Your data. Your privacy. Our responsibility.
BotNira is designed to give businesses control over the information they process through our AI receptionist and communication platform.
We explain what information may be processed, how it moves through BotNira, where it is stored, who may process it, and how it is deleted.
Privacy and data protection controls apply throughout the BotNira platform.
Privacy is part of how BotNira operates.
BotNira provides AI-powered communication services that may process information belonging to businesses and their customers.
Depending on the features a business uses, this can include voice calls, phone numbers, WhatsApp messages, emails, website conversations, CRM information and account information.
BotNira's privacy approach is based on limiting unnecessary access, protecting information during transmission and storage, using regional storage environments, and deleting applicable information after the defined retention period.
Who controls the information?
BotNira provides technology and infrastructure that businesses use to communicate with their customers.
In many customer deployments, the business using BotNira determines what customer information is collected through its calls, messages, emails, website conversations and workflows.
The business using BotNira is therefore responsible for determining whether its collection and use of customer information complies with the laws and notices applicable to its own business.
What information may BotNira process?
The information processed depends on the services, channels and integrations enabled by the business.
Business / Vendor Information
Information associated with the business using BotNira, including account, contact, configuration and service information.
Customer Contact Information
Information provided by or about a business's customers, such as names, telephone numbers, email addresses and other information included in conversations.
Voice & Call Information
Information associated with calls handled through BotNira, including telephone numbers, call content and applicable call metadata.
WhatsApp Information
When WhatsApp is used, messages and related information are transmitted through the WhatsApp/Meta communication infrastructure before applicable processing by BotNira.
Email Information
Emails sent through supported BotNira workflows may contain sender, recipient, message and related communication information.
Website Chat Information
Conversations submitted through a BotNira website chat interface may be processed by BotNira to provide the requested service.
CRM & Integration Information
Information transferred through customer-enabled CRM or other integrations may be processed to provide the requested workflow.
Account & Billing Information
BotNira may process information necessary to administer accounts, subscriptions, billing and service relationships.
Technical Information
Technical information may be processed to operate, secure, monitor and maintain the BotNira platform.
Privacy across every communication channel.
Different communication channels can involve different infrastructure providers.
Voice Calls
For phone calls, the communication path can involve the customer's telephone network, Twilio, BotNira and applicable AI processing.
WhatsApp communications involve Meta's WhatsApp infrastructure. Applicable messages are then processed by BotNira according to the enabled workflow.
Supported email communications are processed through BotNira's email functionality without a separate communication provider being used as part of the normal BotNira email workflow.
Website Chat
Website chat conversations are handled by BotNira and applicable AI processing services. No separate third-party communication provider is used for the normal website chat flow.
Why does BotNira process information?
Information is processed to provide, secure, maintain and improve the services enabled by the business.
Service Delivery
To receive, route, process and respond to communications handled through BotNira.
AI Processing
To generate AI-powered responses, speech processing and conversational functionality where enabled.
CRM & Automation
To perform workflows and transfer information into customer-enabled integrations.
Security
To detect, investigate and respond to security threats and protect the platform.
Account Management
To maintain accounts, subscriptions, configurations and customer relationships.
Legal & Compliance
Where necessary, information may be processed to meet applicable legal, regulatory or security obligations.
How AI processing works.
BotNira uses OpenAI business/API services for applicable AI-powered processing.
Depending on the feature being used, relevant conversation information may be sent to the applicable AI service so that BotNira can generate or process a response.
AI processing is separate from BotNira's regional storage architecture. In particular, applicable AI processing may occur outside the customer's data-residency country.
Your data stays in its regional BotNira environment.
BotNira provides regional storage environments for vendors using the service in supported countries and regions.
🇨🇦 Canada
Canadian vendor data is stored and backed up in the Canadian regional environment.
Canada Data Residency →🇺🇸 United States
U.S. vendor data is stored and backed up in the U.S. regional environment.
United States Data Residency →🇪🇺 Europe
European vendor data is stored and backed up in the European regional environment.
Europe Data Residency →🇬🇧 United Kingdom
UK vendor data is stored and backed up in the UK regional environment.
UK Data Residency →🇦🇺 Australia
Australian vendor data is stored and backed up in the Australian regional environment.
Australia Data Residency →🇮🇳 India
Indian vendor data is stored and backed up in the Indian regional environment.
India Data Residency →Transparency about providers.
Some BotNira functionality depends on third-party infrastructure providers. We identify their role so customers can understand the data flow.
Twilio
Used for applicable telephone connectivity. Twilio acts as the communications bridge between the customer's telephone network and BotNira's services.
Meta / WhatsApp
Used when a business enables WhatsApp communication. WhatsApp/Meta provides the underlying WhatsApp communication infrastructure.
