Privacy policy

Last updated 13 October 2026 · applies to LeadBot by AG4 Marketing at https://ai.theautomationgallery.com and to the WhatsApp, Instagram, Facebook Messenger and email conversations it handles

In one paragraph. LeadBot by AG4 Marketing is an AI sales assistant and CRM operated by the Automation Gallery group (AG4 Marketing division): Automation Gallery Pvt Ltd, Spazeone, 1st Floor, Infra Futura, Seaport–Airport Road, Thrikkakara, Kakkanad, Kochi, Kerala 682021, India, and Automation Gallery Limited, Smart Station, First Floor, Incubator Building, Masdar City, Abu Dhabi, United Arab Emirates. When you message a business that uses LeadBot by AG4 Marketing, your messages, name and phone number (or email / social handle) are stored so the business can reply, follow up and keep a record of your enquiry. We do not sell personal data. We do not use your messages to train AI models. You can ask the business, or us, to delete your data at any time.

1. Who is responsible

Businesses that use LeadBot by AG4 Marketing ("subscribers") are the data controllers for their own customers' conversations — they decide what to ask, what to keep and for how long. Automation Gallery Pvt Ltd is the data processor providing the software, and the data controller for subscriber account data (login, billing, usage). Contact: ag4@theautomationgallery.com, +91 79078 58380.

2. What we collect

Conversations — messages sent to a subscriber's WhatsApp number, Instagram or Facebook Page or sales email address, including photos and voice notes you send, and the replies. Voice notes are transcribed to text.
Contact details — your phone number, WhatsApp / Instagram / Facebook profile name, email address, and anything you tell the assistant (for example a city, a budget, a site location or a preferred appointment time).
Bookings and payments — if you book and pay through a payment link, the payment itself is processed by Razorpay or Stripe under their own privacy policies; we store only the booking reference, amount and status — never card numbers.
Subscriber account data — name, email, company, country, login activity, subscription status and invoices for businesses that sign up.
Technical data — server logs (IP address, time, request) kept for security and troubleshooting for up to 30 days.

3. How we use it

To answer your enquiry in real time (an AI model drafts replies from the business's own product information and rules; a human at the business can read and take over any conversation).
To follow up on your enquiry, send quotations or brochures you asked for, book appointments and remind you of them.
To give the business a lead record, reports and analytics about its own enquiries.
To bill subscribers, send them payment and renewal reminders (by email, and on WhatsApp to subscribers who opted in or who message us there), prevent abuse and keep the service secure.

We do not sell personal data, send unrelated marketing, or share one business's customers with another business.

4. Meta platforms (WhatsApp, Instagram, Messenger)

Messages on WhatsApp, Instagram and Facebook Messenger are delivered to LeadBot by AG4 Marketing through Meta's official Cloud API and Messenger / Instagram messaging APIs, under Meta's WhatsApp Business Terms and Platform Terms. We use this data only to receive and reply to messages for the business you contacted, and to send the follow-up messages and templates described above. We do not use it for advertising or to build profiles across businesses. Standard WhatsApp end-to-end encryption applies between you and Meta; the business (and LeadBot by AG4 Marketing acting for it) can read the messages you send to its business number, as with any business account.

5. Who else sees the data (sub-processors)

Meta Platforms — message delivery for WhatsApp, Instagram and Messenger.
Anthropic — the AI model that drafts replies. Conversation text is sent to the model to generate a reply; it is not used to train models.
Railway — cloud hosting; Brevo — transactional email; Razorpay / Stripe — payments.

Each processes data only under our instructions and their own published security standards.

6. Where and how long

Website analytics and advertising. Our public website (not the LeadBot dashboard) uses Google Tag Manager to load Google Analytics and Google Ads measurement. These set cookies and record pages viewed, the edition (India / UAE), clicks on our WhatsApp buttons and sign-ups, so we can see which pages and campaigns work. Google may link this data to your Google account under its own privacy policy. The same pages load the Meta Pixel, which records page views and sign-ups for Facebook and Instagram advertising and may link them to your Facebook account under Meta's privacy policy. You can block these cookies in your browser or with the Google Analytics opt-out add-on, and manage Meta's use of your data in your Facebook ad settings.

Data is hosted on servers in the United States (Railway) with encrypted backups. Conversations, leads and uploaded files are kept while the subscriber's account is active and after it is paused or cancelled, so the subscriber can come back without setting up again. A subscriber can ask for all of it to be deleted by writing to ag4@theautomationgallery.com; we delete the leads, conversations and files within 30 days of the request. Invoices and payment records are kept for as long as tax and company law require. A subscriber can delete any lead or conversation from the dashboard at any time, and can export its data at any time.

7. Your rights

You may ask to see, correct or delete the personal data held about you, or object to its use, by messaging the business you contacted or emailing ag4@theautomationgallery.com. We respond within 30 days. To stop receiving messages from a business, reply STOP on WhatsApp or ask the business directly; the assistant will not message you again. Residents of the EU/UK, UAE, India (DPDP Act) and other jurisdictions with data-protection laws have the rights those laws provide, including the right to complain to their supervisory authority.

8. Security

Access to the dashboard is password-protected per company; channel access tokens, app secrets and mailbox passwords are encrypted at rest and user passwords are stored as salted PBKDF2 hashes; all traffic is over HTTPS; Meta webhooks are signature-verified; daily encrypted backups are kept. No system is perfectly secure — if we become aware of a breach affecting your data we will notify the affected business, and you where required by law.

9. Children

LeadBot by AG4 Marketing is a business tool and is not directed at children under 18. If you believe a child's data has been collected, email us and we will delete it.

10. Changes

We will post any changes here with a new "last updated" date. Material changes are also emailed to subscribers.

India: Automation Gallery Pvt Ltd · Spazeone, 1st Floor, Infra Futura, Seaport–Airport Road, Thrikkakara, Kakkanad, Kochi, Kerala 682021, India · GSTIN 32AAWCA1469Q1ZX
UAE: Automation Gallery Limited · Smart Station, First Floor, Incubator Building, Masdar City, Abu Dhabi, United Arab Emirates · TRN 105298744100001
ag4@theautomationgallery.com · Terms & refund policy