This Privacy Policy applies to The Bot Platform’s online productivity tools and platform, including thebotplatform.com and associated websites (collectively the “Websites”) and other interactions (e.g. customer service enquiries, use of customer bots, etc.) you may have with The Bot Platform. If you do not agree with the terms, please do not access or use the services, websites or any other aspect of The Bot Platform’s business.

This Privacy Policy does not apply to any third-party applications or software that integrate with The Bot Platform services (“Third-Party Services”), or any other third-party products, services or businesses. In addition, a separate agreement governs delivery, access and use of the Services (the “Customer Agreement”), including the processing of any messages, files or other content submitted through Services accounts (collectively “Customer Data”). The organisation (e.g. your employer or another entity or person) that entered into the Customer Agreement (the “Customer”) controls configuration of their bots and any associated Customer Data. If you have any questions about specific bots or privacy practices, please contact the Administrator or Customer of the bot in question.

Our service may contain links to other websites. While we make every effort to link only to websites that share our high standards and respect for privacy, we are not responsible for the content, security, or privacy practices employed by those websites.  

The Bot Platform may collect and receive Customer Data and other information and data (“Other Information”) in a variety of ways:

• Customer Data. Customers or individuals granted access to a bot by a Customer (“Authorised Users”) routinely submit Customer Data to The Bot Platform when using the Services.
• Other Information. The Bot Platform also collects, generates and/or receives Other Information:
  • Account information. To create and update an account, you or your Customer (e.g. your employer) supply The Bot Platform with an email address, password and/or similar account details.
  • Usage information. When an Authorised User interacts with the Services, metadata is generated that provides additional context about the way Authorised Users work. For example The Bot Platform logs the content, people, bots and links that you interact with when making use of a bot.
  • Log data. As with most websites and technology services delivered over the Internet, our servers automatically collect information when you access or use our Websites or Services and record it in log files. This log data may include the IP address, the address of the page visited, the data and time that the Services were used, information about browser configuration and plugins, language preferences and cookie data.
  • Location information. We receive information from you, your Customer and other third parties that help us approximate your location. We may, for example, use your IP address to help determine your location or time-zone to aid our customer support team.
  • Cookie information. The Bot Platform uses cookies and similar technologies in our Websites and Services that help us to collect Other Information. The Websites and Services may also include cookies and similar tracking technologies of third parties for use in anonymised analytics.
  • Additional information provided to The Bot Platform. We receive Other Information when submitted to our Websites if you participate in a focus group, activity or event, apply for a job, request support, interact with our social media accounts or otherwise communicate with The Bot Platform.

The Bot Platform will retain Customer Data in accordance to a Customer’s instructions, including any applicable terms in the Customer Agreement and the Customer’s use of Services functionality, and as required by applicable law.

The deletion of Customer Data and other use of the Services by the Customer may result in the deletion and/or deidentification of certain associated Other Information.

The Bot Platform may retain Other Information pertaining to you for as long as necessary for the purposes described in this Privacy Policy. This may include keeping your Other Information after you have deactivated your account for the period of time needed for The Bot Platform to pursue legitimate business interests, conduct audits, comply with (and demonstrate compliance with) legal obligations, resolve disputes and enforce our agreements.

Customer Data will be utilised by The Bot Platform in accordance with the Customer’s instructions, including any applicable terms in the Customer Agreement and the Customer’s use of Services functionality, and as required by applicable law.

The Bot Platform is a Processor of Customer Data and the Customer is the Controller. The Customer may, for example, use the Services to grant or remove access to a bot, assign roles and configure settings, access, modify, export, share and remove Customer Data and otherwise apply its policies to the Services.

The Bot Platform uses Other Information in furtherance of our legitimate interests in operating our Services, Websites and business. More specifically The Bot Platform uses Other Information:

• To provide, update, maintain and protect our Services, Websites and business. This includes our use of Other Information to support the delivery of our Services under a Customer Agreement, prevent or address service errors, security or technical issues, analyse and monitor usage, trends and other activities or at an Authorised User’s request.
• As required by applicable law, legal process or regulation.
• To communicate with you by responding to your requests, comments and questions. If you contact us, we may use your Other Information to respond.
• To develop and provide search, learning and productivity tools and additional features. The Bot Platform tries to make the Services as useful as possible for specific bots and Authorised Users. For example, we may improve search functionality by using Other Information or Customer Data to help determine and rank the relevance of content to an Authorised User, make Services suggestions or tailor bot content based on historical use, and to customise a Services experience or create new productivity features and products.
• To send emails and other communications. We may send you service, technical or other administrative emails, messages and other types of communications. We may also contact you to inform you about changes in our Services, our Services’ offerings and important Services-related notices, such as security and fraud notices. These communications are considered part of the Services and you may not opt out of them. In addition, we sometimes send emails about new product features, promotional communications or other news about The Bot Platform. These are marketing messages so you can control whether you receive them.
• For billing, account management and other administrative matters. The Bot Platform may need to contact you for invoicing, account management and similar reasons and we use account data to administer accounts and keep track of billing and payments.
• To investigate and help prevent security issues and abuse.

Customers determine their own policies and practices for sharing and disclosure of Information. The Bot Platform does not control how they or any third parties choose to share or disclose Information.

• The Customer’s instructions. The Bot Platform will solely share and disclose customer data in accordance with the customer’s instructions.
• Displaying the services. When an authorised user submits information, it may be displayed to other authorised users with access to the same bot or workspace. For example, an authorised user’s email address may be displayed as the owner of a shared bot.
• Collaborating with others. The services provide ways for authorised users to collaborate, such as shared bots.
• Customer access. Bot owners are able to access information. This may include e.g. your employer using service features to export user-attribute data collected during bot usage or configuration data.
• Aggregated or deidentified data. We may disclose or use aggregated or deidentified information for any purpose. For example, we may share aggregated or deidentified information with prospects or partners for business or research purposes, such as telling a prospective customer the average amount of time saved by using bots to automate their processes.
• To comply with laws. If we receive a request for information, we may disclose information if we reasonably believe disclosure is in accordance with or required by any applicable law, regulation or legal process.
• To enforce our rights, prevent fraud and for safety. To protect and defend the rights, property or safety of The Bot Platform or third parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud or security issues.
• With consent. The Bot Platform may share Other Information with third parties when we have consent to do so.

The Bot Platform takes security of data very seriously. The Bot Platform works hard to protect information that you provide from loss, misuse and unauthorised access or disclosure. These steps take into account the sensitivity of the information we collect, process and store and the current state of technology.

The Bot Platform has received an internationally recognised ISO27001 certification for our Information Security Management System. Given the nature of communications and information processing technology, The Bot Platform cannot guarantee that Information, during transmission through the internet or while stored on our systems or otherwise in our care, will be absolutely safe from intrusion by others.

To the extent prohibited by applicable law, The Bot Platform prohibits the use of our services or websites by anyone younger than 16 years old. If you learn that anyone younger than 16 has unlawfully provided us with personal data, please contact us and we will take steps to delete such information.

Should Customer Data be collected by the Customer via a platform that permits users under the age of 16 (e.g. Facebook Messenger) then it is the responsibility of the Customer to ensure that applicable laws regarding consent are followed correctly.

We may occasionally update this Privacy Policy. When we do we will revise the “effective date” at the top; please ensure that you frequently check this Privacy Policy for any updates. If we make changes that materially alter your privacy rights, The Bot Platform will provide additional notice, such as via email or through the service. If you disagree with the changes to this Privacy Policy you should contact customer support to discuss deactivation of your account.

Individuals located in certain countries, including the European Economic Area, have certain statutory rights in relation to their Personal Data. Subject to any exemptions provided by law, you may have the right to request access to Information as well as to seek to update, delete or correct this Information. You can usually do this using the settings and tools provided in your account. If you cannot use the settings and tools, contact customer support for assistance.

To the extent that The Bot Platform’s processing of your Personal Data is subject to the General Data Protection Regulation (GDPR), The Bot Platform relies on its legitimate interests, described above, to process your data.

Data protection law in certain jurisdictions differentiates between the “Controller” and “Processor” of information. In general, the customer is the Controller of customer data. In general, The Bot Platform is the Processor of customer data and the controller of Other Information.

The section describes the actions you can take to change or limit the collection or use of your information.

Cookies and Related Technologies. You can choose to decline cookies through your browser settings. However, if you decline cookies, you may not be able to use many parts of our services that rely on being logged in.

• To change how Google Analytics collects and uses your information, you may install the Google Analytics Opt-Out Browser found here: https://tools.google.com/dlpage/gaoptout

Closing Your Account. If you wish to close your account, please contact customer support.

Complaints. We are committed to resolving valid complaints about your privacy and our collection or use of your personal data. For questions or complaints regarding our data use practices or Privacy Policy, please contact us at security@thebotplatform.com.

The Bot Platform regards the lawful and correct treatment of your personal information as important to our success and to maintaining the confidence of our Customers. We ensure that our organisation treats personal information lawfully and correctly. To this end we fully endorse and adhere to the principles set out in the General Data Protection Regulation (GDPR).

In particular, without your consent or first amending this Privacy Policy to reflect any change in our usage of personal information:

• we will not use your personal information for any purpose that is incompatible with this Privacy Policy
• we will only collect sufficient personal information for the uses set out above
• we will endeavour to keep your personal information up-to-date
• we will not retain your personal information longer than necessary unless required to do so by law.
• we will operate appropriate technical and organisational processes to protect your personal information against unauthorised or unlawful access or processing and against accidental loss or destruction.
• we will not transfer your personal information to a country outside the European Economic Area unless safeguards are in place to protect your personal information to the standards that apply within the EEA.

Workplace combines next-generation technology and easy-to-use features to transform communications, culture and workflows inside organisations of all shapes, sizes and industries.

Using Workplace integrations, you can also connect to third party services and build custom features and applications that automate processes and customize what your staff can do using Workplace. Check out some of our case studies to see what organisations like yours have accomplished with bots on Workplace.  

If you have questions regarding this policy or our handling of your personal information, please contact us at security@thebotplatform.com. We will promptly address your concern and strive to reach a satisfactory resolution.