Privacy Policy
At ConvoDocs, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered customer service platform.
Our Privacy Commitment
ConvoDocs, Inc. ("ConvoDocs," "we," "us," or "our") is committed to protecting your privacy and personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our AI-powered customer service platform and related services.
This policy applies to all users of our Service, whether you are a business customer, an end user interacting with AI agents, or a visitor to our website.
Information We Collect
1. Account Information
- Name, email address, and contact information
- Username and password
- Company information and organization details
- Payment information (processed securely by Stripe)
2. Usage and Service Data
- AI agent configurations and knowledge bases
- Conversation data and customer interactions
- Documents and files uploaded to the platform
- Usage analytics and performance metrics
3. Communication Data
- Phone numbers for SMS communication
- Email communications and support messages
- Chat logs and conversation history
4. Technical Information
- IP addresses and device information
- Browser type and operating system
- Cookies and similar tracking technologies
- Log files and error reports
How We Use Your Information
Service Provision
- Provide and maintain our AI-powered customer service platform
- Process and respond to customer inquiries through AI agents
- Manage user accounts and organizations
- Enable SMS and email communication features
AI Model Training and Improvement
- Train and improve our AI models (aggregated and anonymized data only)
- Analyze usage patterns to enhance service performance
- Develop new features and capabilities
Business Operations
- Process payments and manage billing
- Provide customer support and technical assistance
- Send important service notifications and updates
- Comply with legal obligations and enforce our terms
Data Sharing and Disclosure
We do not sell, trade, or otherwise transfer your personal information to third parties except in the following circumstances:
- Service Providers: With trusted third-party services (e.g., Stripe for payments, cloud hosting providers) under strict data protection agreements
- Legal Requirements: When required by law, court order, or government regulation
- Business Transfers: In connection with a merger, acquisition, or sale of assets (with prior notice)
- Consent: When you explicitly consent to the sharing
- Aggregated Data: Anonymized, aggregated usage statistics for research and industry analysis
AI and Machine Learning
ConvoDocs uses artificial intelligence and machine learning technologies. Here's how we handle your data in relation to AI:
Training Data
We may use aggregated and anonymized conversation data to improve our AI models. Personal information is removed before any training data is used.
Data Processing
Your content is processed by our AI systems to provide responses. We implement safeguards to prevent unauthorized access and ensure data security.
Third-Party AI Services
We may use third-party AI services (like OpenAI) with appropriate data protection agreements. Sensitive data is filtered before external processing.
SMS Communication Privacy
When you provide your phone number or consent to SMS communication, we handle your information according to the following principles:
- Phone numbers are used only for service-related communications
- SMS messages are sent through secure, encrypted channels
- You can opt out of SMS messages at any time by replying "STOP"
- Message content is retained only as long as necessary for service provision
Data Security
We implement industry-standard security measures:
- End-to-end encryption for data transmission
- Regular security audits and penetration testing
- Multi-factor authentication for accounts
- SOC 2 Type II compliance
Data Retention
We retain your data according to these policies:
- Account data: Until account deletion + 30 days
- Conversation data: 12 months after last activity
- Billing records: 7 years (legal requirement)
- Log files: 90 days for security purposes
Your Privacy Rights
Depending on your location, you may have the following rights regarding your personal information:
Access
Request copies of your personal data
Correction
Request correction of inaccurate data
Deletion
Request erasure of your personal data
Portability
Export your data in a readable format
Objection
Object to processing of your data
Restriction
Request restriction of data processing
International Data Transfers
ConvoDocs operates globally and may transfer your data internationally. We ensure appropriate safeguards are in place:
- Standard Contractual Clauses (SCCs) for EU data transfers
- Data Processing Agreements (DPAs) with all third-party processors
- Compliance with applicable data protection regulations (GDPR, CCPA, etc.)
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we make changes, we will:
- Update the "Last updated" date at the top of this policy
- Notify you by email for material changes
- Display a notice on our website
- Provide a 30-day notice period for significant changes
Contact Us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us: