Where your customers’ data goes when an assistant answers them
A Betterlane assistant runs in the region closest to the business’s customers, with its database in the same region: São Paulo, Brazil, for the Americas, and London or Frankfurt for a business in the UK, Europe or the Gulf, set up before day 1. It writes its replies with OpenAI’s model through Vercel’s AI Gateway, with zero data retention (the provider deletes each message and reply once it is answered) and processing kept in US data centres, or EU data centres for a business in Europe. Names, phone numbers and email addresses left through the contact form are stored apart and never sent to the model; anything a customer types into the chat itself is part of the conversation the model reads.
Every conversation is deleted 90 days after its last message, by a job that runs every day. The business keeps its WhatsApp number, its Meta account and the facts the assistant answers from.
Always used
| Service | What it does | Where |
|---|---|---|
| Vercel | Runs the assistant | São Paulo, Brazil; London or Frankfurt for the UK, Europe or the Gulf |
| Neon | Stores conversations, bookings and contact details | The same region as the assistant (AWS) |
| Vercel AI Gateway and OpenAI | Writes each reply from the conversation and the business’s approved facts; contact-form details are not sent; zero data retention | US data centres; EU for a business in Europe |
| Google Workspace (Gmail) | Sends the business its notes: a new booking, a request for a person |
Only when the business uses it
| Service | What it does | Where |
|---|---|---|
| Meta (WhatsApp Cloud API), directly or through Kapso, a Meta partner | Receives and sends WhatsApp messages on the business’s own number | Meta |
| Twilio | Text messages and missed-call text-back | Twilio |
| Google Calendar | Books the appointment, with the customer’s name and phone in the event | The business’s own Google account |
| The business’s own CRM | Receives each enquiry as a contact or note | Where that CRM runs |
How long we keep it
- A conversation, its messages, the contact details left in it and its notes are deleted 90 days after the last message. A conversation with a booking still in the future is kept until that booking has passed.
- Someone who writes “STOP” is remembered, so they are never messaged again.
- Ask us to delete a conversation, or everything about your business, and we do it.
What stays the business’s
- The WhatsApp number and the Meta account.
- The calendar and the CRM it connects to.
- The facts and answers the assistant uses, which the business approves.
What we do not say
The assistant does not run in the UAE: there is no region there we can use, so a business in the Gulf gets Frankfurt, the nearest one. If your customers’ data must stay in one country, say so before we start.
We do not publish a standard data processing agreement yet; ask, and we will tell you what we can sign.
Questions
Where is my customers’ data stored?
In the region closest to your customers: São Paulo, Brazil, for the Americas; London for the UK; Frankfurt for Europe and the Gulf. The assistant and its database run in the same region, set up before day 1.
Does the model provider keep our conversations?
No. Every reply is requested through Vercel’s AI Gateway with zero data retention: the provider deletes the message and the reply once it has answered. Processing stays in US data centres, or EU ones for a business in Europe.
How long do you keep conversations?
90 days after the last message; then a daily job deletes the conversation, its messages, the contact details left in it and its notes. A conversation with a booking still in the future is kept until that booking has passed. Ask, and we delete a conversation, or everything about your business, sooner.
Are contact details sent to the model?
Names, phone numbers and email addresses left through the contact form are stored apart and never sent to the model. What a customer types into the chat itself is part of the conversation the model reads.
Who owns the WhatsApp number and the answers?
The business: the number, the Meta account, the calendar and CRM it connects to, and the facts the assistant answers from.
Can you sign a data processing agreement?
We do not publish a standard one yet. Ask before we start, and we will tell you what we can sign.
Questions about your data?
Book a call