Bot@Work Privacy Policy

Last updated: 01 March, 2024

Effective from: 01 March, 2024

Introduction

Bot@Work is a Software as a Service (SaaS) based solution by FlatworldSolutions ("FWS", "we", "us", "our") that provides its customers tools to generate responses based on their Customer Records (as defined below) and inputs ("Customer Inputs") by sending Customer Inputs and extracts from Customer Records to third-party products and services ("Third-Party AI Tools") and receive responses from the Third-Party AI Tools ("Customer Outputs"). At FWS, protecting the privacy of our customers is a core business principle. We understand that the information we process belongs to our customers, and not us.

Our practices stated in this Privacy Policy are applicable worldwide. FWS is a global organization, with legal entities, business processes, management structures, and technical systems that cross borders. We may share information between FWS entities and transfer it between our offices around the world. Some countries may provide less legal protection for personal information than the country in which the information was obtained. Even if a country does not have stringent requirements for protecting your privacy, we still handle information in the manner described here.

FWS may update this Privacy Policy from time to time.

This Privacy Policy applies only to information collected by FWS on our website at the URL https://www.botatwork.com/ (the "Site"). This Privacy Policy does not apply to data collected on third party websites, apps, or services, even if such third parties are FWS's partners and display FWS branding on their websites, apps, or services. Data collected by third parties is subject to their own privacy policies and practices.

This Privacy Policy describes how FWS collects, receives, uses, stores, shares, discloses, transfers, and processes your personal information (collectively, "Process", "Processed", "Processing"), as well as your rights and choices in determining what we do with the information that we collect or hold about you. This Privacy Policy does not govern the Processing of non-personal or anonymized information by FWS.

If any word or phrase has been defined within the Terms of Service, but has not been defined within this Privacy Policy, that word or phrase shall have the meaning that has been assigned to it under the Terms of Service, available at https://ai.botatwork.com/legal/terms, as updated by FWS from time to time.

FWS may update this Privacy Policy from time to time. Please review this page regularly to stay informed about our current privacy practices.

1. What Information does FWS collect?

FWS collects information about our customers ("Customer(s)"); and (2) any visitor to our Site ("Visitor(s)"). Collectively, the information collected about our Customer ("Customer Information"), Visitors ("Visitor Information") is referred to as "Information".

1.1 Information collected from both Visitors and Customers: Additionally, we collect certain information in accordance with the Section on "Cookies, web beacons, and other tracking technologies" below.

1.2 Information collected from Customers: When our Customers register on the Service, we ask for contact information including name and email address, password, and billing information. When Customers use the Service, we collect the list of web pages visited, tasks performed, inputs provided by the Customer (Customer Inputs), the outputs received from Third-Party AI Tools (Customer Outputs), and ratings provided by the Customer (if any). Additionally, Customers can choose to provide their own documents, records, or other data ("Customer Records") to FWS for use in the Services.

2. How does FWS Process Information?

We use Customer Information and Visitor Information to provide our services to our Customers and to improve the features and security of our Site and Services. We use your personal information strictly in accordance with this Privacy Policy. If FWS intends to use any personal information in a manner that deviates from this Privacy Policy, we will provide a notice of how we intend to use that Information.

2.1 Processing of Information of both Visitor Information and Customer Information: We may use your Information:

2.1.1 For our legitimate interests: To protect our legal rights, to improve the performance, features and security of our Site and Services by analyzing user behavior, or for detection or prevention of fraud or misuse of our Services or properties.

2.1.2 For compliance with our legal obligations: For law enforcement purposes, for compliance with a legal requirement or court order.

2.2 Processing of Customer Information: We use Customer Information:

2.2.1 To fulfill our obligations to you:

2.2.1.1 When Customer provides a Customer Input, we process Customer Records to find and extract relevant parts of the Customer Records. Such extracts are sent with the Customer Input to the Third-Party AI Tool for further processing by the Third-Party AI Tool. The Customer Outputs provided by the Third-Party AI Tools are processed so that we can provide them to you, and are stored so that we can provide you the ability to view your past interactions with the Third-Party AI Tools.

2.2.1.2 In the normal course of our business, including to contact you regarding technical support, discuss billing issues, or to bring to your attention any aspect of our mutual business such as changes to our terms or this privacy policy.

2.2.1.3 To provide you strictly service-related announcements when we consider it necessary to do so. For example, we might send you an email if our service is suspended for maintenance. You may not opt-out of these necessary and non-promotional emails without terminating your account.

2.2.1.4 Upon receiving a request for help or support from a Customer, FWS's authorized employees may, without seeking any additional permission or consent, undertake the following actions: (i) access your account for the sole and limited purpose of providing help and support to you; (ii) contact you for investigation of issues; and/or (iii) make necessary changes to resolve the issue.

2.2.2 For our legitimate interests:

2.2.2.1 to analyze the performance of our products and services so that we can improve our products and services or develop new products and services. Customer Inputs and Customer Outputs are not used for this purpose.

2.2.2.2 to provide you with product updates or to introduce new products and services. If you do not wish to receive information regarding product updates or new products and services, please follow the unsubscribe instructions included in each such email.

