Privacy Policy

Datbots is the public-facing brand of Datbot Technologies (“we”, “us”), an India-based registered partnership firm. Our business address is:

OJ Mansion
First Floor, 191 Santhi Nagar
Periya Pudur
Salem – 636016
Tamil Nadu
India

For our full legal identity, registration details, and how to verify them, see the About page. For anything covered by this policy — privacy questions, access requests, correction requests, deletion requests, or withdrawing consent — contact privacy@datbots.com rather than any other address.

Across most of this website, the “Describe Your Requirement” and “Email Datbots” links are mailto: links. Clicking one opens your own email application with a message already addressed to Datbots. No information is transmitted by or to this website when you click the link, and nothing is sent until you personally choose to send that email from your own email application.

The one exception is the “Discuss a pilot” form on our Invoice Automation page, which is a real form backed by a server-side process — see “Invoice Automation enquiry form” below for what that page collects and why.

Everywhere else on this website, there is no contact-form backend and no database — nothing you type is stored, processed, or transmitted unless and until you send it as an email yourself, entirely outside this website.

If you send Datbots an email — for example to enquiry@datbots.com or privacy@datbots.com — we receive whatever information you choose to include in that email (such as your name, email address, company, and the content of your message). This is ordinary email correspondence, handled the same way as any business email Datbots receives, in order to respond to you. We do not currently publish a fixed retention schedule for this correspondence; if you would like correspondence you have sent us corrected or deleted, contact privacy@datbots.com and we will act on that request.

The “Discuss a pilot” form on our Invoice Automation page works differently from the rest of this website: submitting it sends your information directly to Datbot through a server-side process, rather than opening your email application.

What we collect: your name, work email, company, message, and (on that page) an approximate invoice volume if you provide one; whether you consented to be contacted and, separately, to marketing communications, along with the exact wording of the consent text you saw; the page you submitted from and, if you arrived via a marketing link, standard campaign parameters (source, medium, and campaign); and a submission timestamp. We also briefly process a truncated part of your IP address and a Cloudflare Turnstile verification token solely to check you are not an automated script — this is not stored against your name.

Why: to respond to your enquiry about the Invoice Automation Design Partner Program and follow up with you directly.

Where it goes: your submission is recorded in our own internal records (Azure Table Storage, used only as an audit and reconciliation log — not a marketing database) and, where configured, in Zoho CRM, our customer-relationship management system, tagged with the page it came from. We also send ourselves an email notification via Azure Communication Services so a person sees your enquiry promptly. Cloudflare provides the Turnstile bot-verification check.

Retention: our internal audit log is retained for 24 months and then deleted. Your record in Zoho CRM is retained under our ordinary CRM record-keeping practice until you ask us to delete it.

Deletion: contact privacy@datbots.com to have your submission deleted. We permanently delete the matching record from our internal log immediately. We do not automatically delete a matching Zoho CRM record on request, because it may predate this form or include other business history unrelated to it (for example, an earlier enquiry sent a different way) — instead we flag it for a person to review and action the deletion or correction directly.

We do not sell or rent this information, and we do not use it beyond responding to your enquiry and, only if you separately opted in, sending you relevant updates.

The free, interactive assessment on our Leadership Development page works the same way as the Invoice Automation form above: your individual question answers stay on your own device and are never transmitted. If you choose to submit the review-request form shown after your result, only that displayed summary and the contact details you enter in that form are sent to Datbot.

What we collect: your name, work email, organization, role and phone if provided, preferred contact method, time zone and preferred contact window if provided; the displayed assessment summary (your organizational context, the trigger you selected, the priority themes identified with their band and reasons, the target participant group, the identified risks and objectives, the recommended intervention type, and validation questions) — never your individual question ratings and never the optional free-text note, which is not an input to what is submitted at all; whether you consented to be contacted and, separately, to marketing communications, along with the exact wording of the consent text you saw; the page you submitted from and standard campaign parameters if you arrived via a marketing link; and a submission timestamp. As with the Invoice Automation form, we briefly process a truncated IP address and a Cloudflare Turnstile token solely to check you are not an automated script.

Why: to email you the branded PDF version of your assessment result, respond to your enquiry, and, where relevant, discuss whether a leadership-development programme would be useful for your organization.

Where it goes: the same way as the Invoice Automation form — our own internal audit/reconciliation log (Azure Table Storage), Zoho CRM where configured, an internal email notification via Azure Communication Services, and Cloudflare for the Turnstile check.

Optional AI-assisted discussion brief: on the same form, a separate checkbox — unchecked by default — lets you additionally request a short, AI-generated discussion brief prepared from your assessment result. This is entirely optional and independent of submitting the form itself.

