Privacy Policy

Last Updated: [01.09.2025]

 

1. Introduction

ConvoNook (“Company”, “we”, “our”, or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data when you use our Services. We comply with the UK Data Protection Act 2018 and the EU General Data Protection Regulation (GDPR).

 

 

2. Data We Collect

We may collect the following categories of data:

• • Account & Registration Data: Company name, website, contact name, business email, phone, job title, country (via registration form).
  • Billing Data: Payment details are processed by secure third-party providers; we do not store card information.
  • Content for Chatbot Training: Documents, FAQs, PDFs, CSVs, and URLs provided by Clients for training purposes.
  • Usage Data: Information about chatbot interactions, analytics, and system performance.
  • Communication Data: Messages sent via contact forms, demo bookings, or support requests.

3. How We Use Your Data

We process personal and business data to:

• • Provide, operate, and maintain our Services.
  • Train and deploy AI chatbots based on your content.
  • Handle billing and payments.
  • Respond to inquiries and provide customer support.
  • Improve Services through analytics and feedback.
  • Comply with legal obligations.

4. Legal Basis for Processing

Under GDPR, we rely on the following legal bases:

• • Contractual necessity (providing the Services you requested).
  • Legitimate interests (improving Services, preventing fraud).
  • Consent (when you opt-in to communications or trials).
  • Legal obligations (record-keeping, compliance).

5. Data Sharing

• • We do not sell or rent personal data.
  • We may share data with trusted third-party service providers (hosting, payment processing, analytics) only as necessary to deliver the Services.
  • All such providers are bound by confidentiality and data protection obligations.

6. Data Retention

• Client documents and chatbot training data are retained while you are a subscriber.
• Upon cancellation, all data is deleted within 14 days unless longer retention is required by law.
• Registration and billing records may be retained for legal and accounting purposes.

7. International Data Transfers

• • As we serve global customers, data may be transferred outside the UK/EU.
  • Where such transfers occur, we implement safeguards such as Standard Contractual Clauses (SCCs).

8. Data Security

• • We apply appropriate technical and organizational measures to protect data (e.g., encryption, access controls) but no online system can ever be guaranteed 100% secure.

9. Your Rights (GDPR)

You have the following rights under GDPR:

• • Access your data.
  • Rectify inaccurate data.
  • Request deletion (“right to be forgotten”).
  • Restrict or object to processing.
  • Data portability.
  • Withdraw consent at any time.

Requests can be made by emailing hello@yourdomain.com.

10. Cookies & Tracking

• • Our website may use cookies for functionality and analytics.
  • You can manage cookies through your browser settings.

11. Children’s Privacy

Our Services are designed for businesses, not individuals under 18. We do not knowingly collect children’s data.

12. Changes to this Privacy Policy

We may update this Privacy Policy periodically. Material changes will be communicated via email or website notice.

 

13. Contact

For privacy-related inquiries, contact us at:
📧 hello@yourdomain.com