Privacy Policy

This policy is effective as of 7th of November, 2024

Last updated: 7th of November, 2024

Your privacy is important to us. It is Multibot Limited's policy to respect your privacy and comply with any applicable law and regulation regarding any personal information we may collect about you, including across our website, multibot.ai, and other sites we own and operate.

This Policy is addressed to users who visit the website https://multibot.ai and use the services provided on this website. In the following, the website together with related services will be jointly referred to as the Service. The Policy describes the principles of collecting and using the data of users of the Service, which are collected directly from them or via cookies and similar technologies.

In connection with the User's use of the Service, the Administrator collects data to the extent necessary to provide the individual services offered. Detailed principles and purposes of processing Personal Data collected during the User's use of the Service are described below.

We may update this Privacy Policy periodically. The "Effective Date" at the top indicates when the latest changes were made. Significant updates will be communicated to you through appropriate channels.

Personal information is any information about you that can be used to identify you. This includes information about you as a person (such as name, address, and date of birth), your devices, payment details, and even information about how you use a website or online service.

Who We Are and Other Important Information

We are Multibot Limited, registered in England and Wales with company number 16002540, with our registered address at 33 Poplar Avenue, Leatherhead, England, KT22 8SH (we, us, or our).

For all visitors to our website and for users who purchase our services, we are the controller of your information (which means we decide what information we collect and how it is used).

We are registered with the Information Commissioner’s Office (ICO), the UK regulator for data protection matters, under number ZB808928.

If you have any questions about this Privacy Notice or the way that we use information, please get in touch using the following details:

Email address: info@multibot.ai

Information We Collect

We may collect the following types of information:

a. Information You Provide to Us

• Account Information: Name, email address, phone number, and other details provided during account creation.
• Payment Information: Billing details such as credit card information or payment methods for paid services.
• Support Requests: Data shared during customer support interactions.

b. Information We Collect Automatically

• Usage Data: Information about how you use our Services, such as queries submitted, device details, and time spent.
• Cookies and Tracking Technologies: Data collected via cookies, web beacons, and similar technologies to enhance user experience.

c. Information from Third Parties

We may receive data about you from third-party services, business partners, or integrations you authorize.

d. Third-Party Sites and Services

In the event our site contains links to third-party sites and services, please be aware that those sites and services have their own privacy policies. After following a link to any third-party content, you should read their posted privacy policy information about how they collect and use personal information. This Privacy Policy does not apply to any of your activities after you leave our site.

Information we collect falls into one of two categories: "voluntarily provided" information and "automatically collected" information.

Voluntarily provided information refers to any information you knowingly and actively provide us when using or participating in any of our services and promotions.

Automatically collected information refers to any information automatically sent by your devices in the course of accessing our products and services.

Log Data

When you visit our website, our servers may automatically log the standard data provided by your web browser. It may include:

• Your device's Internet Protocol (IP) address
• Your browser type and version
• The pages you visit
• The time and date of your visit
• The time spent on each page
• Other details about your visit

If you encounter certain errors while using the site, we may automatically collect data about the error and the circumstances surrounding its occurrence. This may include technical details about your device, what you were trying to do, and other technical information relating to the problem.

Device Data

When you visit our website or interact with our services, we may automatically collect data about your device, such as:

• Device type
• Operating system
• Unique device identifiers
• Mobile network information

Data we collect can depend on the individual settings of your device and software. We recommend checking the policies of your device manufacturer or software provider.

Personal Information

We may ask for personal information, for example, when you:

• Register for an account
• Purchase a subscription
• Sign up to receive updates
• Contact us via email or social media

This personal information may include:

• Name
• Email address
• Company name
• Billing address
• Payment information

User-Generated Content

"User-generated content" includes materials (text, image, and/or video content) voluntarily supplied to us by our users. Be aware that any content you submit for publication may be accessible to third parties not covered under this privacy policy.

Transaction Data

Transaction data refers to data that accumulates over the normal course of operation on our platform. This may include:

• Transaction records
• Stored files
• User profiles
• Analytics data
• Metrics and KPIs
• Conversation logs
• Topics and sentiments analysis

Use of cookies and similar technologies

The Service enables the collection of information about the user via cookies and similar technologies, the use of which is most often associated with installing this tool on the user's device (computer, smartphone, etc.). This information is used to remember the user's decisions (selection of font, contrast, acceptance of the policy), maintain the user's session (e.g. after logging in), remember the password (with consent), collect information about the user's device and their visit to ensure security, but also to analyze visits and customize content.

Information obtained via cookies and similar technologies is not combined with other data of the Service's users, nor is it used to identify them by the Administrator.

The user can set the browser to block certain types of cookies and other technologies, for example by specifying that only those necessary for the correct display of the page will be allowed. By default, most browsers allow the use of all cookies, but the user can change these settings at any time and can also delete already installed cookies. Each browser allows such action through one of the options available in the settings or preferences. The user can also use the page in the so-called incognito mode, which blocks the possibility of collecting data about their visit.

Data related to the analysis of network traffic collected via cookies and similar technologies may be stored until the cookie expires. Some cookies never expire, therefore the data storage time will be equivalent to the time necessary for the administrator to achieve the purposes related to data collection, such as ensuring security and analyzing historical data related to website traffic.

Using the website without changing browser settings, i.e. with default acceptance of cookies and similar technologies, means consent to their use for the purposes specified above. The Administrator does not use the information obtained for marketing purposes.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, maintain, and improve our AI Services.
• To personalize user experience and content recommendations.
• To communicate with you about updates, security alerts, reminders about scheduled visits.
• To comply with legal obligations and protect against fraud or abuse.

