information and identify questions that Botavox could not answer. Where practical, we limit access to people who need it to provide or support the service.

7. Legal basis and consent

We collect and use information where it is needed to provide requested services, operate our business, communicate with you, improve Botavox, protect security, comply with legal obligations, or where you have provided consent.

If you submit information through a chatbot, you choose what information to provide. If you do not want to provide personal information, you can stop using the chatbot and contact the business another way.

8. Cookies and analytics

Our website may use cookies, pixels, local storage and similar technologies to support website functionality, measure performance, understand traffic and improve marketing. These technologies may collect technical information about your device and browsing activity.

You can usually disable cookies in your browser settings. Some website features may not work properly if cookies are disabled.

9. Sharing information

We do not sell personal information. We may share information only where needed to provide Botavox, operate the website, process payments, comply with law, protect our rights or support the business customer using the chatbot.

• With the business that owns or operates the website where a chatbot enquiry is submitted.
• With service providers that help us host, process, secure, analyse, email, support, bill or operate Botavox.
• With professional advisers such as accountants, lawyers or insurers where required for business purposes.
• With authorities, regulators or other parties where required by law or necessary to protect rights, safety or security.
• With another entity if Botavox is involved in a business sale, merger, restructure or transfer of assets.

10. Overseas storage and service providers

Some technology providers used by Botavox may store or process information outside Australia. Where this occurs, we take reasonable steps to use reputable providers and protect information in line with this policy.

By using Botavox or submitting information through a chatbot, you acknowledge that information may be processed in countries outside your location where our service providers operate.

11. Security

We take reasonable technical and organisational steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.

No website, chatbot, email system or online service can be guaranteed to be completely secure. You should avoid submitting highly sensitive information through a chatbot unless the business has specifically requested it and you are comfortable doing so.

12. Data retention

We keep personal information for as long as reasonably needed to provide Botavox, support customers, comply with legal obligations, resolve disputes, maintain records and improve the service.

Chatbot enquiry records may be kept so the business can follow up with customers, review conversation quality and improve future answers. We may delete or de-identify information when it is no longer reasonably needed.

13. Access, correction and deletion requests

You may contact us to request access to personal information we hold about you, ask us to correct inaccurate information, or request deletion where deletion is reasonably possible and not inconsistent with legal, billing, security or legitimate business requirements.

If your information was submitted through a chatbot on another business’s website, we may need to direct your request to that business or work with them to respond.

14. Marketing communications

We may contact business customers and account requesters with relevant updates, offers or information about Botavox. You can unsubscribe or ask us to stop sending marketing messages at any time.

We will still send important non-marketing messages where needed, such as service, billing, security or account notices.

15. Children

Botavox is intended for use by businesses and their website visitors. It is not directed to children. If we become aware that we have collected personal information from a child without appropriate consent, we will take reasonable steps to delete it.

16. Customer responsibilities

Businesses using Botavox are responsible for making sure their own website and customer communications explain how personal information is collected and used. This may include linking to a privacy policy and telling visitors that a chatbot may collect enquiry details.

Businesses should not configure Botavox to request unnecessary sensitive information or information that is not reasonably needed for handling an enquiry.

17. Privacy complaints

If you have a privacy concern, please contact us first so we can review and respond. We may ask for details to verify your identity and understand the issue.

If you are in Australia and are not satisfied with our response, you may be able to contact the Office of the Australian Information Commissioner or another relevant privacy regulator.

18. Changes to this policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new last updated date. Continued use of the website or Botavox after changes are posted means you acknowledge the updated policy.

19. Contact

For privacy questions, access requests, correction requests or complaints, contact Botavox at hello@botavox.com.