PRIVACY POLICY
Effective Date: January 19, 2026
Last Updated: January 19, 2026
1. Introduction
Welcome to IntelBuddy ("we," "our," or "us"). We operate a multi-tenant AI chatbot platform that enables businesses ("Companies" or "Customers") to create, deploy, and manage intelligent chatbots for their end users. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website, use our platform, or interact with chatbots powered by our technology.
We are committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible manner. Please read this Privacy Policy carefully. By accessing or using our platform, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.
2. Definitions
For the purposes of this Privacy Policy:
"Platform" refers to our multi-tenant chatbot platform, including all associated websites, applications, APIs,
and services."Company" or "Customer" refers to businesses that register on our platform to create and manage
chatbots."End User" refers to individuals who interact with chatbots created by Companies using our platform.
"Personal Data" means any information that identifies or can be used to identify an individual, directly or
indirectly."Training Data" refers to documents, website content, and other materials uploaded by Companies to train
their chatbots."Conversation Data" refers to messages exchanged between End Users and chatbots.
3. Information We Collect
We collect different types of information depending on how you interact with our platform:
3.1 Information from Companies (Customers)
Account Registration Information
Company name and business details
Administrator contact information (name, email address, phone number)
Billing information and payment details
Account credentials and authentication data
Subscription tier and plan information
Bot Configuration and Training Data
Documents uploaded for chatbot training (PDFs, Word documents, text files)
Website URLs submitted for crawling and content extraction
Custom responses, FAQs, and knowledge base content
Chatbot configuration settings and customizations
Translation preferences and multilingual content
Integration and Social Media Data
Social media account credentials and API tokens (Facebook, Instagram, WhatsApp, Telegram, etc.)
Website embed codes and integration configurations
Third-party application integration settings
3.2 Information from End Users
When End Users interact with chatbots powered by our platform, we may collect:
Conversation Data
Messages sent to and received from chatbots
Conversation history and session data
Feedback ratings and satisfaction scores
Any personal information voluntarily provided during conversations
Bot Configuration and Training Data
Documents uploaded for chatbot training (PDFs, Word documents, text files)
Website URLs submitted for crawling and content extraction
Custom responses, FAQs, and knowledge base content
Chatbot configuration settings and customizations
Translation preferences and multilingual content
Integration and Social Media Data
Social media account credentials and API tokens (Facebook, Instagram, WhatsApp, Telegram, etc.)
Website embed codes and integration configurations
Third-party application integration settings
Technical Data
IP address and approximate geographic location
Browser type, version, and device information
Operating system and platform
Session identifiers and timestamps
Referring URLs and pages visited
3.3 Automatically Collected Information
We automatically collect certain information when you access our platform:
Conversation Data
Log Data: Server logs that record access times, pages viewed, and technical errors
Usage Data: Information about how you use our platform, including features accessed and actions taken
Analytics Data: Aggregated and anonymized data about platform usage patterns
Performance Data: Response times, error rates, and system performance metrics
4. How We Use Your Information
We use the collected information for the following purposes:
4.1 Service Provision
To provide, operate, and maintain our chatbot platform
To process chatbot training using uploaded documents and crawled website content
To enable real-time messaging and conversation functionality
To provide translation services for multilingual chatbot support
To facilitate social media integrations
To generate analytics and reports for Companies
4.2 Platform Improvement
To analyze usage patterns and improve platform functionality
To develop new features and services
To enhance AI model performance and accuracy
To conduct research and analysis for service optimization
4.3 Communication
To send service-related notifications and updates
To respond to inquiries and provide customer support
To send marketing communications (with consent)
To notify about policy changes or security issues
4.4 Security and Compliance
We use information to protect our platform, detect fraud, enforce our terms of service, and comply with legal obligations.
5. AI and Machine Learning Processing
Our platform utilizes artificial intelligence and machine learning technologies to provide chatbot services. This section explains how your data is processed:
5.1 Training Data Processing
Documents and website content uploaded by Companies are processed to train individual chatbots. This training data is used exclusively for the Company's own chatbot(s) and is not shared with other Companies orused to train general AI models without explicit consent.
