Privacy Policy

This Privacy Policy explains how SDS-SOFT (NIT 901.100.011), owner of BotPilot Multi What, collects, uses, stores, shares and protects personal information. It applies to the App and to the services behind it. By using it, or by writing to a business that uses it, you accept what is described here.

1. Our two roles

• As Controller we process the data of account holders: name, email, phone, the people on the account and the plan taken out.
• As Processor we process, on behalf of and under the instructions of the account holder, the data of the people who write to their lines. In that case the Controller is the account holder: they decide what it is used for and who they write to. We only process it in order to provide them with the service.

2. What information we collect

2.1. From account holders

• Name, email address and phone number.
• Access credentials, stored encrypted, and open sessions.
• A profile picture, if you choose to set one.
• The plan taken out and the status of the account.

2.2. From the conversations on your lines

When you link a line, we process on your behalf what comes in through it:

• The number and WhatsApp profile name of whoever writes.
• The content of the messages: text, images, voice notes, videos and documents.
• The date and time, delivery status and identifiers of each message.
• The notes and labels your team adds to a conversation.

2.3. Technical data from the device

• A device identifier used to send you notifications, together with the language you want to receive them in.
• IP address, device model and App version, to operate and debug the service.
• Usage logs needed for security, abuse prevention and fault diagnosis.

We do not ask for your location or your phone’s address book. The App only asks for access to the camera and photos, and only when you choose to set your profile picture or send a file.

3. What we use it for

• Providing and maintaining the service: receiving, showing, sending and organising messages.
• Managing your account, your team, your plan and your access.
• Sending you notifications about your conversations and the state of your lines.
• Correcting the draft you write, when you ask for “Improve wording” (see clause 4).
• Providing support and answering what you ask us.
• Protecting the service, preventing fraud and complying with the law.
• Understanding how the App is used through statistics that identify no one.

We do not sell personal data, we do not use it for advertising and we do not read your conversations for purposes other than providing you with the service and handling what you ask us.

4. The only automatic feature, and what is sent

When you ask for “Improve wording”, we send an artificial-intelligence provider only the draft you have just written, so that it comes back corrected. The conversation, your contact’s number and your identity are not sent. The provider handles it under confidentiality agreements and may not use it to train its models.

The rest of the App has no automatic features: nothing replies for you and nothing goes out unless you send it.

5. Legal basis

We process data in accordance with Law 1581 of 2012 and Decree 1377 of 2013 of Colombia (Personal Data Protection Regime — Habeas Data), on the basis of the data subject’s consent, performance of the contract, compliance with legal obligations and our legitimate interest in operating and securing the service. If you hold an account, it is for you to obtain the consent of the people you write to.

6. Who we share it with

We do not sell personal data. We share it only with:

• WhatsApp (Meta Platforms, Inc.), through which the messages on your lines come in and go out.
• Apple and Google, which handle the subscription purchase and the delivery of notifications to your device. They tell us the status of your subscription; they do not hand us your payment method.
• The artificial-intelligence provider that corrects the draft, on the terms of clause 4.
• Infrastructure and hosting providers that run our servers and databases.
• Authorities, where there is a legal obligation or a valid request.

We require all of them to give confidentiality and security guarantees equivalent to those in this policy.

7. How long we keep it

• While your account is active, so that we can provide the service.
• If the account is left without a plan, for two (2) months more, so you can come back without losing anything. After that it is deleted.
• If you delete your account, everything is erased after five (5) days, the period you have to change your mind.
• We keep whatever the law requires us to keep (for example, accounting or tax obligations), only for as long as required.
• Backups are overwritten on their normal cycles and, at the latest, within the following ninety (90) days.

How to request deletion is set out in Data Deletion.

8. Security

We apply reasonable technical and organisational measures: encryption in transit, passwords stored with one-way functions, role-based access control, separation of each account’s data and monitoring of the service. No system is infallible, but we keep a level of protection appropriate to the risk and we will tell you if something happens that affects you.

9. International transfers

Some providers — including WhatsApp, the app stores, the artificial-intelligence provider and the infrastructure providers — may process data outside Colombia. In those cases we adopt the safeguards required by the applicable rules.

10. Your rights

As a data subject you have the right to:

• Know, update and correct your data.
• Request proof of the consent you gave.
• Be told how it is used.
• Withdraw consent and ask for it to be erased, where applicable.
• Access it free of charge.
• Complain to the Superintendency of Industry and Commerce (SIC).

To exercise them, write to us at info@botpilot.co. If you wrote to a business that uses Multi What, you can address your request to that business, which is the Controller of that conversation, or to us: we will handle it together with them.

11. Children

Multi What is not aimed at children and does not knowingly collect their data. If we find a child’s data without the corresponding authorisation, we will delete it.

12. Changes to this policy

We may update it to reflect legal or service changes. We will publish the version in force on this screen together with its update date, and continuing to use the App means accepting it.

13. Contact

For any question about this policy or about your data, write to us at info@botpilot.co or call +57 304 221 2222. The controller’s details appear at the foot of this page.