Coudibot is a chatbot and CRM platform operated by Coudify (Ibrahim Josué Pasos González, Mexico) ("we", "us"). It lets businesses (our "customers") handle conversations on their website and on Facebook Messenger, and record interested people as contacts in their CRM. This policy explains what data we process, why, who we share it with, how long we keep it, and how you can ask us to delete it.
For conversations with a business's chatbot, that business is the data controller and Coudify acts as a data processor on its behalf.
1Data we process
People who chat with a chatbot on Messenger or a website
- Messenger identifier: the page-scoped ID Facebook assigns to each person for each Page. We use it to know who to reply to. We do not retrieve your profile, photo, friends or any other information from your Facebook account.
- Conversation messages: the text you type and the menu options you tap, with date and time.
- Contact details you type in the conversation, only if you choose to share them: name, phone number, email address, availability or other information the chatbot asks for.
Businesses that connect their Facebook Page to Coudibot
- The app-scoped Facebook user ID of the person who authorizes the connection, used to handle data deletion requests.
- The ID, name and picture of the Pages they manage, so they can choose which one to connect.
- The Page access token of the chosen Page, used to receive and reply to its Messenger messages.
The Facebook permissions we request are: pages_show_list (list your Pages),
pages_read_engagement (read the Page name and picture), pages_manage_metadata
(subscribe the Page to our new-message webhook) and pages_messaging (reply to messages on
behalf of the Page).
2How we use the data
- To automatically reply to messages sent to the business's Page or website.
- To check that the phone number and email you type are in a valid format, so the business can contact you.
- To create or update your contact record in the CRM of the business you talked to.
- To notify the business by email about a new contact, including a summary of the conversation.
We do not sell data, do not use it for advertising or profiling, do not combine it across businesses, and do not use it for any purpose other than the above.
3Who we share it with
- The business that owns the chatbot you talked to: it sees the conversation and your contact details in its Coudibot dashboard and receives the email notification.
- Service providers that help us run the service (processors), only for that purpose:
- DigitalOcean (United States): servers, database and file storage.
- OpenAI and Anthropic (United States): receive the conversation text only to extract and validate name, phone number and email. Under their API terms, they do not use this data to train their models.
- Our email providers: our own server (coudify.com) and, as a backup, Open-Xchange (OX App Suite) (United States): send new-contact notifications to the business.
- The business's own tools: if the business connects its Kommo, HubSpot or Google Sheets account, we send the contact and conversation summary there on the business's instruction. From then on, that data is governed by the privacy policies of the business and of that tool's provider.
- Public authorities: only when required by applicable law, disclosing only the information strictly required.
4How long we keep it
- Conversations and contacts: while the business keeps its Coudibot account active. If the business cancels its account or asks us to delete them, we delete them within 30 days.
- Page access token: until the business disconnects the Page in Coudibot or removes our app's access in Facebook. On disconnection we delete it immediately and stop receiving that Page's messages.
- Deletion requests: we keep only the confirmation code, date and result, so we can show you the status.
5Security
All communications use HTTPS. We verify Meta's signature on every message we receive from Facebook. Dashboard access requires login, and each business can only see its own contacts and conversations. Our app's App Secret is never stored in the database.
6How to delete your data
If you chatted with a chatbot on Messenger
- Send DELETE MY DATA in the same Messenger conversation. We immediately delete your contact and conversations with that Page and reply with a confirmation code and a link to check the status.
- Or email [email protected] with the name of the Page you chatted with. We handle the request within 30 days.
If you connected a Facebook Page to Coudibot
- Disconnect the Page in Coudibot > Chatbots > Settings > Facebook Messenger > Disconnect; or
- Remove the Coudibot app in your Facebook account settings (Settings & privacy > Settings > Business integrations or Apps and websites) and request deletion. Facebook notifies us automatically; we disconnect your Pages, delete their tokens and give you a confirmation code with a status link.
Copies the business has sent to its own tools (Kommo, HubSpot, Google Sheets) or downloaded must be deleted with that business. Email us and we will help you reach it.
7Your rights
You can request access to, correction or deletion of your data, or object to its processing, by emailing [email protected]. If the request concerns a customer business, we forward it to them and assist you through the process.
8Changes to this policy
If we change this policy, we will publish the new version on this page with its update date.
9Contact
Coudify · coudify.com · [email protected]