Privacy Policy

This Privacy Policy explains how BetterChat handles personal information when you use BetterChat websites, request a demo, create or access a platform account, receive an invitation, or use connected workspace services.

BetterChat is built for organizations that manage WhatsApp sales and customer communication. In many cases, BetterChat processes workspace data on behalf of the customer organization that invited or manages your account. That organization remains responsible for its own customer records and internal use of the service.

BetterChat is operated with South African privacy expectations in mind, including the Protection of Personal Information Act, 2013 (POPIA). Where POPIA applies, BetterChat acts as a responsible party for website, account, billing, security, and service administration data, and as an operator where we process customer workspace data under a customer organization's instructions.

If you are using BetterChat through your employer or another organization, that organization may have its own privacy notice that also applies to your use of the service.

We collect information you provide directly, such as your name, email address, password credentials, organization name, invitation details, support messages, demo request details, and other account or onboarding information.

We also collect technical and service information needed to operate BetterChat, such as session identifiers, sign-in activity, device or browser metadata, IP-address-related security signals, audit events, and usage logs tied to website or workspace access.

Customer organizations may use BetterChat to store or process contact names, phone numbers, conversation history, internal notes, tags, tasks, and related CRM activity. That data is controlled by the customer organization, even when BetterChat hosts or secures it.

We use personal information to provide the service, manage demo requests, authenticate users, manage organizations and invitations, secure accounts, send transactional emails, maintain audit trails, support customers, prevent abuse, troubleshoot issues, and improve the reliability of BetterChat.

Where permitted by law, we may also use limited service data for internal analytics, product planning, fraud prevention, and legal compliance. We do not sell personal information.

Depending on the context, BetterChat processes personal information because it is necessary to perform a contract, to take steps at your request before entering into a contract, to pursue legitimate interests in running and securing the service, to comply with legal obligations, or because a customer organization has instructed us to process data on its behalf.

If consent is required for a specific activity, we will rely on consent for that activity and you may withdraw it where the law allows.

We share personal information only where needed to operate the service, including with infrastructure providers, email delivery providers, analytics or monitoring vendors, professional advisers, and other service providers acting under confidentiality and security obligations.

We may also disclose information where required by law, regulation, court order, or to protect the rights, property, and safety of BetterChat, our customers, or others.

If a customer organization uses integrations or connected third-party tools, their handling of personal information is governed by that organization's choices and the third party's own terms and privacy practices.

BetterChat may store or process personal information outside South Africa when we use cloud, communications, support, or infrastructure providers in other jurisdictions.

Where cross-border transfers occur, we take reasonable steps to ensure that recipients are subject to laws, binding agreements, or security measures that provide a level of protection materially consistent with applicable privacy requirements.

We use administrative, technical, and organizational safeguards designed to protect personal information against loss, misuse, unauthorized access, alteration, or disclosure. These measures include access controls, authentication protections, audit logging, and service-level security controls appropriate to the service's risk profile.

No system is completely secure, and you should also protect your credentials, devices, and internal workspace permissions.

We keep personal information for as long as necessary for the purposes described in this policy, including to provide the service, maintain security records, resolve disputes, enforce agreements, and comply with legal or accounting obligations.

Retention periods vary depending on the type of data, the customer relationship, legal requirements, and whether the information forms part of workspace records controlled by a customer organization.

BetterChat uses cookies and similar technologies that are necessary for sign-in, session continuity, security, and service reliability. We may also use limited measurement tools to understand website and product performance.

You can control cookies through your browser settings, but some features may not work correctly if essential cookies are disabled.

Subject to applicable law, you may request access to personal information we hold about you, ask for correction or deletion, object to certain processing, request restriction, ask about our data handling practices, or withdraw consent where consent is the basis for processing.

If BetterChat processes your information on behalf of a customer organization, we may direct your request to that organization because it controls the relevant workspace data and decides how it should be handled.

BetterChat is designed for business use and is not intended for direct use by children. We do not knowingly collect personal information from children in a context that requires parental authorization. If you believe a child has provided personal information to the service in error, contact us so we can investigate and take appropriate steps.

For privacy questions, requests, or complaints, contact BetterChat through the public contact page or the support channel made available to you by your organization. We may need to verify your identity before acting on a request.

If you are in South Africa and believe your personal information has been handled unlawfully, you may also lodge a complaint with the Information Regulator (South Africa).

We may update this Privacy Policy from time to time to reflect service, legal, or operational changes. When we make material changes, we will update the date on this page and may provide additional notice where appropriate.