PRIVACY POLICY

1. Introduction

Welcome to IntelBuddy ("we," "our," or "us"). We operate a multi-tenant AI chatbot platform that enables businesses ("Companies" or "Customers") to create, deploy, and manage intelligent chatbots for their end users. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website, use our platform, or interact with chatbots powered by our technology.

We are committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible manner. Please read this Privacy Policy carefully. By accessing or using our platform, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

2. Definitions

For the purposes of this Privacy Policy:

• "Platform" refers to our multi-tenant chatbot platform, including all associated websites, applications, APIs, and services.
• "Company" or "Customer" refers to businesses that register on our platform to create and manage chatbots.
• "End User" refers to individuals who interact with chatbots created by Companies using our platform.
• "Personal Data" means any information that identifies or can be used to identify an individual, directly or indirectly.
• "Training Data" refers to documents, website content, and other materials uploaded by Companies to train their chatbots.
• "Conversation Data" refers to messages exchanged between End Users and chatbots.

3. Information We Collect

We collect different types of information depending on how you interact with our platform:

3.1 Information from Companies (Customers)

Account Registration Information

• Company name and business details
• Administrator contact information (name, email address, phone number)
• Billing information and payment details
• Account credentials and authentication data
• Subscription tier and plan information

Bot Configuration and Training Data

• Documents uploaded for chatbot training (PDFs, Word documents, text files)
• Website URLs submitted for crawling and content extraction
• Custom responses, FAQs, and knowledge base content
• Chatbot configuration settings and customizations
• Translation preferences and multilingual content

Integration and Social Media Data

• Social media account credentials and API tokens (Facebook, Instagram, WhatsApp, Telegram, etc.)
• Website embed codes and integration configurations
• Third-party application integration settings

3.2 Information from End Users

When End Users interact with chatbots powered by our platform, we may collect:

Conversation Data

• Messages sent to and received from chatbots
• Conversation history and session data
• Feedback ratings and satisfaction scores
• Any personal information voluntarily provided during conversations

Technical Data

• IP address and approximate geographic location
• Browser type, version, and device information
• Operating system and platform
• Session identifiers and timestamps
• Referring URLs and pages visited

3.3 Automatically Collected Information

We automatically collect certain information when you access our platform:

• Log Data: Server logs that record access times, pages viewed, and technical errors
• Usage Data: Information about how you use our platform, including features accessed and actions taken
• Analytics Data: Aggregated and anonymized data about platform usage patterns
• Performance Data: Response times, error rates, and system performance metrics

4. How We Use Your Information

We use the collected information for the following purposes:

4.1 Service Provision

• To provide, operate, and maintain our chatbot platform
• To process chatbot training using uploaded documents and crawled website content
• To enable real-time messaging and conversation functionality
• To provide translation services for multilingual chatbot support
• To facilitate social media integrations
• To generate analytics and reports for Companies

4.2 Platform Improvement

• To analyze usage patterns and improve platform functionality
• To develop new features and services
• To enhance AI model performance and accuracy
• To conduct research and analysis for service optimization

4.3 Communication

• To send service-related notifications and updates
• To respond to inquiries and provide customer support
• To send marketing communications (with consent)
• To notify about policy changes or security issues

4.4 Security and Compliance

We use information to protect our platform, detect fraud, enforce our terms of service, and comply with legal obligations.

5. AI and Machine Learning Processing

Our platform utilizes artificial intelligence and machine learning technologies to provide chatbot services. This section explains how your data is processed:

5.1 Training Data Processing

Documents and website content uploaded by Companies are processed to train individual chatbots. This training data is used exclusively for the Company's own chatbot(s) and is not shared with other Companies or used to train general AI models without explicit consent.

5.2 Conversation Processing

Conversations between End Users and chatbots are processed in real-time to generate responses. We may use anonymized and aggregated conversation data to improve our AI models and platform performance.

5.3 Automated Decision-Making

Our chatbots provide automated responses based on their training. These responses are informational and should not be considered professional advice. Companies are responsible for reviewing and customizing chatbot behavior to ensure appropriate responses for their use cases.

6. Data Sharing and Disclosure

We may share information in the following circumstances:

6.1 With Companies

End User conversation data is shared with the Company whose chatbot the End User interacted with. Companies have access to analytics, conversation logs, and user feedback for their chatbots.

6.2 Service Providers and Sub-processors

We engage trusted third-party service providers to help operate our platform. These providers are contractually bound to protect your information and may only use it for specified purposes. Our sub-processors include:

6.3 Legal Requirements

We may disclose information when required by law, legal process, or government request, or when necessary to protect our rights, property, or safety, or that of our users or others.

6.4 Business Transfers

In the event of a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.

7. Multi-Tenant Data Isolation

Our platform operates on a multi-tenant architecture. We implement strict data isolation measures to ensure that each Company's data is kept separate and secure:

• Logical Separation: Each Company's data is logically separated using unique identifiers and access controls.
• Access Controls: Strict role-based access controls ensure that Company administrators can only access their own organization's data.
• Encryption: Data is encrypted both in transit and at rest using industry-standard encryption protocols.
• Audit Logging: All data access is logged for security monitoring and compliance purposes.

8. Data Security

We implement comprehensive security measures to protect your information:

8.1 Technical Safeguards

• TLS/SSL encryption for all data in transit
• Regular security assessments
• Regular software updates and security patches

8.2 Organizational Safeguards

• Employee background checks and confidentiality agreements
• Regular security awareness training

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to implementing industry best practices.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws different from those in your country.

When transferring data internationally, we use appropriate safeguards, including:

• Standard Contractual Clauses (SCCs) approved by the relevant regulatory authorities
• Data Processing Agreements with sub-processors
• Adequacy decisions where applicable
• Additional technical and organizational measures

10. Children's Privacy

Our platform is not intended for children under the age of 16 (or 13 in jurisdictions where applicable). We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete that information promptly.

Companies using our platform are responsible for ensuring their chatbots comply with applicable children's privacy laws, including COPPA, if they interact with children.

11. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and track information about your use of our platform:

11.1 Types of Cookies We Use

• Essential Cookies: Required for platform functionality and security
• Analytics Cookies: Help us understand how users interact with our platform
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Used for advertising and marketing purposes (with consent)

11.2 Managing Cookies

You can control cookies through your browser settings. However, disabling certain cookies may affect platform functionality. For more details, please refer to our separate Cookie Policy.

12. Third-Party Links and Services

Our platform may contain links to third-party websites and services, including social media platforms. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

When you integrate your chatbot with third-party services (such as Facebook Messenger, WhatsApp, Instagram, or Telegram), those services may collect and process information according to their own privacy policies.

13. Data Processing Agreement

For Companies that require a Data Processing Agreement (DPA) for GDPR compliance or other regulatory requirements, we offer a standard DPA that covers:

• Processing instructions and purposes
• Security measures and commitments
• Sub-processor engagement terms
• Data subject rights assistance
• Audit rights
• Data deletion and return procedures

Please contact us to request a copy of our DPA.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes:

• We will update the "Last Updated" date at the top of this policy
• We will notify registered Companies via email
• We may display a prominent notice on our platform
• For significant changes, we may seek renewed consent where required

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

For EU/EEA residents, you also have the right to lodge a complaint with your local data protection authority.

15.1 Data Deletion Requests

All users may request to have their data deleted from our servers at any time by contacting our support team. We will process your request within 30 days and confirm deletion.