The data we collect and process

We collect various types of information, including personal information, when a User visits the Site or accesses and uses our Services.

1. The information you provide

   • User account details. When you register, create, or update an account that allows you to access Guidebot services, we collect certain personal information for your benefit, including your full name, email address, and phone number. Your account may also contain additional information that you provide to us, such as domains (on which you use Guidebot services). In addition, when you purchase a license, you provide us with billing information, such as your billing address, company name, etc. We do not store credit card details, these are handled by Stripe's payment platform. For this purpose, Stripe provides a separate Data Retention Policy which can be accessed at the following link: https://stripe.com/privacy
     You can change certain elements of your personal information at any time through your account or by sending an email to support@guidebot.org to request a change.

   • Data collected on devices. We collect information about the devices used to access the Website, including: IP address, referring URL and domain, device type, operating system and version, browser type and version, and screen resolution.

   • Contact details. When you contact us or support, or when you provide us with feedback (such as a bug report), we collect certain personal information that is generated by your use of the Site and information that you share with us. We will document our communications with you in accordance with applicable law.

2. Data collected from other sources

   • Marketing communications. When you sign up for our marketing communications, including news about the Services, we collect and process your name, email address and telephone number to fulfill your request. We may also collect additional information such as your job title and details of the company where you work.

   • Logging. Our servers automatically collect information when you access or use the Site and record it in log files. The log information we collect may include your IP address, the address of the website you visited before using the Site, browser type and settings, and Cookie information.

   • Cookies We use cookies and similar technologies to operate and improve the Website, to serve advertising campaigns and measure their effectiveness, and to analyze Website traffic and trends. We may share non-identifiable/aggregated extracts of such information with our partners for our legitimate business purposes.
     Cookies are packets of information that are sent by your web browser and then returned by the browser each time it accesses the cookie-sending server. Some cookies are deleted when you close your browser session. These are "Session Cookies". Some are longer-lived, stored on your computer and are called persistent cookies. We use both types.
     We use persistent cookies to remember your login details and to make it easier for you to log in the next time you access the Site. We may also use these types of cookies and session cookies for additional purposes to facilitate your use of the Site's features and tools.
     Please note that disabling cookies may make it difficult or even impossible to use the Website.

   • Social media data. We also collect social media management data, content and other information (such as feedback, reviews, email addresses and other information) posted on our official social media sites. If you provide such information (including Personal Information), please note that we may (at our discretion) store and present such information to other users of the Services. If you wish to remove such information, please contact us at support@guidebot.org.

   • Data obtained with analytical tools. We use analytics tools (such as Google Analytics) and others to collect information about your use of the Website. Analytical tools collect information such as IP address, the frequency of Users' visits, which pages they visit, when they visit them, and from which advertisements and related websites they come.

   • Data collected in accordance with the applicable law. We also collect information that we are required to collect under applicable law or are otherwise entitled to collect to authenticate or identify you or to verify information that you provide or that we collect from you through the Services.

3. Communication

   We may contact you by email or phone about changes to the Services, updates to your account, billing issues, and important notices related to the Services, such as security or account notices. You may not unsubscribe from these communications. In addition, from time to time, we may send you newsletters, updates about new features, offers, events, special opportunities and other marketing or promotional emails. You may unsubscribe from these emails by clicking on the unsubscribe link that is included in the emails you receive, or by sending us an email at support@guidebot.org requesting to no longer receive such communications.

How we use the data we collect

We use the information we collect to comply with your instructions, to comply with the law, to maintain and improve our Services, to optimize our marketing, customer service and support operations, and to protect the safety and security of our Users, ourselves and the public.

Before using the Services, you agree to the terms of this Privacy Policy.

If you wish to withdraw your consent, please contact us at support@guidebot.org. Please note that withdrawing consent will prevent you from using the Services.

We use your personal data to:

1. maintain and update our services, according to the needs of our users and their use of our services. For example, fixing bugs, providing help and support.

2. authenticate the identity of our users and enable them to access and use the Services.

3. to communicate with our users. For example, when you send us an email.

4. technical, administrative, priority messages and other types of communications, such as marketing and advertising communications.

5. improve and optimise the Services, such as based on the results of past usage.

6. to detect, investigate and prevent vulnerabilities, risks, misuse of the Service, illegal activities.

7. billing and other finance-related matters.

8. responding to court orders, lawsuits, subpoenas, government requests, and any legal requirements for compliance.

Sharing personal data

Compliance with the law. We may disclose or permit access to your personal information by government and law enforcement officials subject to a subpoena, search warrant or court order (or similar requirement) and compliance with applicable laws and regulations.

