Bot Rep AI: Privacy Policy

Bot Rep AI LLC Privacy Policy
Platform: BotRep.ai
Entity: Bot Rep AI LLC
Address: 401 E Jackson St, Suite 2340, Tampa, FL 33602, USA
Contact: hello@botrep.ai

Effective Date: 03/01/2026
Last Updated: 03/01/2026

Bot Rep AI LLC, doing business as BotRep.ai (“Bot Rep AI,” “BotRep,” “we,” “us,” or “our”), provides websites, applications, dashboards, APIs, telephony tools, automation tools, and related services (collectively, the “Services”). This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information, and describes the rights and choices available to individuals.

If you use the Services on behalf of a company or other legal entity, you represent that you have authority to do so. Capitalized terms not defined here have the meanings given in our Terms of Service.

1. Scope and roles

This Privacy Policy applies to personal information we process when:

you visit our websites or web applications;
you communicate with us;
you sign up for or administer an account;
we market, sell, secure, support, or improve our Services; or
we process personal information for our own business purposes.

When our customers use the Services to submit, generate, store, route, record, transcribe, analyze, or otherwise process data in their accounts, including contact data, call audio, transcripts, prompts, configurations, recordings, consent records, integrations, and logs (“Customer Data”), we generally act as a processor, service provider, or similar role under applicable law, and the customer acts as the controller, business, or similar role.

In those situations:

the customer decides what Customer Data is processed and for what purpose;
the customer is responsible for providing required notices and obtaining required consents;
our processing is governed by the customer’s instructions, our Terms of Service, and any applicable Data Processing Addendum (“DPA”).

This Privacy Policy does not replace the customer’s own privacy notice or legal obligations.

2. Categories of information we collect

Depending on your relationship with us and how the Services are used, we may collect the following categories of information:

A. Identifiers and contact information
Name, email address, phone number, company name, job title, account name, account ID, IP address, device identifiers, and similar identifiers.

B. Commercial and billing information
Subscription details, plan type, service history, invoice information, billing address, transaction metadata, and limited payment-related information. Most payment card processing is handled by third-party payment processors, and we typically do not store full card numbers.

C. Internet, device, and network activity
Browser type, operating system, device type, referring URLs, pages viewed, clickstream data, session information, crash data, diagnostic data, approximate location derived from IP, cookie IDs, and similar analytics data.

D. Communications and support information
Messages, support requests, emails, chat transcripts, form submissions, files you upload, survey responses, and other communications with us.

E. Customer account content and operational data
Prompts, workflows, settings, routing rules, webhook destinations, API configurations, agent settings, uploaded knowledge, campaign settings, and similar account content.

F. Voice and telephony data
When features are enabled by a customer or user, this may include call audio, voicemail audio, call recordings, transcripts, consent audio, call summaries, sentiment or classification tags, notes, timestamps, session IDs, caller and recipient numbers, duration, transfer logs, opt-out logs, suppression records, and related telephony metadata.

G. Voice features, biometric-related data, and authentication data
If a customer enables voice-based recognition, speaker verification, or similar features, we may process voice embeddings, voiceprints, or comparable template data solely to provide the enabled feature, secure accounts, verify identity, prevent fraud, or perform related functions expressly enabled by the customer.

H. Inferences
We may generate inferences from the information above, such as service usage trends, product interest, fraud indicators, feature adoption patterns, or account risk indicators.

I. Sensitive information
We do not seek to collect sensitive personal information unless necessary for a specific feature, required by law, or intentionally provided in connection with an authorized use case. Customers are prohibited from submitting regulated or sensitive data unless the Services expressly support that use case and the customer has a lawful basis and all required notices and consents.

3. Sources of information

We collect information:

directly from you;
automatically from your device or browser when you use our websites or Services;
from our customers, when they use the Services and we process Customer Data on their behalf;
from service providers that help us operate the Services;
from integrations or third-party services you connect at your direction;
from publicly available business sources and fraud/security databases, where permitted by law.
4. How we use information

We use personal information for the following purposes:

to provide, operate, maintain, support, and secure the Services;
to create and administer accounts;
to authenticate users and protect against fraud, abuse, unauthorized access, and security incidents;
to process payments, invoices, and subscriptions;
to provide customer support and respond to inquiries;
to enable telephony, messaging, scheduling, routing, transcription, automation, and related features that customers choose to enable;
to maintain consent records, opt-out records, suppression lists, and time-of-day controls where such features are enabled;
to monitor performance, troubleshoot issues, maintain logs, and improve reliability;
to communicate with users about service updates, security alerts, billing matters, and administrative notices;
to conduct analytics, quality assurance, debugging, service measurement, and internal product improvement;
to enforce our Terms of Service and other policies;
to comply with law, lawful process, and regulatory obligations;
to protect the rights, safety, property, and security of Bot Rep AI, our users, our customers, and others.

