Privacy Policy

1. Overview & Scope

NanbaChatbot ("we", "us", "our"), operated by Raja Digital Media, is committed to safeguarding the privacy and confidential business information of our users ("Vendor", "User", "you"). This Privacy Policy explains what data we collect, how it is processed and protected, and your statutory rights under applicable data protection laws, including the Digital Personal Data Protection (DPDP) Act of India and international standards.

2. Information We Collect

When you register and use the NanbaChatbot platform, we collect the following categories of data:

• Account Information: Full name, business name, email address, contact phone number, and hashed password created upon sign up.
• WhatsApp Connection State: Device linking authentication tokens (via WhatsApp Web session protocol) stored securely on our servers to enable the AI auto-reply engine to receive and send messages on your behalf.
• CRM Contacts & Inquiries: Contact phone numbers, names, CRM stage tags, deal values, and notes created or extracted from your incoming customer chats or WhatsApp groups.
• Knowledge Base & Training Data: Questions, answers, business catalogs, service descriptions, and persona preferences configured by you in the dashboard to train your chatbot.
• Billing & Transaction Details: Subscription plan type, transaction identifiers, payment dates, and payment status received from authorized payment gateways (e.g. Dodo Payments, Cashfree, Stripe). Note: We never store your full credit card numbers or banking PINs.

3. How We Use Your Information

We use the collected information solely for legitimate operational purposes:

1. To provide, operate, maintain, and improve the WhatsApp AI automation platform.
2. To execute automated natural language processing and generate responses according to your knowledge base.
3. To deliver real-time human hand-off notifications and alert notifications when a human agent is requested.
4. To power your CRM pipeline, follow-up scheduling, and contact analytics.
5. To process billing, subscriptions, invoices, and payment verifications.
6. To provide technical support, resolve issues, and prevent unauthorized platform misuse.

4. AI Processing & Third-Party Services

To deliver smart natural language replies, message content may be processed through enterprise AI language model providers (such as OpenAI API). In accordance with OpenAI’s data privacy policies for API customers, data sent through their API is not used to train or improve their foundation models.

We work with trusted third-party cloud infrastructure providers for essential hosting and operations:

• Cloud Server Hosting: Secure Linux server infrastructure with MySQL database encryption.
• Payment Processors: PCI-DSS compliant payment gateways (Dodo Payments, Cashfree, Stripe).
• WhatsApp Network: Communication routed securely through official WhatsApp device protocols.

5. Data Security & Encryption

We employ multi-layered technical and organizational security measures to protect your data against unauthorized access, loss, or disclosure:

• HTTPS/TLS encrypted communications across all website and API endpoints.
• Bcrypt password hashing with unique salts for user credentials.
• Role-based access controls and isolated database queries preventing cross-vendor data leaks.
• Automated database backups with persistent MySQL storage safeguards.

6. Data Retention & Deletion

We retain your account information, CRM contacts, and templates for as long as your account remains active or as required to fulfill our legal obligations. You have the right at any time to request the complete deletion of your account and associated WhatsApp session files by contacting support@nanbachatbot.com. Upon verified request, your data will be permanently wiped from our production databases within 14 business days.

7. Your Rights Under Data Protection Laws

Depending on your jurisdiction, you possess the following rights regarding your personal information:

• Right to Access: View all contacts, conversation history, and settings stored in your account.
• Right to Correction: Edit and update your personal details and contact records directly from the dashboard.
• Right to Portability / Export: Download and export your CRM contacts and lead stages in standard CSV / Excel format at any time.
• Right to Withdraw Consent: Disconnect your WhatsApp device at any moment by clicking "Disconnect WhatsApp" in the dashboard.

8. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect technological or regulatory advancements. Any significant modifications will be communicated via your registered email or posted prominently on our platform with an updated effective date.

9. Contact Our Data Protection Officer

If you have any questions or data privacy inquiries, please contact our team:

Raja Digital Media / NanbaChatbot Privacy Desk
Email: support@nanbachatbot.com
WhatsApp: +91 93619 20966
Location: Karur, Tamil Nadu 639001, India