Service Providers. We may engage selected third parties and individuals to provide services that complement our own services (collectively, "Service Providers"). Our Service Providers may have access to Personal Information depending on their role and purposes in facilitating and developing the Services. They may use the information only for the limited purposes set forth in their contract with us.

Protection of rights and security. We may share Personal Information with others if we are satisfied, to the best of our ability, that doing so will help protect the rights, property, or personal safety of Guidebot Users or the general public.

For the avoidance of doubt, we may share Personal Information in additional ways, with your express consent, or if we are required to do so by law, or if we have made such information anonymous and unidentifiable.

How long we keep your data

We will retain your Personal Data associated with your account for as long as your account is active. If you request closure of your account by email, we may retain your Personal Data for up to thirty (30) calendar days to allow sufficient time to close the account (or, if longer retention of certain data is required by law, we may retain such data for longer periods). After this period, we may retain Personal Data about you for as long as necessary for the purposes described in this Privacy Policy, including to comply with our legal obligations, resolve disputes and enforce the Terms. If you do not have an account, we will retain your personal information to comply with our legal obligations, resolve disputes, enforce the Terms, as required by applicable law or as otherwise permitted by applicable law, whichever is shorter. If this period expires, your data will be deleted. If your personal data is used in aggregated anonymous format for business purposes, it will not be deleted. You will not be identifiable from this data.

Data transfer

We may transfer your personal information to foreign countries where you access and use the Services, where different data protection laws apply. For users in the European Economic Area (EEA), the United Kingdom or Switzerland, this means that their personal data may be transferred to countries outside the EEA, such as the United States. When we transfer your personal data, we will ensure that there is a lawful basis for the transfer (such as adequacy decisions or standard contractual clauses adopted by the European Commission) and that your personal data is adequately protected. If you have any questions about the transfer of your personal data to other countries, please contact us at support@guidebot.org.

How we protect your data

The security of your personal data is important to us. We have put in place appropriate security measures to protect the personal information we collect from misuse, damage or unauthorised access. Our measures take into account relevant industry standards, available technology and the personal information we collect. However, while we take steps to protect your personal information, we cannot guarantee the complete security and privacy of information transmitted over the Internet, information stored on our servers, or information held by us or any third party.

Your rights

Users have rights regarding their personal data. If you wish to exercise your data protection rights under laws that apply to you, such as the General Data Protection Regulation (GDPR), the UK General Data Protection Regulation (GDPR) or the California Consumer Privacy Act (CCPA), please contact us by email at support@guidebot.org.

Please note that some of your personal data may also be processed by other parties as "data controllers", as detailed in the "Data Controller/Processor Roles" section below. For any requests to exercise your rights in relation to the processing activities of such parties, please contact the relevant party directly.

When you ask us to exercise any of your rights under this Privacy Policy or applicable law, we may need to ask you for certain credentials to verify that you are who you say you are in order to avoid disclosing personal information about others. We will retain this additional information for legal purposes (e.g., as proof of identity) from the person making the request, as described in the "How long we keep your information" section above. We may delete personal data relating to others from the information provided to us.

We aim to respond to your request under this "Your Rights" within a reasonable time after receipt of your request, but no later than the time required by applicable law.

Changes to this Privacy Policy and the Services

We may amend this Privacy Policy at any time, at our sole discretion, to comply with applicable laws, rules and regulations, and as we update the Services and develop our business. Changes will be effective when posted on the Site. We encourage you to periodically review this Privacy Policy for information. The date of the last review of this Privacy Policy is at the top of the page. If there are any material changes, we will provide you with 10 days' notice through any of the communication means available to us or through the Services. After this time, any changes will be deemed to have been accepted by you. If you do not agree to these changes, you must terminate your relationship with us.

Further information and contact details

Although the Services may contain links to other websites or services, we are not responsible for their privacy practices and encourage you to carefully read the privacy policies of each website and service you visit. This Privacy Policy applies only to our Services.

Please note that we do not permit use of the Services or the Website by persons under the age of 18. If we learn that a person under the age of 18 has unlawfully provided us with personal information, we will take steps to delete such information.

If you have any questions or concerns about this Privacy Policy, please contact us at support@guidebot.org.

If the GDPR applies to you and you are not satisfied with our response or you believe that we are not processing your personal data in accordance with the relevant legislation, you have the right to lodge a complaint with your local data protection authority. You can find contact details for your local data protection authority here: https://ec.europa.eu/justice/data-protection/article-29/structure/data-protection-authorities/index_en.htm