Privacy Policy

Learn how we collect, use, and protect your personal information.

Last updated: December 2024

1. Introduction

AI ChatBot Solutions ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI chatbot services and website.

By using our services, you consent to the data practices described in this policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Personal Information

We may collect the following personal information:

  • Account Information: Name, email address, phone number, company name
  • Billing Information: Payment card details, billing address
  • Profile Information: Business description, preferences, settings
  • Communication Data: Messages, support requests, feedback
2.2 Usage Information

We automatically collect certain information about your use of our services:

  • Log Data: IP address, browser type, operating system, access times
  • Usage Analytics: Pages visited, features used, time spent on platform
  • Device Information: Device type, screen resolution, language settings
  • Chatbot Interactions: Conversation logs, user queries, response data
2.3 Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Remember your preferences and settings
  • Analyze website traffic and usage patterns
  • Provide personalized content and advertisements
  • Improve our services and user experience

3. How We Use Your Information

We use the collected information for the following purposes:

  • Service Provision: To provide, maintain, and improve our chatbot services
  • Account Management: To create and manage your account, process payments
  • Communication: To respond to your inquiries, send updates and notifications
  • Analytics: To analyze usage patterns and improve our services
  • Security: To protect against fraud, abuse, and security threats
  • Legal Compliance: To comply with applicable laws and regulations
  • Marketing: To send promotional materials (with your consent)

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

4.1 Service Providers

We may share information with trusted third-party service providers who assist us in:

  • Hosting and maintaining our services
  • Processing payments and billing
  • Providing customer support
  • Analyzing usage data
  • Sending communications
4.2 Legal Requirements

We may disclose your information if required by law or in response to:

  • Legal process or government requests
  • Protection of our rights and property
  • Emergency situations involving public safety
  • Investigation of suspected fraud or abuse
4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction.

5. Data Security

We implement appropriate technical and organizational measures to protect your information:

  • Encryption: Data is encrypted in transit and at rest
  • Access Controls: Strict access controls and authentication measures
  • Regular Audits: Security assessments and vulnerability testing
  • Employee Training: Regular security awareness training
  • Incident Response: Procedures for handling security incidents

However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information.

6. Data Retention

We retain your information for as long as necessary to:

  • Provide our services to you
  • Comply with legal obligations
  • Resolve disputes and enforce agreements
  • Improve our services

When we no longer need your information, we will securely delete or anonymize it. You may request deletion of your account and associated data at any time.

7. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

7.1 Access and Portability
  • Request access to your personal information
  • Receive a copy of your data in a portable format
  • Verify the accuracy of your information
7.2 Correction and Deletion
  • Request correction of inaccurate information
  • Request deletion of your personal information
  • Withdraw consent for data processing
7.3 Marketing Preferences
  • Opt-out of marketing communications
  • Manage email preferences
  • Control cookie settings
7.4 Exercising Your Rights

To exercise your rights, please contact us using the information provided at the end of this policy. We will respond to your request within 30 days.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers, including:

  • Standard contractual clauses
  • Adequacy decisions
  • Other appropriate safeguards

By using our services, you consent to the transfer of your information to countries outside your residence.

9. Children's Privacy

Our services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

10. Third-Party Services

Our services may contain links to third-party websites or integrate with third-party services. This privacy policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you use.

11. Changes to This Privacy Policy

We may update this privacy policy from time to time. We will notify you of any material changes by:

  • Posting the updated policy on our website
  • Sending email notifications to registered users
  • Displaying prominent notices on our platform

Your continued use of our services after changes become effective constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions about this privacy policy or our data practices, please contact us:

  • Email: privacy@novachatbot.com
  • Phone: +44 7411 199212
  • Address: Prince Charles Dr, Brent Cross, London NW4 3FP, United Kingdom
  • Data Protection Officer: dpo@novachatbot.com

13. Legal Basis for Processing (EU Users)

For users in the European Union, we process your personal information based on the following legal grounds:

  • Contract: Processing necessary to provide our services
  • Legitimate Interest: Improving our services and preventing fraud
  • Consent: Marketing communications and optional features
  • Legal Obligation: Compliance with applicable laws

14. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information is collected and how it's used
  • Right to delete personal information
  • Right to opt-out of the sale of personal information
  • Right to non-discrimination for exercising privacy rights

To exercise your California privacy rights, please contact us using the information provided above.