Privacy Policy for ZK Consulting ChatBot

Effective Date: November 10, 2025

1. Introduction

Welcome to ZK Consulting ChatBot ("we," "our," or "us"). This Privacy Policy explains how we collect, use, disclose, and protect your information when you interact with our WhatsApp chatbot service.

By using our WhatsApp chatbot, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

When you interact with our WhatsApp chatbot, we collect the following information:

• Phone Number: Your WhatsApp phone number to identify and communicate with you
• Message Content: The text messages you send to our chatbot
• Conversation History: Previous messages to provide context-aware responses
• Timestamp: Date and time of your interactions
• Message Status: Delivery and read receipts for messages we send

3. How We Use Your Information

We use the collected information for the following purposes:

• Provide Services: To respond to your queries and provide chatbot assistance
• Conversation Context: To maintain conversation history and provide relevant, personalized responses
• Service Improvement: To analyze usage patterns and improve our chatbot's performance
• Knowledge Base Search: To search our knowledge base and provide accurate information
• Communication: To send you responses and updates via WhatsApp

4. How We Store Your Information

Your information is stored securely using the following measures:

• Database Storage: Conversation history is stored in a secure PostgreSQL database
• Session Management: Messages are associated with your phone number for context retention
• Retention Period: Conversation history is retained for up to 10 messages per session
• Encryption: Data is transmitted and stored using industry-standard encryption

5. Third-Party Services

Our chatbot uses the following third-party services to provide functionality:

• WhatsApp Business API: For sending and receiving messages (Meta Platforms)
• Anthropic Claude: AI language model for generating responses
• Pinecone: Vector database for knowledge base search
• n8n: Workflow automation platform

These services may have their own privacy policies and terms of service. We recommend reviewing their policies.

6. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• Service Providers: With trusted third-party services necessary to operate our chatbot (as listed above)
• Legal Requirements: When required by law, regulation, or legal process
• Protection: To protect our rights, privacy, safety, or property, and that of our users

7. Your Rights

You have the following rights regarding your personal information:

• Access: Request access to the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data
• Opt-Out: Stop using our chatbot at any time by not sending messages
• Data Portability: Request a copy of your data in a structured format

8. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this policy. Conversation history is limited to the most recent 10 messages per session and may be periodically purged.

9. Children's Privacy

Our service is not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If you become aware that a child has provided us with personal information, please contact us, and we will take steps to delete such information.

10. Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is 100% secure.

11. Changes to This Privacy 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 and updating the "Effective Date" at the top.

12. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. By using our service, you consent to such transfers.

13. Compliance

We comply with applicable data protection laws and regulations, including:

• General Data Protection Regulation (GDPR) for users in the European Union
• Personal Data Protection Act (PDPA) for users in Malaysia
• WhatsApp Business Policy
• Meta Platform Terms and Policies