How Presbot handles privacy and visitor data

Privacy starts with thoughtful setup

Presbot can help visitors find answers and request follow-up. When a visitor shares personal information, your business should handle it carefully.

Good privacy practices begin before the first lead is collected.

Collect only what you need

Every lead capture question should have a clear purpose.

Common useful details include:

• Name
• Email address
• Phone number when needed
• The reason for the request
• Location when it affects service
• Preferred timing

Avoid collecting information simply because it might be useful later.

Review how to set up lead capture for practical guidance.

Do not request sensitive information

A general website assistant should not ask visitors to submit:

• Passwords
• Payment card details
• Security codes
• Government identification numbers
• Private medical information
• Confidential account credentials

When sensitive information is required, direct the visitor to an appropriate secure process.

Explain why information is collected

Visitors should understand when their details are being saved for follow-up.

Use clear language near the lead capture flow and keep your website privacy policy easy to find.

For example:

Share your contact details and a short description of what you need. Our team will use this information to respond to your request.

Keep your privacy policy current

Your privacy policy should reflect how your business actually uses visitor information.

Review it when you change:

• The information you collect
• The purpose of collection
• The tools involved
• Your retention practices
• Who can access the information

Privacy requirements differ by business and location. Use appropriate professional advice when your obligations are unclear.

Limit access to captured leads

Only people who need visitor information for follow-up should have access to it.

Do not copy leads into public documents, open chat rooms, or unrelated systems.

Review how to review and manage captured leads for a careful follow-up workflow.

Use visitor information for the stated purpose

If someone shares an email address to request a quote, use it to respond to that request.

Do not automatically treat every lead as permission for unrelated marketing.

Keep follow-up relevant to what the visitor asked for and to the choices they made.

Keep account access secure

Protect the account that contains your assistants and captured leads.

• Use a strong, unique password
• Do not share credentials casually
• Remove access when responsibilities change
• Keep account email details current
• Review unusual activity promptly

Review retention needs

Do not keep visitor information longer than your business needs it.

Retention may depend on your follow-up process, customer records, legal obligations, and privacy commitments.

Create a simple internal rule so your team knows when older information should be reviewed or removed.

Keep assistant content appropriate

Do not place private customer information, confidential business details, or internal credentials in saved answers or Knowledge.

Knowledge should contain information that is appropriate for visitor responses.

Review how to add useful Knowledge before publishing broad business information.

Test the visitor experience

Complete the lead capture flow yourself and check:

• What information is requested
• Whether each question is necessary
• Whether the privacy message is clear
• What confirmation the visitor receives
• Where the saved lead appears
• Who can access it

Privacy checklist

• Every collected field has a purpose
• Sensitive information is not requested
• Visitors understand what happens next
• The privacy policy is current
• Access is limited appropriately
• Follow-up matches the original request
• Account credentials are protected
• Retention practices are understood

Next steps

Review lead capture setup, captured lead management, and how to customize Presbot.