Privacy statement
This privacy statement explains which personal data Bots24/7 processes, why, for how long, and what rights you have. We comply with the General Data Protection Regulation (GDPR). In case of differences, the Dutch version prevails.
1. Who are we?
Bots24/7 is a trade name of Klik&Shop (sole proprietorship), Chamber of Commerce (KvK) 98148362, VAT ID NL005310837B66, Paramaribohof 55, 2315 VW Leiden, the Netherlands.
Privacy questions or requests? Use the contact form (mention “privacy”) or write to the address above.
We are the controller for data processed via this website and for our own client relationships (sections 2 to 4). For chatbots we manage for clients, we are a processor (section 5).
2. Contact form and client contact
| Data | Purpose | Legal basis | Retention |
|---|---|---|---|
| Name, company name, email address, phone number (optional), industry, chosen package, your message, date/time of submission and the country the form was sent from | Responding to your request, scheduling an introduction and making a proposal | Consent and pre-contractual steps at your request (Art. 6(1)(a) and (b) GDPR) | Up to 12 months after the last contact, unless an agreement follows |
| Contact, invoicing and payment details of clients | Performing the agreement, invoicing and support | Performance of contract and legal obligation (Art. 6(1)(b) and (c) GDPR) | 7 years for tax records (statutory obligation); other data up to 2 years after the agreement ends |
Contact form submissions are stored with our hosting provider (see section 6). A hidden field helps block spam; we do not use cookies or tracking for this.
3. The demo chatbot on this website
The demo chatbot of the fictional “Salon Voorbeeld” runs entirely in your own browser. What you type, including any names, dates or contact details in a test booking, is not sent to us or to third parties and is not stored anywhere. If you close or reload the page, the conversation is gone. Please avoid entering real personal data in the demo.
4. Visiting this website, cookies and log files
This website sets no tracking or analytics cookies and uses no advertising networks or social media plugins. Fonts are not loaded from external servers. Our hosting provider processes technically necessary data, such as your IP address and browser details, to deliver and secure the site (for example against attacks), based on our legitimate interest in a secure, working website (Art. 6(1)(f) GDPR). This data is kept briefly in line with the hosting provider’s policy.
5. Chatbots we manage for clients
If you chat with a Bots24/7 chatbot on the website or WhatsApp of one of our clients (for example a salon, clinic or installer), that business is the controller. Bots24/7 processes the data only on that business’s instructions, under a data processing agreement. Please also read that business’s privacy statement.
What data does a chatbot process?
- The content of your chat messages.
- Details you enter yourself, such as your name, phone number, email address, preferred date and time, and your question or request.
- Technical data such as time, page and channel used (website or WhatsApp) and, for WhatsApp, your phone number and profile name.
What for?
To answer your questions, forward your request or appointment request to the business, connect you with a staff member and improve the chatbot on the business’s instructions (for example by adding missing answers).
How does the AI work?
Client chatbots may use a language model from an external AI language model provider to understand questions and phrase answers. Your message is sent to that provider for this purpose, together with the business’s knowledge base. We choose providers and settings under which submitted data is not used to train AI models, where the provider offers this. The chatbot makes no decisions with legal or similarly significant effects about you (no automated decision-making within the meaning of Art. 22 GDPR); it answers questions and forwards requests. It is always clear that you are talking to a chatbot, and you can ask for a person.
For how long?
Conversations are kept for a maximum of 90 days by default, unless a different period has been agreed with the business. Requests forwarded to the business are then subject to that business’s retention periods.
6. Who do we share data with? (sub-processors)
We never sell your data. We only use service providers needed to deliver our services, and we enter into (processing) agreements with them:
- Hosting and network provider (for this website, form submissions and the chatbots).
- AI language model provider (only for client chatbots, see section 5).
- Meta Platforms (WhatsApp Business Platform), only for chatbots with a WhatsApp integration.
- Email and notification service (to forward requests and notifications to the business).
- Accounting and payment service providers (only for administration of our own clients).
An up-to-date list of specific sub-processors is available on request and is included in the data processing agreement with our clients. We also disclose data where required by law.
7. Transfers outside the EEA
Some service providers (for example hosting or AI providers) may process data outside the European Economic Area, such as in the United States. We only do so with appropriate safeguards, such as certification under the EU-US Data Privacy Framework or the European Commission’s standard contractual clauses, supplemented by additional measures where necessary.
8. Security
We take appropriate technical and organisational measures, including encrypted connections (HTTPS), restricting access to what is necessary, strong passwords with two-factor authentication, and storing as little data as possible for as short a time as possible.
9. Your rights
You have the right of access, rectification, erasure, restriction of processing, data portability and to object to processing. Where you gave consent, you can withdraw it at any time. Submit your request via the contact form or by post. We respond within one month. If your request concerns one of our clients’ chatbots, we forward it to that business or help the business handle it.
Not happy with how we handle your data? Let us know. You also have the right to lodge a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens.
10. Changes
We may update this privacy statement, for example when our services change. The date at the top shows when it was last updated.