Privacy Policy – AI HelpBot

Privacy Policy

Last updated: June 24, 2025

Welcome to AI HelpBot (“HelpBot,” “we,” “us,” or “our”). This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you visit our website, use our chatbot services, or communicate with us.

1. Information We Collect

1.1 Information You Provide Directly

  • Account Registration: First and last name, email address, and password when you create an AI HelpBot account.
  • Contact & Support: Name, email address, phone number, company name, and any message content you submit via “Get Started” or “Contact Us” forms.
  • Knowledge Base Content: FAQs, product specifications, policy documents, and other materials you upload to train your HelpBot.

1.2 Automatically Collected Information

  • Usage Data: IP addresses, browser type and version, pages visited, referral URLs, and clickstream data.
  • Device & Connection Data: Device identifiers, operating system, and network information.

1.3 Cookies & Tracking Technologies

We use cookies, web beacons, and similar technologies to:

  • Enable essential site functionality.
  • Analyze site performance and usage trends.
  • Deliver personalized content and marketing communications.

You may control cookie settings via your browser; note that disabling cookies may affect site features.

2. How We Use Your Information

  • Service Delivery: Provide, operate, and improve HelpBot across all channels (website widget, WhatsApp, Facebook, Instagram, API).
  • Account Management: Authenticate you, send important updates, and manage subscriptions.
  • Customization & Analytics: Tailor chatbot responses, generate reports, and improve user experience.
  • Marketing Communications: Send newsletters, promotions, and announcements (with consent where required).

3. Disclosure of Your Information

3.1 Service Providers

  • Meta Platforms, Inc.: For WhatsApp integration (end-to-end encrypted via official Meta API).
  • OpenAI, Inc.: To power AI responses when you connect your OpenAI API key.
  • Hosting & Analytics Providers: Infrastructure, security, and usage analytics services.

3.2 Legal Requirements

We may disclose personal data if required by law or to protect HelpBot’s or users’ rights, property, or safety.

4. Data Security

  • Encryption: TLS for data in transit; industry-standard encryption at rest.
  • Access Controls: Restricted access to personal data on a need-to-know basis.
  • Regular Audits: Security assessments and vulnerability scans.

5. Data Retention

We retain personal data as long as necessary to:

  • Fulfill the purposes described in this policy.
  • Comply with legal, tax, or accounting requirements.
  • Resolve disputes and enforce our agreements.

6. Your Rights

Depending on your jurisdiction, you may have rights to:

  • Access and receive a copy of your personal data.
  • Correct or update inaccurate or incomplete data.
  • Request deletion of your data, subject to retention obligations.
  • Restrict or object to processing activities.
  • Withdraw consent where processing is based on consent.

To exercise these rights, contact us at info@helpbot.co.za or admin@helpbot.co.za.

7. International Data Transfers

We may transfer your data to servers or service providers outside your country. We ensure appropriate safeguards for such transfers, including standard contractual clauses when required.

8. Compliance with Privacy Laws

HelpBot complies with the EU General Data Protection Regulation (GDPR) and South Africa’s Protection of Personal Information Act (POPIA).

9. Updates to This Policy

We may update this policy to reflect changes in our practices or legal requirements. The “Last updated” date above indicates the most recent revision. Please review periodically.

10. Contact Us

If you have questions or concerns about this Privacy Policy, please reach out: