Introduction

AssistantX is an AI chatbot builder designed for enhancing sales, customer support, and user engagement.

We recognize that your personal privacy is important to you, and we take this responsibility seriously. This Privacy Statement outlines AssistantX's policies and practices concerning the collection and use of your personal data, as well as your privacy rights. We are committed to protecting your data in accordance with applicable laws, including the European Union's General Data Protection Regulation (GDPR) and South Africa's Protection of Personal Information Act (POPIA). We understand that privacy is an ongoing commitment, and we will periodically update this statement as our data practices evolve.

Contacting Us About Data Protection

AssistantX is based in Cape Town, South Africa. If you have any questions or concerns regarding our data protection practices or wish to exercise your privacy rights, please reach out to our dedicated Privacy Team and designated Information Officer. Our team is here to assist you with any inquiries and ensure your data is handled with the utmost care and respect.

Privacy Team & Information Officer Contact Information:

AssistantX
Cape Town, South Africa
Email: [email protected]

How We Collect and Use Your Personal Information

AssistantX collects personal information from visitors to our website and customers. Typically, this information may include:

• Name
• Job title
• Employer name
• Work address
• Work email
• Work phone number

We utilize this information to provide our services to prospects and customers.

We do not sell your personal information and share it only with third parties that assist in delivering our services.

Occasionally, we may receive personal information about individuals from third parties, which may include details about your employer or industry. Additionally, we may gather personal data from publicly available sources or third-party websites, such as LinkedIn.

Use of the AssistantX Website

Like most websites, the AssistantX website automatically collects certain information and stores it in log files. This information may include:

• Internet protocol (IP) addresses
• General location data
• Browser type
• Operating system
• Usage information regarding the AssistantX website, including a history of the pages you view

We use this information to enhance our website's design to better meet user needs. Your IP address may also be used to diagnose server issues and administer our website, analyze trends, track visitor movements, and gather demographic information to understand visitor preferences.

AssistantX has a legitimate interest in understanding how users engage with our website, which helps us offer more relevant products and services and effectively communicate value to our partners and customers.

Cookies and Tracking Technologies

AssistantX provides a detailed Cookie Notice explaining the cookies and tracking technologies used on our website and how users can manage them.

Sharing Information with Third Parties

The personal information collected by AssistantX is stored in databases hosted by third parties in the United States. These third parties do not access or use your personal information except for limited storage and retrieval purposes. Occasionally, AssistantX engages third parties to send information to you about our products, services, and events.

We do not disclose your personal data to any external parties for their independent use unless:

• You request or authorize it.
• It pertains to AssistantX-hosted or co-sponsored events.
• We are compelled to comply with legal obligations (e.g., law enforcement requests).
• It is provided to our agents or service providers performing functions on our behalf.
• It is necessary for emergencies or acts of God.
• It is required to address disputes or claims, or to authorized representatives acting on your behalf.

We may also collect aggregated data about our services and website visitors and disclose this aggregated (and therefore non-personally identifiable) information to partners or third parties for marketing or analytical purposes.

The AssistantX website may connect with third-party services like Facebook and LinkedIn. If you share information through these services, we encourage you to review their privacy policies. If you are a member of these services, they may link your visit to our site with your personal data on their platform.

Transferring Personal Data to the U.S.

The information we collect about you will be processed in the United States. By using AssistantX’s services, you consent to this processing. The U.S. has not received an adequacy finding from the European Union under GDPR Article 45. To comply with GDPR Article 46, AssistantX provides appropriate safeguards by entering into binding data protection clauses (such as Standard Contractual Clauses) that are enforceable by data subjects in the EEA and the UK.

In certain circumstances, AssistantX also collects and transfers personal data with your consent, to fulfil a contract with you, or to pursue a legitimate interest that does not outweigh your rights. We strive to implement suitable safeguards to protect your data and to use it in line with your relationship with AssistantX and our privacy practices. We enter into data processing agreements and model clauses with our vendors when appropriate. Since our inception, we have not received any government requests for information.

For more information or questions, please contact us at [email protected].

Data Subject Rights

Under GDPR, POPIA, and similar privacy laws, you have specific rights regarding your personal data, including:

• Right to be informed
• Right of access
• Right to rectification
• Right to erasure (or "Right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object
• Rights related to automated decision-making, including profiling

This Privacy Statement aims to keep you informed about the personal data AssistantX collects and how it is used.

If you want to confirm if AssistantX is processing your personal data or access any data we may hold about you, please contact us. You may also request information about:

• The purpose of the processing
• The categories of personal data concerned
• Who has received the data outside of AssistantX
• The source of the information (if not provided directly by you)
• How long the data will be stored

You have the right to rectify inaccurate personal data and request the erasure of your data or cessation of its processing, subject to certain legal exceptions. You can also request that we stop using your data for direct marketing purposes. In many jurisdictions, you have the right to lodge a complaint with the relevant data protection authority. Upon request, AssistantX will provide your personal data in a common, machine-readable format where technically feasible.

We will provide reasonable access to your personal data at no cost. If access cannot be granted within a reasonable timeframe, we will inform you of the date when it will be provided. If access is denied for any reason, we will provide an explanation for the denial.

For any inquiries or to exercise your rights, please contact us at [email protected].

Use of Google Workspace APIs

AssistantX utilizes Google Workspace APIs to deliver certain functionalities within our service. We want to clarify that any data accessed through these APIs is not used to develop, improve, or train generalized AI and/or machine learning models. The data accessed is strictly for specific service features and is handled in accordance with the privacy practices outlined in this statement.

Data Protection Mechanisms

At AssistantX, we implement comprehensive data protection measures to safeguard your sensitive information:

• Encryption: All customer data is encrypted using industry-standard algorithms, both in transit (TLS 1.2+) and at rest (AES-256).
• Access Control: We enforce strict user roles and permissions to ensure only authorized personnel can access sensitive information.
• Rate Limiting: We impose limits on the number of API requests to protect the service against abuse.
• Domain Allowlist: Controls are in place to specify which domains your chatbot can be embedded on, enhancing security.
• Infrastructure Security: Our databases and applications are hosted on secure AWS infrastructure.
• Compliance: We adhere to GDPR and POPIA and are working toward SOC 2 compliance to bolster our security practices.
• No AI Training: We do not use your data for AI model training. Instead, we employ Retrieval-Augmented Generation (RAG) to generate responses without compromising your data privacy.

Data Storage and Retention

Your personal data is stored by AssistantX on our servers and those of our cloud-based database management service providers located in the United States.

Customer Data:

We retain your data for the duration of our business relationship with you and for a period of up to 7 years thereafter, to comply with operational, analytical, and legal record-keeping obligations.

Prospect Data:

We retain prospect data for as long as it holds potential business value and review this data periodically. Data is purged when it is no longer relevant for business purposes.

Personal data may be deleted sooner upon a verified request from a data subject. For more details on our data storage practices or your rights concerning erasure and portability, please contact us at [email protected].

Children’s Data

We do not knowingly collect or solicit personal information from children under the age of 18. Our services are intended for a business audience. If you believe we have inadvertently collected such information, please contact us so we can promptly investigate and delete it.

Questions, Concerns, or Complaints

If you have any questions, concerns, or would like to exercise your rights, please contact our Privacy Team and Information Officer at:

AssistantX
Cape Town, South Africa
Email: [email protected]