Privacy Policy
Last updated: April 12, 2026
Milpitas Communications (“we”, “us”, “our”) operates the Smart Appointment platform, a chatbot service for credit unions. This Privacy Policy explains how we collect, use, and protect information when you interact with our services through Facebook Messenger, Instagram Direct, WhatsApp, or our web chat widget.
1. Information We Collect
When you interact with a credit union’s chatbot powered by Smart Appointment, we may collect:
- Profile informationfrom your messaging platform (name, profile picture) as provided by Meta’s APIs
- Messages you send to the chatbot during your conversation
- Self-reported financial information you voluntarily provide during loan pre-qualification (income range, expenses, credit score range)
- Appointment details if you book an appointment (date, time, optional email for calendar invite)
2. Information We Do NOT Collect
We never ask for or collect: Social Security Numbers, dates of birth, physical addresses, phone numbers, government-issued ID numbers, or bank account numbers through the chatbot.
3. How We Use Information
- To provide chatbot responses and route your conversation
- To generate loan pre-qualification estimates based on self-reported data
- To book and confirm appointments on your behalf
- To improve our service quality and chatbot accuracy
4. Data Storage and Security
All data is encrypted in transit (TLS 1.2+) and at rest (AES-256-GCM). Chat messages are stored temporarily in encrypted Redis cache (24-hour TTL) and are not permanently retained unless the credit union enables persistent storage. Financial data fields are encrypted at the database column level.
5. Data Sharing
We share your information only with the specific credit union whose chatbot you are interacting with. We do not sell, rent, or share your data with third parties for marketing purposes.
6. Data Retention and Deletion
You may request deletion of your data at any time by contacting the credit union or by sending “delete my data” in the chat. We comply with GLBA data retention requirements and automatically anonymize expired data.
7. Your Rights
You have the right to: access your data, request correction, request deletion, withdraw consent, and receive a copy of your data in a portable format.
8. Contact
For privacy-related inquiries: smartbot@milpitascommunications.com
9. Changes
We may update this policy from time to time. Changes will be posted on this page with an updated revision date.