Legitimate Reasons for Processing Your Personal Information

We only collect and use your personal information when we have a legitimate reason for doing so, such as:

• providing our services to you in the scope of making the content collected on the Service available to Users - then the legal basis for processing is the necessity of processing for the performance of the contract
• improving our services - the legal basis for processing is the legitimate interest of the Administrator
• communicating with you - The Administrator provides the possibility of contacting him using an electronic contact form. Using the form requires providing Personal Data necessary to establish contact with the User and respond to the inquiry. The User may also provide other data to facilitate contact or handling the inquiry. Providing data marked as mandatory is required in order to accept and handle the inquiry, and failure to provide them results in the inability to handle it. Providing other data is voluntary. Personal data are processed for the purpose of identifying the sender and handling their query sent via the provided form – the legal basis for processing is the necessity of processing to perform the service agreement; in the scope of optionally provided data, the legal basis for processing is consent.
• complying with legal obligations - then the legal basis for processing is the necessity of processing for the performance of the contract
• establishing and pursuing claims or defend against claims - the legal basis for processing is the legitimate interest of the Administrator consisting in the protection of its rights.
• for analytical and statistical purposes – the legal basis for processing is the legitimate interest of the Administrator consisting in conducting analyses of Users' activity on the Website in order to improve the functionalities used

The right to withdraw consent for processing data that were given voluntarily

If consent is the basis for data processing, it can be withdrawn at any time using the contact details available on the Website. Withdrawal of consent does not affect the lawfulness of processing that was previously carried out.

Providing data is voluntary, but necessary. Failure to provide it will prevent, respectively:

1. fulfilling the order;
2. setting up an account in the online application
3. considering a complaint;
4. using the application
5. receiving an answer to a question.

Security of Your Personal Information

We protect your personal information within commercially acceptable means to prevent loss, theft, unauthorized access, disclosure, copying, use, or modification. We use industry standard security measures to protect your data. However, no online service is 100% secure. We encourage you to protect your account credentials and notify us immediately of any unauthorized use.

The Administrator conducts ongoing risk analysis to ensure that Personal Data is processed by him in a secure manner – ensuring, above all, that only authorized persons have access to the data and only to the extent necessary for the tasks they perform. The Administrator ensures that all operations on Personal Data are recorded and performed only by authorized employees and collaborators.

The Administrator takes all necessary actions to ensure that his subcontractors and other collaborating entities also guarantee the use of appropriate security measures in each case.

How Long We Keep Your Personal Information

We keep your personal information only for as long as we need to, based on:

• The duration of your account with us
• Legal obligations
• Accounting or reporting requirements

The period of data processing by the Administrator depends on the type of service provided and the purpose of processing. As a rule, data is processed for the duration of the service, until the withdrawal of the expressed consent or effective objection to data processing in cases where the legal basis for data processing is the legitimate interest of the Administrator.

The data processing period may be extended in the event that processing is necessary to establish and pursue possible claims or defend against claims, and after that time only in the case and to the extent required by law. After the processing period has elapsed, the data is irreversibly deleted or anonymized.

Data storage period

Personal data will be stored:

• in the case of setting up an online account for the period of use, and after its closure, the Administrator will store billing data for 5 years following the year in which the tax obligation related to the order occurred;
• regarding billing for 5 years following the year in which the tax obligation related to the order occurred;
• until the consent is withdrawn or until the case is settled, and then until the limitation period for the parties' claims related to its implementation expires;
• in the case of a complaint, until the limitation period for any claims expires
• related to the analysis of network traffic collected via cookies and similar technologies may be stored until the cookie expires. Some cookies never expire, therefore the data storage period will be equivalent to the time necessary for the Administrator to achieve the purposes related to data collection, such as ensuring security and analyzing historical data related to website traffic.

If your personal information is no longer required, we will delete or anonymize it.

Children’s Privacy

We do not aim any of our products or services directly at children under the age of 13, and we do not knowingly collect personal information about children under 13.

Disclosure of Personal Information to Third Parties

We do not sell your personal data. However, we may share your information in the following circumstances:

• Third-party service providers: (IT, data storage, hosting, AI service providers, payment processors.)
• Legal Compliance: When required by law or to respond to legal requests (e.g. court, regulatory authorities, and law enforcement officers, as required by law)
• Business Transactions: In connection with mergers, acquisitions, or the sale of our assets (in other words: all business Transactions).

Third parties we currently use include OpenAI, Stripe, AWS, Google Cloud Platform (GCP), and Anthropic (Claude AI).

Your Rights and Controlling Your Personal Information

Your rights include the ability to:

• Access your personal information (you may request access to your data)
• Correct inaccurate data (you may request to correct your data)
• Request deletion of your information (you may request the deletion of your personal data or subject to legal obligations)
• Restrict processing
• Opt-out of marketing communications (Unsubscribe from promotional communications at any time)
• Data Portability: Receive a copy of your data in a machine-readable format.

To exercise these rights, contact us at info@multibot.ai

Additional Disclosures for GDPR Compliance

Data Controller / Data Processor: We, Multibot Limited, are a Data Controller.

Legal Bases for Processing: We process your information based on your consent, our legitimate interests, performance of a contract, or compliance with legal obligations.

Your GDPR Rights: In addition to the rights above, you have the right to data portability, rectification, and notification of data breaches.

Contact Us

For any questions or concerns regarding your privacy, please contact us:

Email: info@multibot.ai

Multibot Limited
33 Poplar Avenue, Leatherhead, England, KT22 8SH
Company Number: 16002540
ICO Registration Number: ZB808928