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About ChatFox

  • ChatFox is a fully managed AI chatbot solution that communicates with your customers via WhatsApp. It is custom-built around your business, integrated with your systems and supported on an ongoing basis by our team.

  • ChatFox is custom-built for each client. We design the conversations, behaviour and integrations specifically for your business, rather than asking you to adapt to a generic off-the-shelf tool.

  • Most chatbot tools require you to build, train and manage everything yourself. ChatFox is a fully managed solution — designed, integrated and supported by experienced professionals, so you are not left to figure things out on your own.

What ChatFox can do

  • ChatFox helps businesses respond instantly to enquiries, reduce manual workload, improve customer experience and ensure no leads or customer messages are missed — even outside office hours.

  • Yes. ChatFox can qualify leads, answer pre-sales questions, book appointments, take payments and guide prospects — as well as handle customer support enquiries.

  • Yes. ChatFox can handle many conversations simultaneously, ensuring every customer receives a prompt response without delays or queues.

  • Yes. ChatFox can answer questions, qualify leads, book appointments and provide support within the same conversation, depending on what the customer needs.

Setup Support and Reliability

  • No. ChatFox is fully managed. We handle setup, configuration, integrations and ongoing support.

  • Timelines depend on complexity, but most clients are live quickly compared to traditional bespoke software projects. We provide a clear timeline upfront.

  • We provide ongoing monitoring, support and optimisation to ensure ChatFox continues to deliver value as your business evolves.

  • Our systems are monitored continuously. If an issue occurs, our team is alerted and works to resolve it quickly. You are not left to manage problems alone.

Pricing & Value

  • Pricing includes a one-off setup fee and a monthly management fee, based on the level of configuration, integration and support required. We provide clear pricing before any work begins.

  • There may be small usage-based costs from third-party providers (such as WhatsApp messaging or AI usage). These are typically modest and are explained clearly upfront.

  • Most clients see immediate benefits, including faster responses, reduced workload, and improved enquiry handling. ChatFox is designed to deliver practical value from day one.

Languages, Content and media

  • Yes. ChatFox can communicate in multiple languages. It can automatically detect the customer’s language or allow them to choose their preferred language at the start of the conversation.

  • Yes. ChatFox can present product details such as descriptions, prices, availability and key features. This information can be pulled from your systems or curated content.

  • Yes. ChatFox can send images, making it easy to show products, diagrams or visual examples directly within the chat.

  • Yes. ChatFox can send clickable links to your website, landing pages, booking pages or external resources to guide customers to the right information.

  • Yes. ChatFox can send documents such as PDFs, brochures, price lists or guides directly within the chat.

Integrations & Systems

  • Yes. ChatFox can integrate with systems such as CRMs, booking platforms, calendars and internal databases, allowing it to automate real business processes.

  • ChatFox is designed to evolve with your business. Small changes are included as part of ongoing support and larger changes can be added as your needs grow.

  • Full integration means ChatFox does more than just talk to customers. It can securely read information from your CRM or internal systems and update them automatically. For example, it can create or update leads, log conversations, check customer status and trigger follow-up actions without manual input.

  • A workflow is a set of rules that define what should happen when certain conditions are met. With ChatFox, workflows allow customer conversations to automatically trigger actions in your systems such as creating a lead, booking a meeting, sending an email or assigning a task to your team. This removes manual steps and ensures nothing is missed.

  • Workflows reduce repetitive work by automating routine tasks. Instead of staff manually copying information between systems, ChatFox captures information once and workflows take care of the rest. This saves time, reduces errors and allows teams to focus on higher-value activities.

  • Yes. ChatFox can ask qualifying questions during the conversation and use the answers to automatically create or update records in your CRM. Leads can be tagged, scored or routed to the right team based on your criteria.

  • Yes. Workflows can trigger follow-up actions such as sending confirmation messages, notifying sales teams, creating tasks or scheduling callbacks. This ensures prospects and customers are followed up promptly and consistently.

  • Yes. When integrated with your CRM or back-office systems, ChatFox can recognise returning customers and tailor conversations based on their history, status or previous interactions.

  • Yes. A single conversation can trigger updates across multiple systems. For example, a workflow could update your CRM, notify a team member and log the interaction in your back-office system automatically.

  • Yes. One of the biggest benefits of workflows is reducing manual data entry. Information provided by the customer is captured once and used across your systems, improving accuracy and saving time.

  • Yes. Workflows are flexible and can be updated as your processes change. ChatFox is a managed service, so we handle changes and refinements for you as your needs evolve.

  • No. We work with you to understand your processes and design workflows that make sense for your business. You do not need to map or build them yourself.

