Chatbot settings
Collect Inquiries With a Simple Form
Show the form when a visitor is ready. Ask only for what you need to reply, and let them delete the request later.
Turn customer interest into a clear follow-up request without asking for too much information.
Complete the common privacy setup once
The first time an owner enables inquiry or reservation collection, RealLink AI asks who controls the submitted personal data and how visitors can contact that person or business. The account email can be prefilled, but the controller name should be entered deliberately.
After this common setup is saved, the owner should move directly into the selected inquiry or reservation settings instead of being asked for the same controller details again.
Keep the inquiry form short
Start with name, one contact method, and the request. Add a custom field only when it materially helps the owner reply.
Custom fields must not ask for health records, biometric identifiers, child-identifying information, passwords, payment credentials, or identity-document numbers. General questions about children’s products, accessibility, allergies, or services remain valid when they do not identify a person.
Show the notice before submission
Visitors should see the purpose, controller name, contact email, privacy link, retention period, and a clearly labelled required-consent checkbox before sending personal information.
RealLink AI keeps inquiry records for 21 days and removes expired personal data. The owner must still respond and delete records responsibly.
Let visitors review and delete their inquiry
The public inquiry form includes a route for visitors to check their own submission and delete it when they no longer want follow-up.
After deletion, personal fields are removed. The owner may see only a minimal message that the visitor deleted the inquiry, so a disappearing record is not mistaken for a system error.
Use repeated inquiries to improve the AI
Review new inquiries promptly. If the same request repeats, improve the approved business information, catalog description, shortcut, or printed material.
Analytics should use summarized topics and intent signals rather than exposing full personal inquiry text as a marketing dashboard.
Show the form at the right time
Tell RealLink AI what the inquiry form is for, such as a quote, sample, design request, order question, or another purpose that fits the business.
When a visitor asks about that need, the AI shows an inquiry button. The form opens only after the visitor chooses the button, so unrelated conversations continue without interruption.
Quick checklist
- Common privacy-controller setup is complete?
- Only necessary fields are enabled?
- Required consent is clearly labelled?
- Visitors can open the privacy notice before submission?
- Visitors can check and delete their own inquiry?
- Retention states 21 days?
- Owner deletion markers contain no personal data?
- Does the inquiry button appear only for questions that match the form's purpose?