We do not use call audio, transcripts, consent audio, or voiceprints for unrelated third-party advertising.

We do not use Customer Data to train generalized voice models or generalized foundation models for external commercial reuse unless the customer has expressly opted in in writing or through a clearly disclosed product setting that specifically authorizes that use.

5. Telephony, recording, and compliance responsibilities

BotRep.ai includes telephony and automation features that may be used by customers in regulated environments. Unless we expressly agree in writing to provide a managed compliance service, the customer is solely responsible for determining whether its use of the Services is lawful, including compliance with laws governing:

calls, texts, and prerecorded or AI-generated voice communications;
consent requirements;
do-not-call obligations;
call recording and transcription;
disclosure requirements;
suppression and opt-out handling;
telemarketing recordkeeping;
biometric or voiceprint notice and consent requirements;
consumer protection and unfair or deceptive practices laws.

We may provide tools that support compliance, such as consent logging, opt-out processing, suppression features, time-of-day controls, scripting tools, or disclosure settings. These tools assist customers, but they do not replace the customer’s own legal obligations or independent compliance review.

6. Lawful bases for processing

Where required by applicable law, including in the EEA, UK, or Switzerland, we rely on one or more of the following legal bases:

performance of a contract;
legitimate interests, including securing and improving the Services, preventing fraud and abuse, and communicating with business users;
consent, where required;
compliance with legal obligations;
establishment, exercise, or defense of legal claims.

Where biometric-related processing is enabled and applicable law requires heightened consent, we rely on the customer or user to obtain such consent before use and we process such data only for the limited, disclosed purpose for which the feature was enabled.

7. Cookies and similar technologies

We use cookies and similar technologies for essential site operation, preferences, analytics, security, and, where enabled and permitted, advertising or retargeting. Our Cookie Policy explains these practices in more detail, including available controls and choices.

Where required by law, we do not place non-essential cookies unless and until the user has provided the required consent.

8. How we disclose information

We may disclose personal information to the following categories of recipients:

Service providers and subprocessors
Hosting providers, cloud infrastructure providers, telecom providers, support platforms, analytics vendors, security vendors, payment processors, identity verification providers, email providers, and other vendors that help us operate the Services.

Customer-directed integrations and third parties
If a customer configures an integration, workflow, webhook, API, CRM sync, calendar sync, or similar connection, we may disclose information as necessary to perform that request.

Professional advisers
Lawyers, auditors, insurers, consultants, and similar advisers bound by legal or contractual duties of confidentiality.

Authorities and legal process recipients
Courts, regulators, law enforcement, or other parties when required by law, subpoena, court order, or when we believe disclosure is reasonably necessary to protect rights, property, safety, or security.

Corporate transaction counterparties
In connection with an actual or proposed financing, acquisition, merger, sale of assets, reorganization, bankruptcy, or similar transaction, subject to appropriate confidentiality protections.

We do not sell personal information for money.

When we act as a processor or service provider with respect to Customer Data, we do not sell or share that Customer Data for cross-context behavioral advertising.

9. AI product improvement, de-identification, and analytics

We may use aggregated, statistical, or de-identified data to maintain, secure, analyze, and improve the Services and develop new features, provided that such data does not reasonably identify a person or disclose Customer Confidential Information.

Any de-identification process will be designed so that the resulting data cannot reasonably be linked back to a specific individual without additional information that is kept separately and protected.

Unless expressly authorized by the customer, we will not use raw call audio, raw transcripts, or raw voiceprints from Customer Data for generalized model training or commercialization outside the customer’s provisioned Services.

10. Data retention

We retain personal information for only as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer period is required or permitted by law, contract, legal hold, dispute, audit, fraud prevention, or security needs.

Typical retention periods are as follows:

Account, contract, tax, and billing records
Up to 7 years after the relationship ends, or longer if required by law.

Marketing and sales contact records
Until you opt out, request deletion where applicable, or after a reasonable period of inactivity, typically no longer than 3 years from the last meaningful interaction unless we have another lawful basis to retain them.

Security, access, and audit logs
Typically 12 to 24 months, and longer where required for incident response, dispute resolution, fraud prevention, or legal compliance.

Website analytics and cookie data
As described in our Cookie Policy and applicable preference tools, generally for the period reasonably necessary for analytics, attribution, fraud prevention, or legal compliance.