  • Yes. When a prospect messages you on WhatsApp, ChatFox can ask qualifying questions such as budget, timeframe and requirements. Based on the answers, it can automatically create a lead in your CRM, assign it to the correct salesperson and notify them instantly. The sales team starts the conversation already qualified without manual data entry.

  • For a service business, ChatFox can check availability in your calendar system, offer suitable time slots to the customer and book the appointment automatically. At the same time, it can update your CRM, send a confirmation message to the customer and notify your team — all without manual back-and-forth.

  • When an existing customer contacts you, ChatFox can recognise them from your CRM, check their account status or recent activity and answer common questions instantly. If the issue needs a human, it can create a support ticket, attach the conversation history and route it to the right team.

  • Yes. For example, ChatFox can capture enquiry details, store them in your CRM and trigger a follow-up workflow such as sending a brochure, booking a call or assigning a task to your sales team. This ensures every lead is followed up consistently and quickly.

  • Instead of staff manually copying information from WhatsApp into multiple systems, ChatFox captures the information once and workflows automatically update your CRM, back-office system and internal notifications. This removes repetitive admin and reduces errors.

  • Yes. For businesses with back-office systems, ChatFox can check order status, account details or recent activity and respond instantly. This reduces inbound calls and emails while giving customers fast, accurate answers.

  • ChatFox can guide new customers through onboarding steps, collect required information and update your internal systems as each step is completed. Workflows ensure nothing is missed and your team is only involved when necessary.

  • Yes. For example, if a customer shows buying intent, ChatFox can trigger an internal alert, create a high-priority task in your CRM and notify the relevant team member so they can act quickly.

  • In practice, ChatFox becomes a front door to your systems. Customers interact naturally via WhatsApp, while workflows quietly keep your CRM and back-office systems up to date in the background. Your team spends less time on admin and more time on meaningful work.

  • No. These workflows are valuable for businesses of all sizes. The difference is scale — smaller businesses save time and avoid missed opportunities, while larger businesses gain consistency and operational efficiency.

Customer Experience & Conversations

  • That is your choice. Some businesses prefer to be fully transparent, while others prefer a more blended experience. We design the approach that best fits your brand and customer expectations.

  • Yes. A human can step into a conversation at any time. Your team can take over when required and hand the conversation back to the AI once complete.

  • No. ChatFox supports your team by handling routine conversations and repetitive tasks, allowing your people to focus on higher-value work.

Security, Data & Trust

  • Yes. ChatFox follows industry best practices for security and applies multiple layers of protection to safeguard your data and your customers. See our Technical Overview page for more detail.

  • You do. Your data, conversations and accounts remain under your control at all times. ChatFox does not sell or reuse your data.See our Technical Overview page for more detail.

Payments & Bookings

  • Yes. ChatFox can be integrated with payment systems so customers can make payments directly within the conversation, such as deposits, invoices or simple transactions.

  • Yes. ChatFox can integrate with your booking or calendar systems to check availability and book appointments automatically, removing manual back-and-forth.

Getting Started

  • The next step is a conversation. We will discuss your business, explore where ChatFox can add value and show you how it could work for your specific use case.

Technical FAQs

  • Yes, ChatFox can run on a wide range of Large Language Model (LLM) providers. This flexibility allows you to choose the model that best fits your business needs, whether you prefer leading commercial providers or want to use your own self-hosted models.

    Some common examples of supported model providers include:

    • OpenAI (such as GPT-4, GPT-3.5)

    • Google (like Gemini)

    • Anthropic (Claude)

    • Microsoft Azure OpenAI Service

    • Mistral and other open-source models

    • Self-hosted models (using platforms like Hugging Face, vLLM, or your own infrastructure)

    Within each provider, you can select from multiple model versions and configurations based on your requirements for speed, accuracy, or privacy.

    ChatFox’s flexible architecture means you’re not locked into a single AI provider. You can switch models or even run different agents on different models, helping you optimize for performance, cost, or compliance.

  • If your upstream provider (such as your chosen LLM provider) changes their policies, pricing, or rate limits, this does not directly impact ChatFox’s service. Here’s how it works:

    • You pay your LLM provider directly for their services. ChatFox does not handle billing, pricing, or subscriptions for your LLM account.

    • You control your LLM account and manage your own agreements, usage limits, and pricing with your provider.

    • ChatFox operates independently of your provider’s terms, since we do not resell or manage your LLM subscription.

    • Any changes, restrictions, or additional costs from your provider will be handled between you and them, separate from ChatFox’s platform.

    If you need help adjusting your LLM integration or run into issues because of provider changes, ChatFox’s team is ready to support you and ensure your service continues running smoothly.