2.3 Incognito Mode: Some parts of Bot@Work contain a feature called 'Incognito Mode' to provide your Customer Inputs and receive your Customer Outputs without storing a history of your Customer Inputs and Customer Outputs in the Service. Please note that this Incognito Mode: (i) is separate from your web browser's incognito mode (such as the incognito mode in Google's Chrome, Microsoft's Edge, or other web browsers); and (ii) does not prevent the Third-Party AI Tool from storing or using your Customer Inputs or Customer Outputs in accordance with their respective privacy policy. Customer Inputs and Customer Outputs created during the use of the Incognito Mode of the Service are used by FWS only for the purpose of providing the Services to you. Such interactions are not used by FWS for analyzing the performance of our products or services, or for displaying within the history of your past interactions with Third-Party AI Tools.

2.4 Testimonials: If you provide your consent, we may publish your comments, reviews, feedback, or testimonials regarding the Service. Such comments, reviews, feedback, or testimonials may contain personal information that has been provided by you as a part of the comment, review, feedback or testimonial.

3. Who does FWS share Information with?

FWS does not use or disclose personal information for purposes that are materially different from those described in this policy. We will share your personal information with third parties only in the ways that are described in this privacy policy. FWS will provide individuals with reasonable mechanisms to exercise their choices.

3.1 With other FWS Companies: We may share your Information with other companies that directly or indirectly control, are controlled by, or are under common control with FWS. "Control" in this clause means direct or indirect ownership or control of more than 50% of the voting interests of the subject entity.

3.2 Service Providers Acting on Our Behalf: We may share some of your Information with other companies who provide us with technical and other services, such as to perform analytics, or to store data or information. They will be contractually prohibited from using your Information for any other purpose.

3.3 Third-Party AI Tools: We share your Customer Inputs and extracts from your Customer Records with providers of Third-Party AI Tools for the purpose of generating responses in the form of Customer Outputs. Please also see "Third-party website(s), app(s), software(s), or service(s)" below.

3.4 For Legal Reasons: We may disclose your personal information as required by law such as to respond to subpoenas, court orders, or legal process, or to establish or exercise our legal rights or defend against legal claims and when we believe in good faith that disclosure is necessary to protect our rights, or to protect your safety or the safety of others. In certain situations, FWS may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. We may also share your Information to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of our Terms of Service, or as otherwise required by law.

3.5 Merger and Acquisition: If FWS is involved in a merger, acquisition, or sale of all or a portion of its assets, Customers will be notified via email and/or a prominent notice on our Site or Service of any changes in ownership, Processing of personal Information, and choices available to Customers regarding any personal Information in our possession.

4. What are your rights under this Privacy Policy?

You may exercise your rights by contacting us at privacy@botatwork.com. We may, at our own discretion, require you to furnish proof of your identity and/or proof of authorization to undertake the requested action prior to granting any request under this Section. Where permitted by law and necessary to prevent abuse, FWS may charge a fee for performance of its obligations under this Section.

You may exercise the following rights for your data:

4.1 Data Ownership: Customers own all personally identifiable information that they bring to our platform, including the Information provided directly by the Customers and the Information obtained in the form of Customer Outputs from Third-Party AI Tools. FWS may Process the information in accordance with this Privacy Policy.

4.2 Right to Data Portability: Customers may request a copy of their personal data or information for external use in a format chosen by the Customer from a list of formats provided by FWS.

4.3 Right to be Forgotten / Right to Erasure: Clients may delete past interactions with Third-Party AI Tools from their own accounts at any time. You may further request FWS to delete any other personal information about you, subject to Section 5 below. In certain situations, we may partially or fully refuse to comply with your request to delete your personal information in accordance with Section 5 below. We may refuse to grant this request if we consider the retention of your data or information to be necessary for us to protect our legal rights, for law enforcement purposes, for compliance with a legal requirement or court order, or for detection or prevention of fraud or misuse of our Service or properties.

4.4 Right to Access and Correction: Upon your request, FWS will inform you whether we hold any of your personal information. In the event of any inaccuracy in our records, you may request us to modify your personal information. The unmodified Information may remain in our back-ups and records subject to Section 5 below.

4.5 Direct Marketing Communications: All direct marketing communications, such as emails, sent by FWS contain instructions for unsubscribing from such communication. Alternatively, you may contact us at privacy@botatwork.com.

5. Data storage and retention

At this time, we store your data and information in the United States of America. However, Third-Party AI Tools may store your data in other parts of the world, depending on their terms of service and privacy policies.

We will use the following criteria to determine the duration for which your Information will be retained:

5.1. FWS retains information regarding your interactions with Third-Party AI Tools:

5.1.a. for thirty (30) minutes, if you are using the 'Incognito Mode' feature of the Service while such interaction takes place; or

5.1.b. until you delete the interactions from the 'History' feature on the Service.

Note that the Third-Party AI Tool may retain the interaction for a longer duration, based on the terms of service or privacy policy of such Third-Party AI Tool.

5.2. Your Personally Identifiable Information will be retained as long as you continue to use our Service, subject to the following:

5.2.a. Administrators can disable or delete a user account. Information related to a disabled user account is not deleted automatically, subject to paragraph (b) below. Information related to deleted user accounts is retained for a period of one (1) month to provide Customers the ability to restore accounts deleted unintentionally, accidentally, or maliciously.

5.2.b. Account data, including the history of your interactions with Third-Party AI Tools, is retained for a period of up to three (3) months from the date of termination of your subscription, and is thereafter deleted automatically.

5.3. For disaster recovery, data back-ups are taken at regular intervals as long as the Customer holds an active account with FWS, or until such data is deleted under this Section 5. Deleted data may continue to exist in our backups for a reasonable duration. Deletion of data under this Section 5 is not considered a disaster. As such, data deleted under this Section 5 cannot be recovered upon request.

5.4. Data necessary for our legitimate purposes, such as record keeping, resolution of disputes, enforcement of our agreements, protection of our rights, prevention and detection of fraud, or misuse of our Services or properties, may be retained as long as necessary to fulfill such legitimate interests. We will not retain data for such legitimate purposes if we believe that your interests or fundamental rights and freedoms override our legitimate interests.

5.5. Data necessary to fulfill our legal obligations, such as taxation, data retention, reporting obligations, other obligations under a law, court order, or law enforcement request, may be retained as long as required to comply with such legal obligations.

5.6. We may retain anonymized data indefinitely. Anonymized data cannot be used to identify you.

6. How does FWS protect the Information?

To prevent unwanted and unauthorized access to your information, we use the following methods, techniques, and technologies:

- The Service is hosted in a secure server environment that uses a firewall, among other technologies, to reasonably prevent access from outside intruders;

- Encryption of your data at rest and in transmission;

- Annual data security audits; and

- Use of access control measures to prevent unauthorized access to your data or information.

- We use security logs, train our employees, and limit access to only essential personnel.

- For disaster recovery, Client data back-ups are taken at regular intervals as long as the Client holds an active account with FWS.

All our technologies and processes are not, however, guarantees of security. Please keep your User ID and password secret and let us know at privacy@botatwork.com immediately if you learn or suspect that your account has been compromised or our security has been breached.

7. Cookies, web beacons, and other tracking technologies

As is true of most websites and services, we gather certain information automatically and store it in log files in order to improve the features and security of our products and services. This information may include Internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and/or clickstream data, etc. We do not link this automatically collected data to other information we collect about you.

We, and third parties on our website, also use cookies and other tracking technologies. For information about the use of cookies and other tracking technologies on our website and Service(s) as described below:

You can prevent these cookies from being placed on your device by disabling cookies in your web browser, however disabling cookies may limit your use of certain features or functions on our Site or Service.

8. Third-party website(s), app(s), software(s), or service(s)

The Services may, from time to time, contain links to the websites of our partner networks, advertisers, affiliates, or any other third-party websites, apps, or services ("Linked Third-Parties"). This Privacy Policy does not apply to data collected on third party websites, apps, or service. Data collected by third parties is subject to their own privacy policies and privacy practices. Please check the privacy policies and terms of service / terms and conditions of any third-party website, app, software, or service that you choose to visit or use. We do not accept any liability for any collection, storage, use / misuse, sharing, disclosure or transfer of data, viruses or other malware, or any other damage, loss or harm caused to you or anyone else as a result of your visit to any third-party website, app, or service, or use of any third-party software.

The Services may further rely on the use of Third-Party AI Tools for the processing of your Customer Inputs and extracts from your Customer Records, and to provide your Customer Outputs to you. The list of Third-Party AI Tools and their applicable privacy policies is available at https://ai.botatwork.com/legal/third-party. Third-Party AI Tools may change their privacy policies and privacy practices from time to time. We do not accept any liability for any storage, use / misuse, sharing, disclosure or transfer of data, viruses or other malware, or any other damage, loss or harm caused to you or anyone else as a result of the use of Third-Party AI Tools through a feature on the Service. All use of features that rely on the use of a Third-Party AI Tool is done at the Customer's sole risk.

9. Changes in this Privacy Policy

As we are constantly improving our services and expanding our business, we retain the right to modify this privacy policy at any time. In the event we make any material changes, we will notify our Customers about the change by sending an email to the email address specified in your account, by means of a notice on the Site or Service, and/or through other reasonable means prior to the change becoming effective. The changes will be effective 14 days after the new policy has been notified or posted on the Site or Service. Information collected after the new policy is in effect will be used in conformance with the new policy.

Our latest Privacy Policy can always be found at our Site. We encourage you to periodically review this page for the latest information on our privacy practices.

10. Data Processing Addendum

Please contact us if you require the execution of a Data Processing Addendum (DPA) for compliance with specific data protection laws, such as UK-GDPR, EU-GDPR, CCPA, CPRA, or others.

11. Contact Us

If you have questions about this Privacy Policy, or want to exercise your rights under this Privacy Policy, please contact us at privacy@botatwork.com.

For everything else, you can reach us at: support@botatwork.com.