Customer Data in active customer accounts
For the duration of the customer relationship and thereafter in accordance with customer instructions, applicable contract terms, system backup cycles, and legal obligations.

Post-termination Customer Data
After account termination, we may retain Customer Data for a limited period to allow export, backup expiration, fraud prevention, dispute resolution, legal compliance, or legal hold, after which we delete or de-identify it in accordance with our retention schedule and contractual obligations.

Call recordings, transcripts, consent records, suppression logs, and telephony metadata
Retention may vary based on customer settings, customer instructions, contractual terms, and applicable law. Customers are solely responsible for choosing lawful retention settings for their use case. We may retain compliance-related metadata, opt-out logs, suppression records, security logs, and records necessary to establish or defend legal claims for longer periods where required or appropriate.

Voice embeddings or voiceprints, if enabled We retain these only for the purpose for which they were collected, such as speaker verification, authentication, or another expressly enabled feature. Unless a shorter period is required by law or contract, we permanently destroy such data when the initial purpose has been satisfied, when the feature is disabled, or no later than 3 years after the individual’s last interaction with us relating to that feature, whichever occurs first, except where preservation is required by law, valid legal process, or legal hold.

Deletion from backups may take additional time consistent with secure backup rotation schedules.

11. Biometrics and voiceprint notice

Certain jurisdictions treat voiceprints or comparable voice template data as biometric identifiers or biometric information. Where we offer features that create or use such data:

the feature must be affirmatively enabled;
the purpose of the feature must be disclosed;
required notice and consent must be obtained before collection where applicable law requires it;
the data may be used only for the disclosed, limited purpose;
the data may not be sold, leased, or otherwise monetized as standalone biometric data;
the data will be protected with reasonable administrative, technical, and physical safeguards;
the data will be destroyed in accordance with Section 10 above and applicable law.

Customers that enable biometric-related features are responsible for ensuring they have a lawful basis, lawful purpose, and all legally required notices and consents.

12. U.S. state privacy rights

Depending on your state of residence and the context in which we process your information, you may have rights to:

know or access personal information we hold about you;
correct inaccurate personal information;
delete personal information;
obtain a portable copy of certain information;
opt out of targeted advertising, sale, or sharing where those terms are defined by applicable law;
appeal a denied privacy request where required by law.

To exercise privacy rights, email hello@botrep.ai
with the subject line Privacy Request and describe your request with sufficient detail for us to verify and respond. We may request additional information to verify identity, authority, or the scope of the request. Authorized agents may submit requests on behalf of individuals where permitted by law.

We will not unlawfully discriminate against you for exercising applicable privacy rights.

13. EEA, UK, and Swiss rights

If you are located in the EEA, UK, or Switzerland, you may have rights to access, rectify, erase, restrict, object, or receive portability of your personal data, and to withdraw consent where processing is based on consent.

Where we process Customer Data on behalf of a customer, you should direct your request to the relevant customer as controller unless we are legally required or permitted to handle the request directly.

14. International data transfers

We are based in the United States and may process personal information in the United States and other countries where we or our service providers operate. Where required, we use appropriate transfer mechanisms and safeguards, which may include contractual clauses, organizational safeguards, technical measures, or other lawful mechanisms.

15. Security

We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, or destruction. These measures may include access controls, logging, encryption in transit, encryption at rest where appropriate, segmentation, least-privilege access, vendor management, security monitoring, and incident response processes.

No system is perfectly secure, and we do not guarantee that unauthorized access, loss, or misuse will never occur.

16. Children’s privacy

The Services are not directed to children under 13, and we do not knowingly collect personal information from children under 13 for our own business purposes. Customers may not use the Services to create, clone, or process a minor’s voice or biometric-related data unless they have lawful authority and a lawful basis to do so and the Services expressly support that use case.

If you believe a child has provided personal information to us in violation of this Policy, contact us at hello@botrep.ai.

17. Third-party services

Our Services may link to or integrate with third-party services. Those third parties operate under their own terms and privacy policies. We are not responsible for the content, availability, security, or privacy practices of third parties.

18. Healthcare and HIPAA

Unless we have expressly agreed in writing, through a signed Business Associate Agreement (“BAA”) or other required healthcare agreement, the Services are not offered as HIPAA-compliant services for storing, receiving, maintaining, or transmitting protected health information on our behalf. Do not submit PHI to the Services unless and until Bot Rep AI has expressly agreed in writing to support that use case and the required agreement is fully executed.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the Effective Date and Last Updated date and provide additional notice where required by law.

20. Contact us

Bot Rep AI LLC
401 E Jackson St, Suite 2340
Tampa, FL 33602, USA
hello@botrep.ai