  • Yes, both prompts and responses are stored by ChatFox, but how long they are kept is completely configurable by you as the client. You can choose to store messages for as short or as long a period as your business requires.

    Tip: Keeping a history of previous conversations helps the chatbot provide more personalized and accurate responses, as it can reference past interactions and user details.

    If your business has specific data retention policies, we can adjust storage settings to meet your compliance needs. Just let us know your preferences, and we’ll configure the system accordingly.

  • Yes, you can export all your data from ChatFox through the ChatFox admin area. This includes:

    • Custom prompts used for your AI agents

    • Raw conversation histories with your users

    • User WhatsApp details (such as phone numbers and profile information)

    • All other related data linked to your WhatsApp chatbot activities

    You have full access and control over your data - nothing is locked in or hidden. Simply log in to the ChatFox admin area and use the export options to download everything you need.

    If you have specific data export requirements or need help with the export process, our support team is always ready to assist.

  • ChatFox gives you full control over which AI models power your WhatsApp chatbot experience. You can choose from a wide range of Large Language Models (LLMs), including leading providers like OpenAI, Google, Anthropic, and others. If your business has specific privacy or compliance needs, you can also use self-hosted models so your data stays entirely within your own infrastructure.

    Data processing is handled both by ChatFox and the LLM you select:

    • ChatFox securely processes incoming and outgoing messages as part of our platform operations. We store and manage your conversation data to deliver features like conversation history, user analytics, and proactive engagement.

    • When a message requires an AI response, ChatFox sends the relevant information to your chosen model. For cloud-based LLMs, your data is sent to and processed by the provider under their security policies. If you use a self-hosted model, all processing happens within your own environment for maximum privacy.

    ChatFox never sells or shares your data. You control where and how your customer data is processed by choosing the AI model that best fits your needs.

    To summarize:

    • You choose which LLM provider to use (cloud-based or self-hosted)

    • ChatFox processes and manages your data as part of delivering and enhancing your chatbot service

    • AI model processing happens with your selected provider, either in the cloud or on your own systems

    • Self-hosted options are available for businesses with strict privacy or compliance requirements

    If you have particular data handling needs or need advice on choosing the right model, our team is happy to help you find the best option for your business.

  • Yes, ChatFox’s AI can easily hand off conversations to a human whenever needed. Here’s how it works:

    • Human Takeover: At any point, a staff member can take control of a conversation via the ChatFox admin area.

    • AI Alerts: The AI can automatically trigger alerts - such as emails - with a direct link to the conversation if it detects that a user is unhappy or needs special attention.

    • Seamless Transition: A human can pause the AI, interact directly with the user, and then hand the conversation back to the AI when ready.

    • Flexible Control: This handoff can happen instantly and at any time, ensuring users always get the right level of support.

    ChatFox combines the efficiency of AI automation with the reassurance of human support, so your customers always get the best possible experience.

  • Yes, ChatFox is committed to maintaining the highest standards of security for your business and customer data. We are already aligned with key security best practices and are actively working towards formal certification for ISO 27001 (information security management) and ISO 42001 (AI management systems).

    To ensure ongoing protection, we regularly:

    • Conduct independent penetration testing to identify and address any potential vulnerabilities

    • Perform comprehensive security audits on our systems and processes

    • Follow industry-recommended guidelines for data handling and privacy

    Your data’s safety is our top priority. We continuously invest in security improvements so you can trust ChatFox to keep your information protected.

    If you have specific security requirements or questions, please let us know - we’re happy to share more about our practices.

  • ChatFox provides multiple layers of safety, audit, and validation on top of any safeguards offered by the underlying AI model provider. We do not rely solely on the model provider for content filtering or compliance.

    Here’s how ChatFox ensures your business conversations are protected and compliant:

    • Customizable Safety Filters: ChatFox uses advanced filtering and validation tools that can be fully tailored to your company’s needs. You can set rules to block, redact, or modify specific types of messages (such as sensitive data, offensive language, or confidential information) before they ever reach the AI model or are sent to the user.

    • Pre-Processing Controls: Messages are scanned and checked before being shared with LLM providers. This ensures that only safe and appropriate content is processed by the AI.

    • Post-Processing Validation: Outgoing replies from the AI can be reviewed, validated, and filtered before they are delivered to users. This helps prevent unwanted or non-compliant information from being sent out.

    • Comprehensive Audit Trails: Every message and action is logged, providing a clear audit trail for compliance, monitoring, and review.

    • Adaptable to Your Policies: All safety and validation rules can be fully customized to match your business’s specific requirements, industry standards, or regulatory obligations.

