Privacy Policy
Last updated: December 2024
1. Introduction
Cyberbuddies AI ("we," "our," or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our AI chatbot platform, in compliance with UK GDPR and applicable data protection laws.
2. Data We Collect
2.1 Account Information
When you create an account, we collect your name, email address, company information, and payment details for subscription management.
2.2 Usage Data
We collect information about how you use our Service, including chatbot interactions, API calls, feature usage, and performance metrics to improve our services.
2.3 Customer Conversations
Chatbot conversations with your customers are processed to provide our Service. This data is stored securely and used solely for service delivery and improvement.
2.4 Technical Data
We automatically collect technical information including IP addresses, browser type, device information, and access logs for security and service optimization.
3. How We Use Your Data
3.1 Service Provision
We use your data to provide, maintain, and improve our AI chatbot services, including processing customer conversations and delivering responses.
3.2 Customer Support
We use your information to respond to your inquiries, provide technical support, and communicate with you about your account and services.
3.3 Analytics and Improvement
We analyze usage patterns and performance metrics to improve our AI models, enhance user experience, and develop new features.
3.4 Security and Compliance
We use your data to monitor for security threats, prevent fraud, and ensure compliance with legal obligations and our Terms of Service.
4. Legal Basis for Processing
4.1 Contractual Necessity
We process your data to fulfill our contractual obligations under our Terms of Service and provide the AI chatbot platform you've subscribed to.
4.2 Legitimate Interests
We process data for legitimate business interests, including service improvement, security monitoring, and business analytics.
4.3 Legal Obligation
We may process your data to comply with legal obligations, including regulatory requirements and lawful requests from authorities.
4.4 Consent
Where required, we obtain your explicit consent for specific data processing activities, such as marketing communications.
5. Data Sharing
5.1 Service Providers
We share data with trusted third-party service providers who help us operate our business, including payment processors, cloud infrastructure providers, and analytics services.
5.2 Subprocessors
Our AI models and infrastructure may utilize approved subprocessors for data processing, all subject to strict data protection agreements and UK GDPR compliance.
5.3 Legal Requirements
We may disclose your data if required by law, court order, or to protect our rights, property, or safety, or that of our users or the public.
6. Data Security
6.1 Technical Measures
We implement industry-standard security measures including encryption (in transit and at rest), secure authentication, and regular security testing.
6.2 Organizational Measures
Our staff are trained in data protection, and we maintain strict access controls, confidentiality agreements, and security policies.
6.3 Data Breach Response
We have procedures to detect, respond to, and report data breaches in accordance with UK GDPR requirements within 72 hours.
7. Data Retention
7.1 Retention Periods
We retain your data only as long as necessary to provide our services, comply with legal obligations, and for legitimate business purposes.
7.2 Account Deletion
Upon account termination, we delete or anonymize your personal data within 30 days, except where required to retain for legal or security purposes.
7.3 Conversation Data
Customer conversation data is retained according to your subscription settings and legal requirements, with options for data export and deletion.
8. Your Rights
8.1 Access and Portability
You have the right to request access to your personal data and obtain a copy in a structured, machine-readable format.
8.2 Rectification
You can request correction of inaccurate or incomplete personal data we hold about you.
8.3 Erasure
You have the right to request deletion of your personal data, subject to legal and business retention requirements.
8.4 Restriction and Objection
You can request restriction of processing or object to processing based on legitimate interests, where applicable.
9. International Data Transfers
Your data may be processed outside the UK/EU by our service providers. We ensure adequate protection through UK GDPR adequacy decisions, standard contractual clauses, or other appropriate safeguards.
10. Cookies and Tracking
10.1 Essential Cookies
We use essential cookies for authentication, security, and core functionality of our platform.
10.2 Analytics Cookies
We use analytics tools to understand how our Service is used, with appropriate privacy safeguards and anonymization.
10.3 Cookie Control
You can control cookie preferences through your browser settings and our cookie consent mechanism.
11. Children's Privacy
Our Service is not intended for children under 16. We do not knowingly collect personal data from children under 16. If we become aware of such data, we will delete it promptly.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through our Service. Your continued use indicates acceptance of any changes.
13. Contact Us
If you have questions about this Privacy Policy or want to exercise your data rights, please contact us:
Data Protection Officer: info@cyberbuddiessolutions.com
General Inquiries: info@cyberbuddiessolutions.com
Website: https://uk.cuberbuddiessolutions.com
Address: Cyberbuddies Ltd, United Kingdom
We will respond to data rights requests within one month, as required by UK GDPR.