Privacy Policy

1. Introduction

Venbit AI ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered customer engagement platform and related services (collectively, the "Service").

Please read this Privacy Policy carefully. By using the Service, you consent to the data practices described in this policy.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, password, and company details when you register
• Business Profile: Business name, industry, website URL, and contact information
• Knowledge Base Content: Documents, PDFs, and website content you upload for AI training
• Payment Information: Billing address and payment details (processed securely by our payment provider)
• Communication Data: Messages, emails, and support requests you send us

2.2 Information Collected Automatically

• Usage Data: Features used, chat logs, voice interactions, and API calls
• Device Information: Browser type, operating system, device identifiers
• Log Data: IP addresses, access times, pages viewed, and referring URLs
• Cookies and Tracking: Session cookies and analytics data (see Section 7)

2.3 Information from Your End Users

When visitors interact with your AI agents (chat or voice), we collect:

• Conversation content and transcripts
• Voice recordings (for voice AI features)
• Lead information voluntarily provided by visitors
• Browser and device information

3. How We Use Your Information

We use the collected information for the following purposes:

• Provide the Service: Operate AI agents, process conversations, and deliver features
• Train AI Models: Use your knowledge base content to customize AI responses for your business
• Improve the Service: Analyze usage patterns to enhance performance and features
• Billing and Support: Process payments and respond to support inquiries
• Communication: Send service updates, security alerts, and marketing (with consent)
• Legal Compliance: Comply with legal obligations and enforce our terms

4. Voice and Audio Data

For Voice AI features, we process audio data as follows:

• Voice recordings are processed in real-time using speech-to-text services
• Audio data is temporarily stored during active conversations
• Transcripts may be retained for quality improvement and conversation history
• You can request deletion of voice data associated with your account

4.1 SMS/Text Messaging

Venbit AI offers SMS/text messaging services to communicate with our users. By providing your phone number and opting in during account signup, you consent to receive text messages from Venbit AI. These messages may include account notifications, security alerts, support responses, and service updates.

• Phone Number Collection: We collect your phone number when you create an account and explicitly consent to receive SMS communications. Your phone number is stored securely and used solely for the purposes described in this policy.
• Message Frequency: Message frequency varies based on your account activity and interactions with our service.
• Message and Data Rates: Message and data rates may apply. Please contact your wireless carrier for details about your messaging plan.
• Opt-Out: You may opt out of receiving SMS messages at any time by replying STOP to any message. After opting out, you will receive a confirmation message and will no longer receive SMS communications from us unless you opt back in.
• Help: For help or questions about our SMS program, reply HELP to any message or contact us at support@venbit.com.
• Consent Not Required for Purchase: Consent to receive SMS messages is not a condition of purchasing any goods or services from Venbit AI.
• No SMS Sharing: We do not sell, rent, or share your phone number or SMS opt-in information with third parties for their marketing purposes.

5. Data Sharing and Disclosure

We do not sell your personal information. We may share information in these circumstances:

• Service Providers: Third-party vendors who assist in operating our Service (e.g., cloud hosting, payment processing, AI model providers)
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law or to protect our rights
• With Your Consent: When you explicitly authorize sharing

5.1 Third-Party Services

Our Service integrates with third-party AI and communication providers, including but not limited to:

• Large Language Model providers for AI responses
• Speech-to-text and text-to-speech services
• Email delivery services
• SMS gateway providers
• Analytics and monitoring tools

6. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. Specific retention periods include:

• Account Data: Retained until account deletion
• Chat Logs: Retained according to your subscription plan settings
• Voice Data: Temporarily processed, transcripts retained per plan settings
• Billing Records: Retained as required by tax and accounting laws
• Analytics Data: Aggregated data may be retained indefinitely

7. Cookies and Tracking

We use cookies and similar technologies to:

• Maintain your session and authentication state
• Remember your preferences
• Analyze usage and improve the Service
• Provide security features

You can control cookies through your browser settings. Disabling cookies may affect Service functionality.

8. Data Security

We implement industry-standard security measures to protect your information:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure authentication and access controls
• Regular security assessments and monitoring
• Employee training on data protection

While we strive to protect your data, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

9. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal data
• Portability: Receive your data in a portable format
• Opt-Out: Unsubscribe from marketing communications
• Restriction: Limit how we process your data

To exercise these rights, please contact us at privacy@venbit.ai. We will respond within the timeframe required by applicable law.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including standard contractual clauses where required.

11. Children's Privacy

The Service is not intended for children under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Your Responsibilities

As a user of our Service, you are responsible for:

• Ensuring you have the right to upload content to your knowledge base
• Informing your end users about data collection through your AI agents
• Complying with applicable privacy laws in your jurisdiction
• Handling lead data you collect in accordance with privacy regulations

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on our website and updating the "Last updated" date. We encourage you to review this policy periodically.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us: