TheBotBuilder ("TheBotBuilder", "we", "us", or "our") respects your privacy and is committed to protecting the information you provide when you use our website, applications, AI assistant platform and related services.

This Privacy Policy explains what information we collect, how we use it, how we share it, how we protect it, how long we retain it, and the choices available to you.

By accessing or using TheBotBuilder, you acknowledge that you have read and understood this Privacy Policy.

1. Who We Are

TheBotBuilder is an AI assistant and business automation platform that enables businesses to create, configure, deploy, and manage AI-powered assistants across websites, messaging platforms, business applications and automated workflows.

Legal Entity: Kaira software Pvt. Ltd.

Website:

Email: [email protected]

Address: A-1103, Synergy Tower, Corporate Road, Prahlad Nagar, Ahmedabad – 380015

For privacy-related questions or requests, please contact us using the details above.

2. Information We Collect

We may collect several categories of information when you use TheBotBuilder.

2.1 Account and Registration Information

When you create or manage an account, we may collect:

  • Name
  • Email address
  • Phone number, where provided
  • Company or organization name
  • Login credentials
  • Account and workspace information
  • User role and permissions
  • Profile information
  • Subscription and billing information

2.2 Information You Upload or Provide

TheBotBuilder allows customers to provide information used to configure and operate their AI assistants.

This may include:

  • Documents
  • PDFs
  • Text files
  • Website content
  • URLs
  • FAQs
  • Business information
  • Product information
  • Internal knowledge
  • Policies
  • Instructions
  • AI assistant configurations
  • Workflow configurations
  • Lead capture configurations
  • Other business content you choose to provide

This information is referred to in this Privacy Policy as Customer Content.

2.3 Conversation and Lead Data

When an AI assistant interacts with visitors, customers, prospects, employees, or other end users, TheBotBuilder may process information contained within those conversations.

Depending on how the customer configures the platform, this may include:

  • Messages
  • Names
  • Email addresses
  • Phone numbers
  • Company information
  • Customer questions
  • Product or service inquiries
  • Lead information
  • Conversation history
  • Responses collected through lead capture
  • Information submitted through connected channels

The customer using TheBotBuilder is generally responsible for determining what information is collected through their AI assistant and ensuring that such collection complies with applicable laws.

3. Google Workspace API Usage

Our application does not use any data obtained through Google Workspace APIs to develop, improve, or train generalized AI and/or ML models. All data is used solely to provide and enhance the specific services for which it was collected.

4. Cookies and Similar Technologies

We may use cookies, local storage, pixels, and similar technologies to:

  • Keep users signed in;
  • Maintain sessions;
  • Remember preferences;
  • Understand website usage;
  • Improve platform performance;
  • Monitor security;
  • Analyze traffic; and
  • Improve our services and user experience.

You can control cookies through your browser settings. Disabling certain cookies may affect some functionality of the website or platform.

5. How We Use Information

We may use information we collect to provide and operate TheBotBuilder, including:

  • Creating and managing accounts;
  • Running AI assistants;
  • Processing conversations;
  • Executing workflows;
  • Connecting integrations;
  • Providing knowledge retrieval;
  • Capturing leads;
  • Generating reports;
  • Providing customer support;

We may also process information to:

  • Diagnose technical issues;
  • Improve reliability;
  • Understand product usage;
  • Develop new features;
  • Improve user experience;
  • Detect and prevent abuse;
  • Protect accounts;
  • Detect suspicious activity;
  • Prevent fraud;
  • Investigate security incidents; and
  • Enforce our Terms of Service.

We may use contact information to send:

  • Account notifications;
  • Service announcements;
  • Security notifications;
  • Billing information;
  • Product updates;
  • Support communications; and
  • Marketing communications where permitted.

You can unsubscribe from promotional communications at any time.

6. AI Processing

TheBotBuilder uses artificial intelligence and machine learning technologies to provide its services.

Depending on the features used, information may be processed by AI models or technology providers that support our platform.

This processing may be necessary to:

  • Generate AI responses;
  • Understand customer questions;
  • Retrieve relevant knowledge;
  • Execute workflows;
  • Use connected tools;
  • Analyze conversations; and
  • Provide other AI-powered functionality.

We do not represent that AI-generated responses will always be accurate, complete, or appropriate.

Customers should review their AI assistant configurations and outputs and should not rely on AI-generated information as a substitute for professional judgment where professional advice is required.

7. Customer Responsibility for End-User Data

If you use TheBotBuilder to communicate with customers, visitors, employees, or other individuals, you may collect personal information from those individuals.

In those circumstances, you are responsible for:

  • Providing appropriate privacy notices;
  • Obtaining required consents;
  • Configuring your AI assistant appropriately;
  • Collecting only information that is necessary;
  • Complying with applicable privacy and data protection laws;
  • Responding to requests from your users where required; and
  • Establishing appropriate retention periods.

TheBotBuilder provides technology to help you operate AI assistants. It does not determine the lawful basis for your collection or processing of end-user information.

8. Third-Party Integrations

TheBotBuilder may allow you to connect external services and platforms, including:

  • Messaging platforms;
  • Business applications;
  • APIs;
  • CRM systems;
  • Website channels;
  • Instagram;
  • Messenger;
  • Slack;
  • Microsoft Teams;
  • Telegram;
  • WhatsApp; and
  • Other applications available through integrations or MCP.

When you connect a third-party service, information may be exchanged between TheBotBuilder and that service based on the permissions and configuration you authorize.

Third-party services operate under their own privacy policies and terms.

We are not responsible for the privacy practices of third-party services that you choose to connect.

9. Service Providers

We may use third-party service providers to help operate TheBotBuilder.

These providers may support:

  • Cloud hosting;
  • Data storage;
  • Database infrastructure;
  • AI processing;
  • Analytics;
  • Authentication;
  • Payments;
  • Customer support;
  • Security;
  • Email delivery;
  • Infrastructure; and
  • Monitoring.

We seek to use appropriate contractual and technical safeguards for service providers that process personal information on our behalf.

10. Payments

If you purchase a paid subscription, payments may be processed by third-party payment providers.

We generally do not store complete payment card information on our own systems unless specifically stated otherwise.

Payment providers may collect and process payment information according to their own privacy policies and terms.

11. Data Retention and Deletion

We retain information for as long as reasonably necessary to:

  • Provide the Services;
  • Maintain your account;
  • Meet contractual obligations;
  • Comply with legal requirements;
  • Resolve disputes;
  • Prevent fraud;
  • Enforce agreements;
  • Maintain security; and
  • Maintain necessary business records.

Specific retention periods may vary depending on the type of information and the purpose for which it was collected.

When information is no longer required, we may delete, anonymize, or securely dispose of it, subject to applicable legal, security, backup, and operational requirements.

12. Data Security

We use reasonable administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure.

Access to systems containing customer information is controlled through appropriate authentication and authorization mechanisms.

OAuth access tokens and other authorization credentials are protected using appropriate technical and organizational safeguards.

However, no internet-based service can guarantee absolute security.

You are also responsible for protecting your account credentials and controlling access to your TheBotBuilder account and connected third-party accounts.

13. International Data Transfers

Depending on where you and our service providers are located, information may be processed or stored in countries other than your country of residence.

Where applicable, we will take appropriate steps required by applicable data protection laws for international transfers.

14. Your Privacy Rights

Depending on your location and applicable law, you may have rights regarding your personal information, including the right to:

  • Request access to your personal information;
  • Request correction of inaccurate information;
  • Request deletion of information;
  • Request restriction of processing;
  • Object to certain processing;
  • Request data portability;
  • Withdraw consent where processing is based on consent; and
  • Lodge a complaint with a relevant data protection authority.

To submit a privacy or deletion request, contact: [email protected]

We may need to verify your identity before processing certain requests.

15. Children's Privacy

TheBotBuilder is intended for businesses and is not directed toward children.

We do not knowingly collect personal information directly from children in violation of applicable law.

If you believe a child has provided personal information to us improperly, please contact us.

16. Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices, security, content, or policies of third-party websites.

We recommend reviewing the privacy policy of any third-party website you visit.

17. Contact Us

If you have questions, concerns, requests, or complaints regarding this Privacy Policy or our handling of personal information, please contact us:

TheBotBuilder

Legal Entity: Kaira software Pvt. Ltd.

Email: [email protected]

Address: A-1103, Synergy Tower, Corporate Road, Prahlad Nagar, Ahmedabad – 380015