Chatbot Privacy Policy

Latest Update: October 8, 2025

This Privacy Policy describes how Credo IT Consulting ("we," "us," or "our") collects, uses, and discloses your information when you use our services via the WhatsApp / Telegram platform (the "Chatbot"). By using the Chatbot, you agree to the collection and use of information in accordance with this policy.

Important Note: WhatsApp is a service provided by WhatsApp / Telegram Platforms, Inc. Your use of WhatsApp / Telegram is subject to Meta's or Telegram's Terms of Service and Privacy Policy. We only collect the data necessary to provide the Chatbot service.

WhatsApp Identifier: Your WhatsApp / Telegram phone number or user ID, which is necessary to identify you and respond to your messages.
Profile Information: Any information made available by your WhatsApp profile, such as your display name and profile picture (if applicable).
Message Content: The actual text, images, or files you send to the Chatbot.
Interaction Metadata: Timestamps, frequency of interaction, and technical data related to the message exchange.

Information We Collect

1.

1.1 Data Collected from WhatsApp

1.2 Third-Party Service Data (AI Processing)

Your message content is processed by a third-party Large Language Model (LLM) or Artificial Intelligence service (e.g., Google, OpenAI, etc.) to generate relevant responses.
We implement measures to ensure that your personally identifiable information (PII) is anonymized or masked before being sent to the AI service, whenever possible and practical.
We DO NOT claim ownership of your message content. We are a service layer on top of WhatsApp / Telegram and the AI provider.

2. How We Use Your Information

We use the information collected from the Chatbot for the following primary purposes:

To Provide the Service: To process your queries and generate accurate, relevant responses through the Chatbot.
Service Improvement: To monitor usage and analyze conversation flows to improve the logic, accuracy, and performance of the Chatbot.
Troubleshooting: To diagnose and resolve technical issues, security incidents, and debug errors.
Legal Compliance: To comply with legal obligations and enforce our Terms of Service.

3. Data Retention and Storage

Message Content: Message content is typically stored for a maximum of 90 days for quality control and service improvement, and then permanently deleted or fully anonymized.
Identifiers: Your WhatsApp / Telegram ID is retained for as long as you are an active user of the Chatbot to maintain conversation state and history.
Location of Processing: Data is stored and processed on servers located in Malaysia, which may be outside your country of residence.

4. Sharing and Disclosure of Information

We do not sell your Personal Information. We may share your information in the following circumstances:

With Third-Party Service Providers: We use third-party services (e.g., cloud hosting, AI language models, analytics providers) to operate and maintain the Chatbot. These providers are bound by confidentiality obligations.
Business Transfers: In connection with a merger, acquisition, or sale of assets.
Legal Requirements: If required to do so by law or in response to valid requests by public authorities (e.g., a court order or government agency).

5. Your Privacy Rights

Depending on your location, you may have the following rights regarding your Personal Information:

Access: The right to request copies of the data we hold about you.
Rectification: The right to request that we correct any information you believe is inaccurate.
Erasure: The right to request that we delete your personal data. You can typically request this by sending a message like "STOP" to the Chatbot or contacting us directly.

6. Children's Privacy

Our Chatbot is not intended for use by anyone under the age of Age 16. We do not knowingly collect personally identifiable information from children. If you are a parent or guardian and are aware that your child has provided us with Personal Information, please contact us.

7. Changes to this Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. You are advised to review this Privacy Policy periodically for any changes.

If you have any questions about this Privacy Policy, you can contact us:

By email: policy@credo-it.tech