OpenAI
Used for applicable AI-powered processing. Information required for the AI function may be transmitted to OpenAI for processing.
How long does BotNira keep your data?
While a vendor actively uses BotNira, the vendor can manage and delete its customer calls, messages and related information using available BotNira functionality.
When the vendor stops using BotNira and closes its account, applicable data is retained for 45 days .
After the 45-day period, applicable retained data is permanently deleted.
Businesses control their customer data.
BotNira provides businesses with control over information handled through their account.
Delete
While an account remains active, vendors can delete customer calls, messages and related information using available functionality.
Manage
Vendors determine how their BotNira workflows interact with their customer communications and integrations.
Close
When an account is closed, applicable retained data is subject to the 45-day deletion process.
Privacy rights depend on where you live.
Different privacy laws provide different rights. The rights available to an individual depend on the applicable law and circumstances.
🇪🇺 European Union / EEA
Where the GDPR applies, individuals may have rights including access, rectification, erasure, restriction, portability and objection, subject to applicable conditions and exceptions.
EU Data Residency →🇬🇧 United Kingdom
Where the UK GDPR applies, individuals may have rights including being informed, access, rectification, erasure, restriction, portability and objection, subject to applicable conditions.
UK Data Residency →🇨🇦 Canada
Depending on the organization and circumstances, Canadian privacy laws such as PIPEDA may apply. PIPEDA includes principles covering accountability, consent, limiting collection, safeguards, access and challenging compliance.
Canada Data Residency →🇦🇺 Australia
Australian privacy requirements can depend on the Privacy Act and applicable Australian Privacy Principles, as well as the organization and circumstances involved.
Australia Data Residency →🇮🇳 India
Indian privacy requirements may apply depending on the nature of the processing, organization and applicable law.
India Data Residency →🇺🇸 United States
U.S. privacy requirements vary by federal, state and sector-specific laws. Businesses should evaluate which requirements apply to their particular activities.
U.S. Data Residency →European privacy rights
Where the GDPR applies, individuals have important rights regarding their personal information.
- Right to be informed
- Right of access
- Right to rectification
- Right to erasure
- Right to restriction of processing
- Right to data portability
- Right to object
These rights are subject to the conditions, limitations and exceptions established by applicable law. :contentReference[oaicite:1]{index=1}
Canadian privacy principles
PIPEDA establishes ten fair information principles for organizations subject to the legislation, including accountability, identifying purposes, consent, limiting collection, limiting use/disclosure/retention, safeguards, openness, access and challenging compliance. :contentReference[oaicite:2]{index=2}
BotNira's privacy and security controls are designed to support responsible handling of information, including security safeguards, transparency, access controls and controlled retention.
Privacy and security work together.
Privacy controls are supported by BotNira's broader technical security program.
Encryption
Data is protected using encryption controls in transit and at rest.
Restricted Access
BotNira team members do not have ordinary access to customer data.
2FA
Two-factor authentication provides additional protection for supported accounts.
Vulnerability Scanning
Regular vulnerability scanning forms part of the security program.
Penetration Testing
Penetration testing has been completed.
Incident Response
A security team is responsible for responding to security incidents.
Services are designed for businesses.
BotNira is a business-to-business service and is not designed to knowingly collect personal information directly from children as its primary audience.
Businesses using BotNira are responsible for configuring their customer-facing workflows appropriately for the audiences they serve and for complying with applicable requirements concerning children's information.
Transparency about third-party processing.
Some BotNira services require third-party infrastructure providers. We maintain a dedicated subprocessor page.
Twilio
Telephone connectivity for applicable voice services.
Meta / WhatsApp
WhatsApp communication infrastructure when WhatsApp functionality is enabled.
OpenAI
AI processing for applicable BotNira AI-powered services.
Have a privacy question or request?
Contact the BotNira privacy contact for privacy-related questions, requests or concerns.
Privacy Contact
kamal@botnira.com
When submitting a request, please provide enough information for BotNira to understand the request and verify the relevant account or relationship where necessary.
Frequently asked privacy questions
Where is my BotNira data stored?
Does regional storage mean all processing happens in the same country?
Does BotNira use OpenAI?
Does BotNira use Twilio?
Does BotNira use Meta?
Can I delete my customer data?
What happens when I close my BotNira account?
Can BotNira employees see my customer data?
How do I submit a privacy request?
Does BotNira automatically make my business compliant with privacy laws?
Collect what is needed. Protect it. Delete it when it is no longer required.
BotNira's privacy approach is built around transparency, security, regional storage, customer control and defined retention.
Privacy obligations vary by jurisdiction, industry, organization and processing activity. Customers should obtain appropriate legal advice when determining which requirements apply to their business.
Privacy you can understand.
Explore BotNira's security controls, regional data residency, AI processing and subprocessors.