How to Inform Users About the Privacy Policy When Using a Customer Service Translator? Telegram Bot Compliance Guide

When your Telegram Bot integrates a customer service translator feature (e.g., the built-in auto-translation in TG-Staff), every message sent by the user may be transmitted to third-party translation services (such as DeepL, Google Translate, or AI models) for processing. This involves cross-border data transmission and processing. Therefore, clearly informing users about the privacy policy at the first interaction is not only a compliance requirement but also the foundation for building trust.

This article takes the TG-Staff platform as an example to provide a practical step-by-step guide. It helps you embed privacy notices in the bot’s welcome flow, diversion links, and backend configuration, and offers a ready-to-use privacy notice template.

Why Customer Service Translator Needs a Privacy Notice?

Customer service translators process user message content, including text, timestamps, user IDs, etc. If traffic is driven via Diversion Links, visitor IP and browser information are also captured. This data may be transmitted to third-party translation services or used for ad attribution.

Risks of not informing:

• Violation of transparency principles under GDPR and similar regulations
• Users may have their behavioral data recorded without knowledge
• In Web3/cryptocurrency scenarios, sensitive information like wallet addresses may be accidentally leaked

What User Data Does the Customer Service Translator Process?

Using TG-Staff Customer Service Translator as an example, the data types involved include:

Data Type	Processing Scenario	Purpose
Text messages sent by users	Translation processing	Sent to third-party translation APIs
User ID and username	Session identification	Match user profiles and history
Message timestamps	Session recording	Measure response time and agent performance
IP address and browser info	Captured via diversion link	Ad attribution and multi-channel tracking
Device and language preferences	Auto-translation configuration	Determine if translation is needed

Legal and Platform Requirements for Privacy Notice

• GDPR Articles 13/14: Data controllers must inform users of processing purposes, legal basis, third-party recipients, etc., before data collection
• Telegram Bot Developer Agreement: Requires bot developers to clearly explain how the bot handles user data
• Platform Best Practices: Apple App Store and Google Play require apps with translation features to disclose third-party services in their privacy policies

Step 1: Embed Privacy Notice in the Bot Welcome Flow

TG-Staff’s visual command flow editor (drag-and-drop) lets you add privacy notices in the bot’s welcome message without coding.

Steps:

1. Log in to TG-Staff console, enter the corresponding project
2. Click “Command Flow” → “New Flow” or edit an existing welcome flow
3. Add a text message at the start node, for example:

   “Hello! This bot uses translation features to process your messages, translated by [DeepL/Google/AI]. By continuing, you agree to this data processing. See privacy policy: [link]”

4. Add a “Confirm” step (button type); users must click “I have read and agree” to enter the main menu
5. If the user does not agree, you can set a fallback node (e.g., “You have chosen not to agree to data processing; translation features will be unavailable”)

Best Practice: Place the privacy policy link in the welcome message and use a button for confirmation, rather than just text.

Step 2: Add Notice When Capturing Users via Diversion Link

Diversion Links (Magic Links) are used by TG-Staff for ad traffic attribution. When a user clicks the link, the system captures IP and URL parameters. Data capture must be disclosed before the user jumps to the bot or during the first interaction.

Add Privacy Statement on the Diversion Link Landing Page

TG-Staff console allows you to configure the bot’s auto-reply for diversion links. It is recommended to include in the first reply:

“You accessed this bot via [ad source]. To optimize our service, we temporarily record your IP and browser information (only for ad attribution, not stored long-term). By continuing, you agree. Privacy policy: [link]“

Add Privacy Consent Confirmation in Bot Replies

Use the “Confirm” step in the command flow to immediately pop up a confirmation button after the user enters the bot. Users must actively click “Agree” to use translation features.

Example Flow:

1. User clicks diversion link → redirected to bot
2. Bot automatically sends: Privacy notice + two buttons: “I have read and agree” / “Disagree and exit”
3. User clicks agree → enters translation mode
4. User clicks disagree → enters no-translation mode or shows “Thank you for visiting, goodbye”

Step 3: Provide Privacy Policy Link in Console and Documentation

TG-Staff console supports direct editing of bot profile (avatar, name, description) without needing to go to BotFather. You can add a privacy policy link in the bot description.

