Privacy policy
Botly Services Pty Ltd · Last updated 9 November 2026
Draft, not yet in effect. This is being reviewed by our lawyer before Bookbotly opens to the public. Questions? Email hello@bookbotly.com.
- Your business’s data, and your customers’ messages, stay in the country you sign up in. For Australian businesses, that’s Australia.
- The AI that drafts replies runs in Australia. Nothing is sent to customers without the approval settings you choose.
- We never sell personal information, and we never use your customers’ messages to train AI models.
- We use no advertising or tracking cookies.
- You can download or delete your data yourself, any time. Or just ask us.
1. Who we are
Bookbotly is made by Botly Services Pty Ltd (ABN [to come]), Sydney, Australia (“Botly”, “we”, “us”). This policy explains how we handle personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles. It covers our website and our services, including Bookbotly and, when they launch, our other products on the same platform.
2. Two kinds of personal information
Information about you, our customer or someone interested in becoming one. We decide how this is used, and this policy covers it fully.
Information about your customers, such as the people who email your business. We handle this on your behalf, only to provide Bookbotly to you. Your business remains responsible for telling your customers how you use their information. We give you suggested wording for your own privacy policy.
3. What we collect
When you visit our website
We don’t use analytics, advertising or tracking cookies. Our hosting provider keeps short technical logs (such as IP address, browser and the page requested) to keep the site running and secure.
When you ask for early access
Your name, business name, work email, what your business does and, if you give it, your mobile number. We use these only to contact you about early access. We don’t store your IP address with the request. We delete requests after 12 months if you don’t become a customer.
When you use Bookbotly
- Account details: your name, email, role, and sign-in security details (such as two-step sign-in and passkeys).
- Business details you give us: services, prices, service areas, how you sign replies, your settings and limits.
- Enquiries your business forwards to us: the sender’s name and email address, the subject and text, and the replies drafted, edited, approved and sent.
- Records of activity: who approved what and when, AI usage and costs, and security events. These keep the service safe and accountable.
- Your website, if you ask us to read it: we read its public pages once to suggest your business details and prices for you to check. We ask the AI to leave out people’s names and reviews, and we remove phone numbers and email addresses we can detect. Suggestions you don’t use are deleted. [Lawyer to review.]
- Billing details, when paid plans start. Card details are handled by our payment provider; we never see or store full card numbers.
We only see the emails you choose to forward. We never have your email password or access to the rest of your inbox. Automatic emails such as newsletters and auto-replies are skipped without storing their content.
4. How we use it
- To provide Bookbotly: read forwarded enquiries, draft replies from your own information, send the replies you approve, and show you reports.
- To keep accounts and data secure, prevent misuse, and enforce the limits you set.
- To support you, and to send service messages (for example, usage warnings and your daily summary).
- To bill you and keep the records Australian tax law requires.
- To improve Bookbotly using counts and measures that don’t identify anyone.
We don’t sell personal information. We don’t use your customers’ messages to train AI models, and our AI provider doesn’t either. We only send you marketing emails if you agree, and every one has a working unsubscribe link.
5. How Bookbotly uses AI
When your business forwards an enquiry, Bookbotly uses Anthropic’s Claude AI models, run by Amazon Web Services in Australia, to sort the email (a new enquiry, an existing customer, or not an enquiry) and to draft a reply using only the prices and details your business has given us.
By default, a person at the business checks every drafted reply and decides whether to send, change or reject it. A business can choose to let Bookbotly send some kinds of message without approving each one, within limits it sets (for example, a short “we’ve received your message” reply). Bookbotly doesn’t use AI to make decisions that significantly affect anyone’s rights or interests, such as refusing a service. [Lawyer to confirm the automated-decision wording required from 10 December 2026.]
6. Where your information goes
Each business’s data is kept in the country it signs up in, and is never copied to another country’s copy of Bookbotly. Today Bookbotly only serves Australia, so we store your information in Australia. These are all the outside services that handle personal information for us, what they do, and where:
| Service | What it does for us | Personal information involved | Where |
|---|---|---|---|
| Supabase | Our database and sign-in | Account details, business settings, customers' enquiries and replies, early access requests | Australia |
| Amazon Web Services (AWS) | AI (Claude, through Amazon Bedrock); receiving and sending email; encrypted file storage | Text of forwarded enquiries and drafted replies; email addresses on those emails | Australia |
| Vercel | Runs the website and app | Pages you request, with technical details such as IP address and browser, in short-lived logs | App runs in Australia. Vercel is a US company and may handle logs outside Australia |
| Inngest | Schedules our background jobs | Internal reference numbers and statuses only, encrypted before they leave us. Never names, email addresses or messages | United States |
| [Email provider to confirm] | Our own inbox, when you email us | Whatever you write to us | [Country to confirm] |
| Stripe (when paid plans start) | Payments and tax invoices | Billing name, email, card details (we never see full card numbers) | May be processed outside Australia, including the United States |
Where information may leave Australia, we take reasonable steps, including through our contracts with these providers, to make sure it’s handled in line with the Australian Privacy Principles. We’ll update this list before we add a new service that handles personal information.
7. How we keep it safe
- Encryption when stored and when sent.
- Each business’s data is walled off from every other business’s at the database level, and we test this automatically.
- Two-step sign-in with an authenticator app. Once you switch it on, our database won’t show or change anything until the code is entered. [To decide before launch: make it compulsory for owners and admins.]
- An activity log of every action, which can’t be edited or deleted through Bookbotly.
- Only the few Botly staff who need it can access customer data.
If a data breach is likely to cause serious harm, we’ll tell the people affected and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.
8. How long we keep it
- Forwarded emails as received: deleted within 3 days, once recorded.
- Enquiries and replies: kept while your account is open, so you have a record. [Confirm: deleted [X] months after the enquiry.]
- When you close your account: you have 30 days to download a copy of your data or change your mind. Then we delete it, except records the law requires us to keep (such as tax invoices, kept for 5 years).
- Early access requests: deleted after 12 months if you don’t become a customer.
9. Your choices and rights
Owners of a Bookbotly account can download a copy of their business’s data, delete all customer data, or close the account, in Settings under Security and your data. Anyone can also ask us for a copy of the personal information we hold about them, ask us to correct it, or ask us to delete it. Email hello@bookbotly.com. We’ll reply within 30 days. If you’re a customer of a business that uses Bookbotly, you can also ask that business directly.
You can deal with us without giving your name where that’s practical (for example, a general question), though we need contact details to set up an account.
10. Complaints
If you’re unhappy with how we’ve handled your information, email us first and we’ll respond within 30 days. If you’re still not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
11. Cookies
We only use cookies needed to keep you signed in and secure. We don’t use advertising, analytics or tracking cookies. Our fonts are served from our own site, so loading a page doesn’t contact Google.
12. Children
Bookbotly is for businesses. It isn’t meant for anyone under 18.
13. Changes to this policy
If we make an important change, we’ll email account owners before it takes effect and update the date at the top of this page.
14. Contact
Privacy questions, requests and complaints: hello@bookbotly.com. Botly Services Pty Ltd, Sydney NSW, Australia.