Privacy Policy

1. Introduction

EmbedMyBot ("we", "our", or "us") is committed to protecting your personal information. This Privacy Policy explains what data we collect, how we use it, and what rights you have in relation to it. By using the Service, you agree to the practices described here.

2. Data We Collect

We collect the following categories of data:

• Account data — name, email address, and a password hash when you create an account.
• Content you upload — documents, website URLs, and text you add to your chatbot's knowledge base.
• Usage data — pages visited, features used, chatbot interactions, and message counts.
• Technical data — IP address, browser type, device information, and timestamps for security and rate-limiting purposes.

3. How We Use Your Data

We use the data we collect to:

• Provide, operate, and improve the Service
• Generate vector embeddings from your knowledge base to power chatbot responses
• Enforce rate limits and prevent abuse
• Send transactional emails (account confirmation, password reset)
• Analyse aggregate usage trends to improve the platform

We do not sell your personal data to third parties, and we never use your content to train foundation models.

4. Data Storage and Security

Your data is stored in secure, managed cloud infrastructure. Passwords are never stored in plain text — authentication uses industry-standard hashing. We use TLS encryption for all data in transit, and access to production databases is restricted to authorised personnel only.

5. Third-Party Providers

The Service relies on the following categories of subprocessors to operate:

• Cloud database, authentication & file storage — a managed provider that hosts your account, content, and knowledge base.
• AI model provider — used to generate chatbot responses and text embeddings. Content needed to answer a question is sent to this provider solely to produce a response; it is not used to train their models.
• Payment processing — used for subscription billing. We never store full card details on our servers.

6. Data Retention

We retain your data for as long as your account is active. If you delete your account, we will permanently remove your personal data and all associated chatbot content within 30 days, except where we are required to retain it for legal or compliance purposes.

7. Your Rights

Depending on your location, you may have the right to:

• Access a copy of the personal data we hold about you
• Correct inaccurate or incomplete data
• Request deletion of your data ("right to be forgotten")
• Object to or restrict how we process your data
• Data portability — receive your data in a structured, machine-readable format

To exercise any of these rights, contact us at privacy@embedmybot.com.

8. Cookies

We use only essential cookies required for authentication (session tokens). We do not use advertising cookies. You can clear cookies at any time via your browser settings, though this will log you out of the Service.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or an in-app notice and update the "Last updated" date above. Continued use of the Service after the effective date constitutes acceptance of the revised policy.

10. Contact Us

For any privacy-related questions or requests, reach us at privacy@embedmybot.com.