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Template: review with counsel before use

This is a starter template, not legal advice. Whoever operates this website and service must replace the bracketed placeholders and review the whole document with qualified counsel before publishing or relying on it. Requirements vary by country, state and industry.

Privacy Policy

Last updated: [Date]

This policy explains what information [Company legal name] (“we”, “us”) collects when you visit this website or use the Embedabot service we operate at [domain], what we do with it, and the choices you have. We've tried to write it in plain language.

1.What this policy covers

This policy covers this website and any hosted service we operate. It does not cover installations of the open-source software run by other people or organizations. If you interact with a business that self-hosts the software, that business decides how your information is handled and its own privacy policy applies.

2.Information we collect

Depending on how you use our website and service, we may collect:

  • Account information, such as your name, email address and password (stored as a one-way hash).
  • Workspace content you add, such as agent settings, knowledge base material, contacts, tags, deals and tasks.
  • Messages sent and received through connected channels (SMS, MMS, email, web chat and call events) on behalf of our customers.
  • Technical information, such as IP address, browser type, device information and log data needed to run and secure the service.
  • Cookies that keep you signed in. [List any analytics or other cookies, or state that none are used.]

3.How we use information

We use information to:

  • Provide, maintain and improve the service.
  • Generate AI replies and actions that our customers have configured.
  • Keep the service secure, prevent abuse and enforce our terms.
  • Respond to support requests and send service-related notices.
  • Comply with legal obligations.

4.AI processing

To generate replies, conversation content and relevant knowledge base excerpts are sent to the language model provider selected for each AI agent. That may be a model running on infrastructure we or our customer control, or a third-party provider such as [list providers in use]. When a third-party provider is used, its own terms and privacy policy also apply. [State whether provider data is used for model training and how long providers retain it.]

5.Our role for our customers' contacts

When a business uses our service to talk to its own customers, that business decides what information is collected and why, and we process it on their behalf. If you received a message from a business that uses our service, please contact that business about your information. Businesses using the service are responsible for having the consent required to message their contacts.

6.Text messaging

Mobile phone numbers and SMS consent collected through the service are not sold or shared with third parties for their own marketing purposes. Reply STOP to any message to opt out and HELP for help. Message and data rates may apply.

7.How we share information

We do not sell personal information. We share it only:

  • With service providers that help us run the service, such as hosting, messaging carriers (for example Twilio or Telnyx), email providers and language model providers, under agreements that limit their use of it.
  • When required by law or to protect the rights, safety and security of our users and the public.
  • As part of a merger, acquisition or sale of assets, with notice to you.
  • With your direction or consent.

8.Retention

We keep information for as long as your account is active or as needed to provide the service, then delete or anonymize it within [time period], unless we must keep it longer for legal reasons. Workspace owners can delete contacts and conversations at any time. [Describe backup retention.]

9.Security

We use reasonable technical and organizational measures to protect information, including encrypting provider credentials at rest and restricting access to production systems. No system is perfectly secure, so we can't guarantee absolute security.

10.Your rights and choices

Depending on where you live, you may have the right to access, correct, delete or export your personal information, or to object to or restrict certain processing. To make a request, email [privacy contact email]. We'll respond within the time required by applicable law. [Add region-specific sections, such as GDPR or US state privacy law disclosures, as applicable.]

11.Children

The service is not directed to children under [13/16], and we don't knowingly collect their personal information. If you believe a child has provided us information, contact us and we'll delete it.

12.International transfers

[Describe where data is stored and the safeguards used for any cross-border transfers.]

13.Changes to this policy

We may update this policy from time to time. We'll post the new version here, update the date above and, for significant changes, notify account holders.

14.Contact

[Company legal name] · [Postal address] · [privacy contact email]