If you tick that box, we send only the same displayed assessment summary described above (organizational context, trigger, priority themes and their reasons, participant group, risks, objectives, recommended intervention, and validation questions) to OpenAI, the AI provider whose API we use to generate the brief. We do not send your name, email, phone, company, role, contact preferences, individual question ratings, or your private free-text note to OpenAI — that data does not exist in the request we send. The resulting brief — clearly labeled “AI-assisted preliminary discussion brief — review before acting” — is shown to you on the page, offered as a download, and, where our email service is configured, emailed to you separately from your main PDF report. We record, for our own audit purposes, only metadata about this step (a timestamp, which AI model version was used, whether it succeeded, and the consent-text version you saw) — never the content of the brief itself and never your underlying answers.

OpenAI receives this data solely to generate the requested brief and handles it under its own API terms and data-usage policies, which we do not control and which this policy does not speak for — for what OpenAI itself does with API input data, see OpenAI’s own published terms and privacy documentation directly. If you do not tick the AI-brief box, none of your information is sent to OpenAI, and your assessment result and the rest of the form submission are entirely unaffected either way — the AI brief is an optional addition, never a requirement to receive your assessment or have your enquiry reviewed.

Retention: the same as the Invoice Automation form — our internal audit log (including the AI-brief metadata described above) is retained for 24 months and then deleted; your record in Zoho CRM is retained under our ordinary CRM record-keeping practice until you ask us to delete it.

Deletion or withdrawing AI-brief consent:generating a brief is a one-time action completed when you request it, so “withdrawing consent” for one already generated means asking us to stop retaining our own record of it and not generate another for that submission — it cannot recall or undo the individual request already sent to OpenAI at the time, which is outside our control once made. Contact privacy@datbots.com for any of this: to have our audit-log metadata for that request deleted, to have your underlying submission deleted or corrected, or to say you do not want a brief generated for a submission you have not yet requested one for. We will act on that request the same way described for the Invoice Automation form above, including flagging any matching Zoho CRM record for a person to review.

We use Umami to understand how visitors use this website, including page views, referring pages, campaign attribution parameters, approximate country, browser type, device type and visit duration. Umami is configured without advertising cookies or cross-site tracking, and we do not intentionally use it to collect names, email addresses or enquiry content.

We use these aggregated and pseudonymous usage statistics to assess website performance, understand which information is useful to visitors and improve the site.

Umami is a cloud-hosted service (Umami Cloud) — we do not run our own analytics server. It sets no tracking cookies, is restricted to only report from www.datbots.com, and honours your browser’s Do Not Track setting: if it is enabled, this website is not tracked for that visit. We do not use session recording or heatmaps, and we do not assign names, email addresses or other known identities to analytics sessions.

We do not use advertising pixels, advertising cookies or analytics cookies on this website.

This website uses the Inter and Noto Sans JP typefaces, served directly from datbots.com rather than loaded from Google’s own font servers at the time you visit the site. Visiting this website does not, as a result of font loading, share any information with Google.

This website is served from static hosting infrastructure (Azure Static Web Apps). Like essentially all web hosting, that infrastructure may generate ordinary technical access logs as a routine part of operating and securing the service — for example, IP address, request timestamp, the resource requested, and browser/user- agent information. This is standard, infrastructure-level logging inherent to serving any website, separate from the Umami analytics described above; we do not separately confirm the hosting provider’s own log retention period here.

This website links to Datbots’ official CargoWise Service Partner profile, hosted by CargoWise/WiseTech Global at cargowise.com, which opens in a new tab. Once you follow that link and leave datbots.com, your visit is governed by CargoWise/WiseTech Global’s own privacy practices, not this policy. Datbots does not control, and is not responsible for, the privacy practices of websites it links to.

Beyond the aggregated analytics described above, this website does not collect information about you unless you choose to send us an email or submit the Invoice Automation enquiry form described above — so most of your control over what you share with us directly is simply the choice of whether to send that email or submit that form, and what to include in it. If your browser sends a Do Not Track signal, our analytics tool honours it and does not track that visit. For anything you have already sent us by email or through that form, contact privacy@datbots.com to ask what we hold, request a correction, or request deletion, and we will respond in good faith.

This website is intended for a business audience and is not directed at children. We do not knowingly collect information from children through this website.

We may update this policy as this website’s actual behaviour changes. The effective date at the top of this page reflects the version currently in force.

For any privacy question about this website, contact privacy@datbots.com — this is the only address for privacy, access, correction, deletion, and consent-withdrawal requests.