5.2 Conversation Processing
Conversations between End Users and chatbots are processed in real-time to generate responses. We may use anonymized and aggregated conversation data to improve our AI models and platform performance.
5.3 Automated Decision-Making
Our chatbots provide automated responses based on their training. These responses are informational and should not be considered professional advice. Companies are responsible for reviewing and customizing chatbot behavior to ensure appropriate responses for their use cases.
6. Data Sharing and Disclosure
We may share information in the following circumstances:
6.1 With Companies
End User conversation data is shared with the Company whose chatbot the End User interacted with. Companies have access to analytics, conversation logs, and user feedback for their chatbots.
6.2 Service Providers and Sub-processors
We engage trusted third-party service providers to help operate our platform. These providers are contractually bound to protect your information and may only use it for specified purposes. Our sub-processors include:
Provider Category
Purpose
Data Location
Cloud Infrastructure
Hosting and data storage
AP South - 1 Mumbai
AI/ML Services
Natural language processing
USA
Payment Processors
Subscription billing
USA
Analytics
Usage analytics and reporting
USA
Email Services
Transactional email delivery
AP South - 1 Mumbai
6.1 With Companies
We may disclose information when required by law, legal process, or government request, or when necessary to protect our rights, property, or safety, or that of our users or others.
6.4 Business Transfers
In the event of a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.
7. Multi-Tenant Data Isolation
Our platform operates on a multi-tenant architecture. We implement strict data isolation measures to ensure that each Company's data is kept separate and secure:
Logical Separation: Each Company's data is logically separated using unique identifiers and access
controls.Access Controls: Strict role-based access controls ensure that Company administrators can only access
their own organization's data.Encryption: Data is encrypted both in transit and at rest using industry-standard encryption protocols.
Audit Logging: All data access is logged for security monitoring and compliance purposes.
8. Data Security
We implement comprehensive security measures to protect your information:
8.1 Technical Safeguards
TLS/SSL encryption for all data in transit
Regular security assessments
Regular software updates and security patches
8.2 Organizational Safeguards
Employee background checks and confidentiality agreements
Regular security awareness training
While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to implementing industry best practices.
9. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws different from those in your country.
When transferring data internationally, we use appropriate safeguards, including:
Standard Contractual Clauses (SCCs) approved by the relevant regulatory authorities
Data Processing Agreements with sub-processors
Adequacy decisions where applicable
Additional technical and organizational measures
10. Children's Privacy
Our platform is not intended for children under the age of 16 (or 13 in jurisdictions where applicable). We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete that information promptly.
Companies using our platform are responsible for ensuring their chatbots comply with applicable children's privacy laws, including COPPA, if they interact with children.
11. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to collect and track information about your use of our platform:
11.1 Types of Cookies We Use
Essential Cookies: Required for platform functionality and securityAnalytics Cookies: Help us understand how users interact with our platform
Preference Cookies: Remember your settings and preferences
Marketing Cookies: Used for advertising and marketing purposes (with consent)
11.2 Managing Cookies
You can control cookies through your browser settings. However, disabling certain cookies may affect platform functionality. For more details, please refer to our separate Cookie Policy.
12. Third-Party Links and Services
Our platform may contain links to third-party websites and services, including social media platforms. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.
When you integrate your chatbot with third-party services (such as Facebook Messenger, WhatsApp, Instagram, or Telegram), those services may collect and process information according to their own privacy policies.
13. Data Processing Agreement
We use cookies and similar tracking technologies to collect and track information about your use of our platform:
Processing instructions and purposes
Security measures and commitments
Sub-processor engagement terms
Data subject rights assistance
Audit rights
Data deletion and return procedures
Please contact us to request a copy of our DPA.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes:
We will update the "Last Updated" date at the top of this policy
We will notify registered Companies via email
We may display a prominent notice on our platform
For significant changes, we may seek renewed consent where required
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
15. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Codebuddy Inc
Attn: Privacy Department
16192 Coastal Highway
Lewes, Delaware [DE], 19958-3608
USA
Support: support@intelbuddy.ai
For EU/EEA residents, you also have the right to lodge a complaint with your local data protection authority.
15.1 Data Deletion Requests
All users may request to have their data deleted from our servers at any time by contacting our support team.
We will process your request within 30 days and confirm deletion.
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