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Privacy Policy

Effective January 1, 2026.

Bots for Business ("BFB", "we", "us", or "our") respects your privacy. This Privacy Policy describes how we collect, use, and disclose information when you visit our website, use our AI voice and chat agents, exchange SMS or MMS messages with our agents, or use any related services (collectively, the "Services"). By using the Services, you agree to the practices described in this policy.

1. Information we collect

We collect information in the following ways:

  • Information you provide: Name, company, email, phone number, billing information, and other details you submit through forms, demos, or onboarding.
  • Communication content: Recordings, transcripts, SMS/MMS message content, and metadata from phone calls, text messages, and chats handled by our agents on your behalf, including content provided by tenants, prospects, vendors, and your staff.
  • Property and tenant data: Information you authorize us to receive or access via integrations with your property management system, CRM, calendar, or related tools.
  • Usage data: Log data, IP address, browser type, device information, referring URLs, pages visited, and message delivery status.
  • Cookies and similar technologies: We use cookies and similar technologies to operate the Services, remember preferences, and measure performance.

2. How we use information

We use the information we collect to:

  • Provide, operate, maintain, and improve the Services.
  • Train, monitor, and improve the AI agents we deploy on your behalf, including model accuracy, safety, and quality.
  • Respond to inquiries, provide support, and communicate about the Services.
  • Issue invoices and process payments.
  • Detect, investigate, and prevent fraudulent, illegal, or abusive activities, and enforce our Terms of Service.
  • Comply with legal obligations.

3. Call recording and disclosure

Our Services include call recording and transcription. Where required by law, callers are informed at the start of a call that the call may be recorded. You are responsible for ensuring that your use of the Services complies with applicable call-recording laws in the jurisdictions in which you operate, including any state-level two-party consent requirements.

4. SMS and text messaging

Some of the Services involve sending and receiving SMS or MMS messages on your behalf. This section describes how we handle messaging-specific information. Mobile phone numbers and consent records collected through our Services are not shared with third parties or affiliates for marketing purposes.

4.1 Consent and opt-in

Your customers, tenants, and prospects only receive SMS messages from BFB-deployed agents after they have provided consent through one of the following:

  • Submitting a form on your website or property listing that discloses SMS communication.
  • Verbally consenting to receive a follow-up text during a phone call with one of our agents.
  • Texting your business number first (which constitutes inbound consent).
  • Signing a lease, application, or onboarding document that discloses SMS as a communication channel.

Consent is not transferred between businesses. You, as the BFB customer, are responsible for collecting and maintaining valid consent records for the phone numbers you authorize us to message.

4.2 Message frequency and rates

Message frequency varies depending on the nature of the conversation (e.g., a single confirmation versus an ongoing maintenance request). Message and data rates may apply based on the recipient's mobile carrier plan. BFB does not charge recipients for messages.

4.3 Opt-out and HELP

Recipients may opt out of further SMS messages at any time by replying STOP, END, QUIT, UNSUBSCRIBE, or CANCEL to any message. After receiving an opt-out, BFB will send one final confirmation that no further messages will be sent and will suppress the number across the relevant campaign. Recipients may also reply HELP to receive contact information for support.

4.4 Carriers and delivery

Carriers (including but not limited to AT&T, Verizon, T-Mobile, and US Cellular) are not liable for delayed or undelivered messages. Delivery is subject to carrier availability and recipient device coverage.

5. How we share information

We share information only as described below:

  • Service providers: Vendors that help us operate the Services (including telephony, SMS aggregation, speech, AI infrastructure, hosting, analytics, and payments). These providers are bound by confidentiality and data-protection obligations. Our current core sub-processors include providers such as Twilio (telephony and SMS), Vapi or equivalent voice infrastructure, ElevenLabs and other speech providers, Anthropic and other large-language-model providers, and standard cloud hosting and payment providers.
  • Customer integrations: Property management systems, CRMs, and calendar tools that you authorize us to connect to.
  • Legal compliance: When required by law, regulation, legal process, or governmental request, or to protect rights, safety, or property.
  • Business transfers: In connection with a merger, acquisition, financing, or sale of assets, subject to standard confidentiality protections.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising. We do not share mobile phone numbers or SMS opt-in data with third parties or affiliates for marketing.

6. Data retention

We retain information for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. Call recordings, SMS transcripts, and chat history are retained according to your retention settings or, where you have not configured retention, our default retention period for the applicable plan. You may request deletion of records as described below, subject to legal and contractual retention requirements.

7. Security

We use administrative, technical, and physical safeguards designed to protect information from loss, theft, misuse, and unauthorized access. Communications and stored data are encrypted in transit and at rest using industry-standard encryption. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

8. Your rights

Depending on your jurisdiction, you may have rights to access, correct, delete, or restrict processing of your personal information, and to data portability. You may also have the right to object to certain processing or withdraw consent. California residents have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including the right to know, the right to delete, the right to correct, and the right to opt out of certain disclosures. To exercise these rights, contact us at support@botsforbusiness.com.

9. Children's privacy

The Services are intended for use by businesses and are not directed to children under 16. We do not knowingly collect personal information from children. We do not knowingly send SMS messages to phone numbers known to belong to children.

10. International users

We are based in the United States and process data in the United States and other jurisdictions. By using the Services, you consent to the transfer of information to countries outside your country of residence, which may have different data-protection rules.

11. Changes to this policy

We may update this Privacy Policy from time to time. The "Effective" date at the top indicates when it was last revised. Material changes will be communicated through the Services or by email.

12. Contact us

For questions about this policy or to exercise your rights, contact us at support@botsforbusiness.com, by phone at (972) 816-1765, or by writing to: 123 Business Way, Suite 200, Wilmington, DE 19801, USA.