Location:

• Console → Project Settings → Bot Profile Editing
• Add at the end of the bot description: “Privacy policy: [your privacy policy page link]”

Extra Tip: When a user uses the translation feature for the first time (e.g., sending a message that needs translation), the bot can auto-reply with a notice: “This message has been sent to the translation service for processing. To learn more about data handling, please read the privacy policy: [link]”. This can be achieved via a “Conditional Trigger” node in the command flow.

Step 4: Use Content Moderation to Protect User Data Security (Pro Version)

TG-Staff Pro’s Content Moderation (Internal Control Management) feature can monitor messages sent by agents, preventing accidental or unauthorized sending of user private data. This indirectly enhances user privacy protection.

Specific Use Cases:

• Configure risk phrases (e.g., “wallet address”, “ID number”) to trigger a second confirmation when agents send them
• Monitor whether agents forward user messages to external group chats (via keyword detection)
• Audit agent operation logs to identify data leak risks

Operation Path:

1. Console → Content Moderation → New Risk Phrase
2. Add keywords (e.g., TRC20 address fragments, email formats)
3. Link to the corresponding project, set trigger action to “Block Sending” or “Popup Confirmation”
4. Regularly review audit logs to analyze agent behavior

Privacy Notice Template Examples

The following templates can be directly used in Bot welcome messages, split link landing pages, or privacy policy pages. Replace the service provider name according to the actual translation service (AI/Google/DeepL).

Short Notice (Bot Welcome Message)

This Bot uses the customer service translator provided by [TG-Staff] to process your messages. Translation is completed by [AI/Google Translate/DeepL], and message content is temporarily transmitted to these services. We do not store your original messages long-term. By continuing to use, you consent to this data processing. Privacy Policy: [Link]

Split Link Notice

You accessed this service via [Ad Source]. To optimize ad attribution, we temporarily record your IP address and browser information (for tracking only, not stored). By continuing, you consent. Privacy Policy: [Link]

Full Privacy Policy (Excerpt)

Data Processing Scope: We collect text messages you send, user IDs, timestamps, and IP and browser information captured via split links.

Third-Party Services: The translation function relies on [DeepL/Google Cloud Translate/AI model] to complete translations, and message content is temporarily transmitted to these services. We have signed Data Processing Agreements (DPAs) with these service providers.

User Rights: You have the right to request deletion of your chat history, export personal data, and withdraw consent. Contact: [Your customer service Bot or email]

Frequently Asked Questions

Q: Does the customer service translator store user message content?

A: TG-Staff’s translation function temporarily processes message content to complete translation (via third-party services such as AI/Google/DeepL), but does not store original messages long-term. For specific storage policies, please refer to TG-Staff’s official privacy policy.

Q: If a user does not agree to the privacy notice, can they still use the translation function?

A: It is recommended to set up a confirmation step in the Bot flow. If the user disagrees, you can fall back to a no-translation mode or refuse service. This helps meet informed consent requirements under regulations like GDPR.

Q: Is it necessary to prepare a separate privacy policy page for the Telegram Bot?

A: Yes, it is recommended to have an independent privacy policy page and provide links in the Bot description, welcome message, and split link landing page. Templates can refer to the examples in this article.

Q: When using split links, how are user IP and browser information handled?

A: Split links temporarily capture this information for ad attribution and multi-channel tracking (not part of the translation process). TG-Staff does not store it long-term, but it is recommended to clearly state the purpose of this data in the privacy notice.

Q: How does the content moderation feature protect user privacy?

A: The professional version’s content moderation can monitor messages sent by agents, preventing accidental or unauthorized sending of user private data (such as wallet addresses, ID numbers), reducing data leakage risks, and indirectly protecting user privacy.

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Take Action Now: Register for TG-Staff free trial (3 days) to experience the customer service translator and privacy configuration features. Configure split links and command flows in the console to ensure users receive clear privacy notices during their first interaction. For inquiries, contact @tgstaff_robot.