Privacy & Security

PrivacyPolicy

Your privacy is fundamental to how we build our products and run our business. This policy explains how we collect, use, and protect your information.

Last updated: July 20, 2025

Privacy at a Glance

Key principles that guide how we handle your data

Data Protection

Your data is encrypted and stored securely with industry-standard protocols

Transparency

Clear information about what data we collect and how we use it

Your Rights

Full control over your data with rights to access, modify, or delete

Secure Storage

All data encrypted at rest and in transit with SOC 2 compliance

Information We Collect

Information You Provide

We collect information you directly provide when you create an account, configure your chatbot, upload content, or contact our support team. This includes your name, email address, company information, and any content you upload to train your AI assistant.

Automatically Collected Information

We automatically collect certain technical information when you use our service, including IP addresses, browser type, device information, usage patterns, and performance metrics to improve our service quality.

Customer Interaction Data

When your customers interact with your AI chatbot, we collect conversation data to improve the AI's responses and provide analytics. This data is processed according to your configuration and data retention policies.

How We Use Your Information

Service Provision

We use your information to provide, maintain, and improve our AI chatbot services, including training your custom AI models, generating responses, and providing customer support.

Communication

We may use your contact information to send you service updates, security alerts, billing information, and marketing communications (which you can opt out of at any time).

Analytics and Improvement

We analyze usage patterns and performance metrics to improve our services, develop new features, and ensure optimal performance of our AI systems.

Information Sharing and Disclosure

Third-Party Service Providers

We may share your information with trusted third-party service providers who assist us in operating our business, such as cloud hosting providers, payment processors, and analytics services. These providers are bound by strict confidentiality agreements.

Legal Requirements

We may disclose your information if required by law, court order, or government regulation, or if we believe in good faith that such disclosure is necessary to protect our rights or the safety of others.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction, subject to the same privacy protections outlined in this policy.

Data Security and Protection

Encryption and Security Measures

We implement industry-standard security measures including AES-256 encryption for data at rest, TLS 1.3 for data in transit, and regular security audits to protect your information from unauthorized access.

Access Controls

Access to your data is strictly limited to authorized personnel who need it to provide our services. We implement multi-factor authentication, role-based access controls, and regular access reviews.

SOC 2 Compliance

Our infrastructure and processes are SOC 2 Type II certified, ensuring we meet strict standards for security, availability, and confidentiality of customer data.

Your Privacy Rights

Access and Portability

You have the right to access your personal data and receive a copy in a portable format. You can export your data through your account dashboard or by contacting our support team.

Correction and Deletion

You can update or correct your personal information at any time through your account settings. You also have the right to request deletion of your personal data, subject to legal and contractual obligations.

Opt-out and Consent

You can opt out of marketing communications, modify your privacy preferences, and withdraw consent for certain data processing activities through your account settings.

Cookies and Tracking Technologies

Essential Cookies

We use essential cookies to provide our services, maintain your session, and ensure security. These cookies are necessary for the proper functioning of our platform.

Analytics and Performance

We use analytics cookies to understand how our service is used and to improve performance. You can control these cookies through your browser settings or our cookie preferences.

Third-Party Cookies

Some third-party services we use may set their own cookies. We provide information about these cookies and how to manage them in our cookie policy.

International Data Transfers

Cross-Border Processing

Your data may be processed in countries other than your own to provide our global services. We ensure appropriate safeguards are in place for international data transfers.

Adequacy Decisions and Safeguards

We rely on adequacy decisions, standard contractual clauses, and other legally recognized transfer mechanisms to ensure your data receives adequate protection during international transfers.

Data Retention

Retention Periods

We retain your personal data for as long as necessary to provide our services and fulfill legal obligations. Account data is typically retained while your account is active and for a reasonable period thereafter.

Deletion Procedures

When data is no longer needed, we securely delete it using industry-standard data destruction methods. You can request earlier deletion of your data by contacting our support team.

Questions About Privacy?

If you have any questions about this privacy policy or how we handle your data, please don't hesitate to contact our privacy team.

Email: support@smartbotsupport.com
Data Protection Officer: support@smartbotsupport.com
Address: 1000 North 4th Street, Fairfield, IA 52556

Policy Updates

We may update this privacy policy from time to time. We'll notify you of any material changes by email or through our service.

Email notifications for major changes
30-day notice period for material changes
Previous versions available upon request