Privacy Policy

Section 01

Who We Are

Unichatbots is a technology company that builds AI-powered chatbot solutions for universities and higher education institutions. We operate a WhatsApp communication channel to handle inquiries, provide support, and deliver information to prospective students, current students, and institutional partners.

For the purposes of this policy, "we," "us," and "our" refer to Unichatbots. "You" refers to any individual who sends a message to our WhatsApp number.

Section 02

Information We Collect

We only collect information that you voluntarily provide to us when you initiate or continue a conversation through WhatsApp. We do not run background data collection, tracking pixels, or automated scrapers. The information we may receive includes:

• Phone number — automatically shared when you message us on WhatsApp, used solely to reply to you.
• WhatsApp profile name — the display name associated with your WhatsApp account, used to personalise our replies.
• Message contents — the text, files, or media you choose to send us in the course of your inquiry.
• Timestamp and message metadata — the date and time your messages were sent, as provided by the WhatsApp Cloud API platform.

We do not collect any sensitive personal data such as financial information, health records, government ID numbers, or biometric data through this channel. If you accidentally send such information, please notify us immediately and we will delete it.

Section 03

Consent & How We Contact You

Specifically, this means:

• We will never send you unsolicited promotional or marketing messages via WhatsApp.
• If you contact us first, your message is treated as consent to receive a reply to that specific inquiry.
• If we wish to send you proactive updates (such as deadline reminders or service notifications), we will ask for your explicit opt-in consent before doing so.
• You may withdraw your consent at any time by replying "STOP" or by sending us a message requesting we cease contact.
• Once you withdraw consent, we will stop all outbound messaging within 24 hours.

Section 04

How We Use Your Information

Your information is used exclusively for the following purposes:

• Responding to your inquiries — to answer questions you send us about our services, pricing, or capabilities.
• Providing the requested service — to fulfil any service interaction or support request you initiate.
• Improving our service — anonymised, aggregated conversation patterns may be reviewed internally to improve response quality. No individual message content is used for this purpose without removal of all identifying information.
• Legal compliance — where required by law, we may process your data to comply with legal obligations.

We do not use your information to build advertising profiles, retarget you on other platforms, make automated decisions that affect you, or train third-party AI models with your identifiable data.

Section 05

Data Sharing & Third Parties

We do not sell, rent, or share your personal data with third parties for marketing purposes — ever. The only third parties who may have access to your data are:

• Meta (WhatsApp Cloud API) — as the platform provider, Meta processes message data in accordance with their own Privacy Policy and Terms of Service.
• Hosting and infrastructure providers — such as cloud servers used to run our platform, bound by data processing agreements that prohibit independent use of your data.
• Legal authorities — only if required by a valid legal order, court order, or applicable law.

All third-party service providers we work with are contractually required to handle your data securely and only for the purposes we specify.

Section 06

Data Retention

We retain your message data only for as long as necessary to fulfil the purpose for which it was collected — typically the duration of your active inquiry plus a reasonable follow-up period of up to 90 days.

After this period, message contents are deleted or anonymised. Your phone number may be retained in a suppression list if you have opted out, to ensure we do not contact you again.

You may request earlier deletion of your data at any time by contacting us directly (see Section 9).

Section 07

Data Security

We take reasonable and appropriate technical and organisational measures to protect your personal information from unauthorised access, loss, misuse, or disclosure. These measures include:

• Encrypted data transmission via HTTPS and WhatsApp's end-to-end encryption protocols.
• Access controls ensuring only authorised personnel can view conversation data.
• Regular review of data handling practices and security configurations.

No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. If a data breach occurs that affects your rights, we will notify you as required by applicable law.

Section 08

Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Right of access — to request a copy of the data we hold about you.
• Right to rectification — to ask us to correct inaccurate or incomplete data.
• Right to erasure — to request that we delete your personal data.
• Right to restrict processing — to ask us to limit how we use your data.
• Right to withdraw consent — at any time, without affecting the lawfulness of processing before withdrawal.
• Right to object — to object to processing based on legitimate interests.

To exercise any of these rights, please contact us using the details in Section 9 below. We will respond within 30 days.

Section 09

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us directly through our WhatsApp channel or via the details below.

Section 10

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this page periodically. Continued use of our WhatsApp service after any changes constitutes acceptance of the updated policy.