Privacy Policy

Last Updated: September 30, 2026

At AI Chatbot Agency (“we,” “us,” or “our”), we respect your privacy. This policy explains what data we collect, why we collect it, and how we keep it safe when you use our website or AI solutions. We wrote this in plain English to keep things clear.

1. What Information We Collect

We collect two types of data: the details you give us and the data our systems read when you browse.

Data You Provide Directly:
When you contact us, fill out a form, or request a demo, we collect:

• Your name and contact details.
• Email address and phone number.
• Company name and website URL.
• Business information you share (like FAQs or documents for chatbot training).
• Any messages you send us.

Data We Collect Automatically:
When you browse our site, our servers log basic technical data:

• IP address and device type.
• Operating system and browser type.
• The pages you click and how long you stay.
• Location data based on your IP address.
• Date and time of your visit.

We also use cookies to remember your preferences and understand how people use our site. You can turn off cookies in your browser settings at any time.

2. Data From AI Chatbots We Build

When we build a chatbot for a business, that bot processes conversations. Depending on the setup, this data can include names, emails, phone numbers, chat history, and appointment details.

We only process this data to make the bot work better. The business that owns the chatbot is responsible for telling their customers what data is collected and getting the right permissions. We process it on their behalf to maintain the system.

3. How We Use Your Information

We use your data for three main reasons:

1. To run our business: Providing services, processing payments, and sending invoices.
2. To improve our systems: Training and fine-tuning the AI models based on real interactions.
3. To talk to you: Answering your emails, sending technical updates, and providing customer support.

We do not sell your personal data to third parties for their own marketing. We only use your data for the purposes we collected it.

4. AI Processing & Accuracy

We use advanced AI to automate replies. When you type a message into our tools, it is processed by AI systems and third-party providers.

We know AI makes mistakes. Our systems are designed to detect when a human needs to step in, but they might sometimes provide inaccurate answers. We recommend you do not share sensitive information (like passwords or financial details) through a chatbot unless it is specifically built to handle it securely.

5. Third-Party Partners

We use trusted service providers to keep our website and tools running. These include companies for web hosting, cloud storage, email delivery, payment processing, and analytics.

These partners only see the data they need to do their job. They cannot use your data for their own purposes. We do not share your data with anyone else unless required by law.

6. Lead Generation Data

When you use a form on our site or a chatbot we built, you are sharing your details with us or our client. The business you are talking to decides how to use that data. If you want to stop hearing from them, contact them directly to update your preferences.

7. Cookies

We use cookies to:

• Remember your login details.
• Track site traffic and performance.
• Show you relevant content.
  You can block cookies in your browser. Keep in mind that some parts of the website might not work properly if you do.

8. How Long We Keep Your Data

We keep your data only as long as we need it. If you are a client, we keep records for as long as the contract requires (and for tax purposes). If you just sent us a message, we keep it until the issue is resolved. After that, we delete or anonymize it.

9. Keeping Your Data Safe

We use industry-standard security measures to protect your data from unauthorized access, theft, or loss. This includes encryption and secure servers. However, no system is 100% safe. We cannot promise that your data will never be compromised, but we take every step to prevent it.

10. Data Transfers

We work with partners globally. This means your data might be moved to, and stored in, countries outside your own. We make sure that all our partners follow strict data protection rules so your information stays safe.

11. Your Rights

Depending on where you live (like under GDPR), you have the right to:

• Ask for a copy of the data we hold on you.
• Fix any mistakes in your data.
• Ask us to delete your data.
• Stop us from using your data for marketing.
  To do any of these, email us. We will verify your identity and respond as quickly as possible.

12. Children’s Privacy

Our services are for adults. We do not knowingly collect data from children under 16. If we find out we have, we will delete it right away.

13. Other Websites We Link To

Our site might have links to other websites. We don’t control what they do with your data. Once you click a link and leave our site, it’s best to read their privacy policy.

14. Updates to This Policy

We might update this policy as our tools grow or laws change. If we make big changes, we will post a notice on our website. The date at the top shows when the last update happened.

15. Contact Us

If you have questions or want to use your data rights, reach out to us:

• Email: [email protected]
• Website: https://aichatbot.agency