Privacy Policy

BusyBot ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, website, and services (collectively, the "Service").

1. Information We Collect

1.1 Information You Provide Directly

When you register for an account, configure a widget, or contact us, we may collect:

• Account information: name, email address, company name, and password.
• Billing information: payment card details (processed securely via Stripe — we do not store full card numbers).
• Content you upload: documents, PDFs, URLs, and knowledge-base entries you provide to train your BusyBot agent.
• Communications: messages you send to our support team.

1.2 Information Collected Automatically

When you or your website visitors interact with the Service, we automatically collect:

• Log data: IP addresses, browser type, operating system, referring URLs, pages visited, and timestamps.
• Device information: hardware model, unique device identifiers, and mobile network information.
• Usage data: feature usage patterns, conversation counts, and widget interaction events.
• Cookies and similar technologies: see our Cookie Policy for details.

1.3 Visitor Conversation Data

When end-users chat with a BusyBot widget embedded on your website, conversation messages, uploaded files, and metadata (timestamps, session identifiers) are stored on our servers on behalf of you, our customer. You are the data controller for this data; BusyBot acts as a data processor.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service.
• Process transactions and send related information, including purchase confirmations and invoices.
• Train and operate your AI agent based on the content you upload.
• Send technical notices, updates, security alerts, and support messages.
• Respond to your comments, questions, and customer service requests.
• Monitor and analyse usage and activity trends to improve the user experience.
• Detect, investigate, and prevent fraudulent transactions and other illegal activities.
• Comply with legal obligations.

We do not sell your personal data or your end-users' conversation data to third parties. We do not use conversation data to train general-purpose AI models.

3. How We Share Your Information

We may share your information with:

• Service providers: third-party vendors who perform services on our behalf, such as payment processing (Stripe), cloud hosting (AWS), email delivery (Postmark), and error monitoring (Sentry). These providers are contractually obligated to protect your data.
• AI model providers: conversation messages may be sent to OpenAI to generate AI responses. Data is processed under OpenAI's API data usage policies and is not used to train OpenAI's models by default.
• Business transfers: if BusyBot is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
• Legal requirements: we may disclose your information if required by law or in response to valid requests by public authorities.

4. Data Retention

We retain your account information for as long as your account is active or as needed to provide the Service. Conversation data is retained for the period specified in your plan (90 days for Free and Starter, 1 year for Growth, unlimited for Scale) unless you request earlier deletion.

You may request deletion of your account and associated data at any time by contacting us at privacy@busybot.ai. We will process deletion requests within 30 days.

5. Security

We implement industry-standard security measures to protect your information, including encryption in transit (TLS 1.2+), encryption at rest (AES-256), access controls, and regular security audits. For a full overview of our security practices, please see our Security page.

No method of electronic storage or transmission is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

6. Your Rights

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

• Access: request a copy of the personal data we hold about you.
• Correction: request that we correct inaccurate or incomplete data.
• Deletion: request that we delete your personal data ("right to be forgotten").
• Portability: request your data in a structured, machine-readable format.
• Objection: object to the processing of your personal data for certain purposes.
• Restriction: request that we restrict the processing of your data.

To exercise any of these rights, please contact us at privacy@busybot.ai. We will respond to all requests within 30 days.

7. International Transfers

BusyBot is operated from the United States. If you are located outside the US, your information may be transferred to and processed in the US. We use Standard Contractual Clauses (SCCs) approved by the European Commission to legitimise transfers from the EEA, UK, and Switzerland.

8. Children's Privacy

The Service is not directed to children under 13 (or 16 in certain jurisdictions). We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and, where appropriate, sending an email notification. Your continued use of the Service after changes become effective constitutes acceptance of the revised policy.