Privacy Policy

Last updated: March 29, 2026

This Privacy Policy describes how Webwave AI Chatbot ("we", "us", or "our") collects, uses, and protects your information when you use our platform, website, and services (the "Service"). We are committed to protecting your privacy and handling your data responsibly.

1. Information We Collect

Account Information

When you sign up using Google OAuth, we receive your name, email address, and profile picture from Google. We do not receive or store your Google password.

Content You Provide

  • Training data you upload (website URLs, PDFs, Q&A pairs, raw text).
  • Bot configurations (name, persona, welcome message, branding settings).
  • Webhook URLs and integration settings.

Conversation Data

  • Messages exchanged between End Users and your chatbot.
  • Lead information collected through chat forms (name, email, phone number).
  • Session identifiers and conversation metadata.

Usage Data

  • Pages visited on the dashboard, feature usage, and interaction patterns.
  • Message counts, bot usage statistics, and billing information.
  • Browser type, device information, and IP address.

2. How We Use Your Information

We use your information to:

  • Provide, maintain, and improve the Service.
  • Process your training data to build and operate your chatbots.
  • Generate vector embeddings from your content for AI-powered responses.
  • Display conversation history, analytics, and lead data in your dashboard.
  • Process payments and manage your subscription.
  • Send transactional emails (billing receipts, usage alerts, account notifications).
  • Detect and prevent fraud, abuse, and security incidents.
  • Comply with legal obligations.

3. How We Do NOT Use Your Data

  • We do not use your content or conversation data to train AI models. Your training data and customer conversations are used solely to power your chatbot's responses.
  • We do not sell, rent, or share your personal data with third parties for marketing purposes.
  • We do not use conversation data for advertising or profiling.

4. Third-Party Services

We use the following third-party services to operate the platform:

  • Google OAuth — for authentication. Google receives your authentication token during sign-in. See Google's Privacy Policy.
  • Anthropic (Claude AI)— to generate chatbot responses. Conversation context is sent to Anthropic's API for processing. Anthropic does not use this data to train their models per their data usage policy.
  • OpenAI— to generate text embeddings for knowledge retrieval. Your training content is sent to OpenAI's embedding API. OpenAI does not use API data for model training.
  • Razorpay — for payment processing. We do not store credit card or bank details; Razorpay handles all payment data securely.
  • Telegram Bot API / WhatsApp Cloud API — for human handoff routing. Message content is transmitted through these platforms when handoff is triggered.

5. WhatsApp Data & Meta Platform

Our Service integrates with the WhatsApp Business Platform(via Meta's WhatsApp Cloud API) to enable chatbot interactions on WhatsApp. This section describes how we handle data received through WhatsApp.

Data We Receive from WhatsApp

  • WhatsApp phone numbers of End Users who message your chatbot.
  • WhatsApp display names and profile information shared by End Users.
  • Message content (text, images, documents) sent to your chatbot.
  • Message delivery and read status metadata.

How We Use WhatsApp Data

  • To deliver automated chatbot responses to End Users on WhatsApp.
  • To facilitate human handoff when requested by the End User or triggered by the bot.
  • To display conversation history and analytics in your dashboard.
  • To collect lead information as configured by the bot owner.

How We Do NOT Use WhatsApp Data

  • We do not use WhatsApp data to train AI models.
  • We do not sell, license, or share WhatsApp data with third parties for marketing, advertising, or data brokering purposes.
  • We do not use WhatsApp data to send unsolicited messages or spam.
  • We do not use WhatsApp data to contact End Users outside the context of the chatbot interaction unless explicitly consented to by the End User.
  • We do not share WhatsApp data with third parties except as strictly necessary to provide the Service (e.g., sending message content to Anthropic's API to generate a response).

WhatsApp Data Retention & Deletion

  • WhatsApp conversation data is retained for as long as the bot owner's account is active.
  • Bot owners can delete individual conversations or all WhatsApp data from their dashboard at any time.
  • When a bot owner deletes their account, all associated WhatsApp data (messages, phone numbers, lead data) is permanently deleted within 30 days.
  • End Users can request deletion of their data by contacting us at support@webwave.ai or by contacting the bot owner directly.

Compliance with Meta Platform Terms

Our use of WhatsApp data complies with the Meta Platform Terms, WhatsApp Business Policy, and Meta Developer Policies. We only access and use WhatsApp data for the purposes described in this Privacy Policy, and we implement appropriate technical and organizational measures to protect this data.

6. Data Storage & Security

  • All data is stored in PostgreSQL databases with encryption at rest.
  • All data in transit is encrypted using TLS/HTTPS.
  • Authentication tokens (JWT) are short-lived and rotated via refresh tokens.
  • Access to production systems is restricted and monitored.
  • Each user's data is logically isolated — you cannot access another user's bots, conversations, or leads.

While we take reasonable measures to protect your data, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

7. Data Retention

  • Active accounts: We retain your data for as long as your account is active and as needed to provide the Service.
  • Deleted accounts: If you delete your account, we will remove your personal data, bot configurations, training data, and conversation history within 30 days. Some data may be retained in backups for up to 90 days.
  • Payment records: We retain payment and billing records for up to 7 years as required by Indian tax regulations.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access the personal data we hold about you.
  • Correct inaccurate or incomplete data.
  • Delete your account and associated data.
  • Export your data (conversations and leads are exportable via CSV).
  • Restrict certain processing of your data.
  • Object to processing based on legitimate interests.

To exercise these rights, contact us at support@webwave.ai. We will respond within 30 days.

9. End User Privacy

When End Users interact with your chatbot, we collect conversation data and any information they provide through lead forms. As the bot owner, you are the data controller for End User data, and we act as the data processor.

You are responsible for:

  • Informing End Users that they are chatting with an AI-powered bot.
  • Providing a privacy notice or link to your own privacy policy.
  • Complying with applicable privacy laws regarding End User data collection.
  • Handling data subject requests from your End Users.

10. Cookies

We use essential cookies and local storage to maintain your authentication session and preferences. We do not use third-party tracking cookies or advertising cookies. The chat widget uses a session identifier stored in the visitor's browser to maintain conversation context.

11. Children's Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children. If we learn that we have collected data from a child, we will delete it promptly.

12. International Data Transfers

Your data may be processed in countries outside of India where our third-party service providers operate (e.g., Anthropic and OpenAI are US-based). We ensure appropriate safeguards are in place for international transfers in compliance with applicable data protection laws.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or a notice on the Service. Continued use after changes constitutes acceptance.

14. Contact Us

If you have questions or concerns about this Privacy Policy or your data, please contact us at:

  • Email: support@webwave.ai
  • Company: Webwave AI Chatbot