    ChatFox’s layered approach means you stay in control of your data security and compliance, while benefiting from the convenience of AI-powered automation on WhatsApp.

    If you have special requirements for safety, validation, or auditing, our team can work with you to configure ChatFox’s controls to your exact needs.

  • ChatFox connects to WhatsApp by securely integrating with the official Meta (WhatsApp) Business API. Here’s how the process works:

    • You keep full ownership and control of your Meta and WhatsApp Business accounts at all times.

    • If you don’t have a WhatsApp Business Account (WABA) yet, ChatFox can help you set one up.

    • Add ChatFox as a partner to your WABA - this simply gives us permission to integrate, but you stay in charge of your account and can remove access at any time.

    • ChatFox uses the official Meta API to connect your WhatsApp Business Account to our platform. This allows us to send and receive messages on your behalf in a secure and compliant way.

    • We configure secure webhooks so that customer messages are instantly delivered to ChatFox for processing.

    • When a message arrives, our AI processes it using your business’s information, conversation history, and any connected systems, then sends a personalized reply back to your customer via WhatsApp.

    Your data and conversations remain private and secure. ChatFox never takes ownership of your accounts or customer information.

    You don’t need any technical knowledge - just add ChatFox as a partner, and we’ll handle the setup and ongoing management so you can easily automate and enhance your customer conversations on WhatsApp.

  • Yes, ChatFox can connect your WhatsApp chatbot to almost any 3rd party or external system, allowing both reading and writing of data.

    Here’s what this means for your business:

    • ChatFox can read data from external systems to provide users with up-to-date information (like order status, account details, or product availability).

    • ChatFox can also write data back to your systems - capturing information from the conversation, updating records, or creating new entries.

    Examples of systems ChatFox can integrate with include:

    • CRM platforms (such as Salesforce, HubSpot, Zoho CRM) - for retrieving customer info or logging new leads

    • Accounting software (like QuickBooks, Xero, or Sage) - for checking invoices, payment status, or creating new transactions

    • Microsoft 365 - for managing calendars, sending emails, or accessing contact lists

    • Google Workspace - such as adding events to Google Calendar, sending emails, or accessing Google Sheets

    • Custom databases or back-office systems - ChatFox can connect via APIs to almost any modern software you use

    ChatFox’s flexible integration means your WhatsApp bot can do more than just answer questions - it can automate real business processes, keep your systems updated, and deliver a seamless experience for your customers.

    If you have a specific system in mind, our team can discuss your requirements and set up the right integrations for your needs.

  • ChatFox’s services and all data we retain are securely hosted in the United Kingdom, using AWS’s Europe (London) region (eu-west-2). This means your business data and conversations stored by ChatFox remain within UK data centers.

    For extra peace of mind: We do not move or store your retained data outside the UK.

    However, please note:

    • WhatsApp messages are processed through Meta’s infrastructure and may be handled in other regions as part of WhatsApp’s global network.

    • AI responses use a third-party Large Language Model (LLM) provider. Depending on the provider, message data sent for processing may temporarily leave the UK.

    We are committed to following UK data protection standards and keeping your data secure. If you need more details about data handling or have compliance questions, please contact our support team.

  • ChatFox takes uptime, monitoring, and reliability very seriously to ensure your WhatsApp chatbot services are always available and performing well.

    We use a suite of custom-built monitoring tools that provide 24/7 monitoring, detailed logging, and real-time alerts. These tools continuously check the health of our systems, track conversation flows, and watch for any issues in message delivery or processing. Many of these monitoring dashboards and logs are also available to our clients, so you can stay informed about your chatbot's performance at any time.

    In addition to our own tools, we use industry-standard monitoring and reliability solutions provided by our hosting partners. This ensures multiple layers of protection and rapid detection of any potential issues.

    If any problem is detected, our team is alerted immediately and can respond quickly to maintain high uptime and smooth service for your business.

    You can trust ChatFox to deliver a reliable, always-on WhatsApp experience, backed by robust monitoring and fast support.

  • Portal access on ChatFox is secured using a One-Time Password (OTP) sent to your registered email address. When you attempt to log in to the portal, we send a unique OTP to your email. This added layer of security ensures that only authorized users can access the portal, offering a strong balance between security and convenience.

    • No password to remember: Simply enter the OTP from your email - no need to manage or remember complex passwords.

    • Single-use and time-limited: Each OTP is valid for only one login session and expires after a short period for extra safety.

    • Protection for your business: Even if someone knows your email address, they cannot access the portal without the latest OTP.

    If you have questions about portal security or would like to discuss additional authentication options, please reach out to our support team. We’re dedicated to keeping your data secure while making access simple for authorized users.