1. Scope
This Privacy Policy applies to GAPSOE AI and the services made available through our web application, website chatbot widgets, AI agents, knowledge bases, automation features, integrations, authentication services and related support channels.
GAPSOE AI is primarily a business-facing platform. Customers may configure GAPSOE AI to interact with their own end users. In those cases, the customer may be responsible for deciding why and how end-user information is processed, while GAPSOE AI may process that information on the customer's instructions.
2. Information We Collect
Account and workspace information
- Name, email address, phone number and authentication details.
- Company, workspace, role, team membership and account settings.
- Profile information and account preferences.
Authentication information
- Email verification and password reset records.
- Phone verification and one-time-password verification records.
- Social login identifiers and profile information provided by supported identity providers.
Chatbot and customer interaction information
- Conversation messages, timestamps, chatbot responses and conversation status.
- Contact information voluntarily provided by end users during a conversation.
- Lead, tag, support handoff or similar records created through configured chatbot tools.
Knowledge and integration information
- Website content, documents, text, FAQs or other knowledge sources that customers connect or upload.
- Integration configuration, endpoint information and authentication credentials customers choose to connect.
- Data returned by connected services when needed to perform requested functions.
Technical and usage information
- IP address, browser information, device information and session data.
- Login history, audit events, security logs and error logs.
- Usage metrics such as conversations, AI usage, feature activity and service performance.
Billing information
If paid services are used, billing and transaction information may be processed. Full payment-card details are generally handled by the applicable payment provider rather than stored directly by GAPSOE AI.
3. Social Login and Facebook Login Data
When you sign in or register using a third-party identity provider such as Facebook, Google or Microsoft, we receive information the provider makes available to GAPSOE AI based on the permissions you approve.
For Facebook Login, this may include your Facebook user identifier, public profile information and primary email address where permission is granted. We use this information to authenticate you, match or create your GAPSOE AI account, prevent duplicate accounts, maintain account security and support the login experience.
We do not use Facebook Login data to post to your Facebook account unless a separate feature is clearly presented and separately authorized.
4. Chat, Knowledge and AI Processing
GAPSOE AI uses artificial intelligence services to generate chatbot responses and perform configured AI-assisted functions. To provide those features, relevant conversation content, instructions and selected knowledge context may be sent to an AI model provider.
Customers are responsible for ensuring they have the right to upload, connect or process information through GAPSOE AI and should avoid placing unnecessary sensitive personal information in prompts, documents or integrations.
5. How We Use Information
- Create, authenticate and administer accounts and workspaces.
- Provide chatbot, AI agent, knowledge base, automation and integration features.
- Deliver email, SMS, account verification and security communications.
- Process subscriptions, billing events and service usage.
- Provide support and respond to requests.
- Detect abuse, fraud, security incidents and unauthorized access.
- Maintain, troubleshoot and improve platform reliability and performance.
- Comply with legal obligations and enforce our agreements.
6. How We Share Information
We do not sell personal information as a business model. We may disclose information to service providers and partners only as reasonably necessary to operate the platform or as otherwise described in this Policy.
- Cloud hosting, infrastructure and database providers.
- AI model and machine-learning service providers.
- Email and SMS delivery providers.
- Authentication providers such as Facebook, Google and Microsoft.
- Payment and subscription service providers.
- Customer-selected integration providers and APIs.
- Professional advisers, regulators or authorities where legally required.
If a customer connects a third-party service, information sent to that service is also governed by that third party's terms and privacy practices.
7. Legal Bases for Processing
Depending on the applicable law and context, GAPSOE AI may process personal information because it is necessary to perform a contract, comply with a legal obligation, protect legitimate business and security interests, or because consent has been provided. Where consent is the legal basis, you may withdraw it subject to applicable law.
8. Data Retention
We retain information only for as long as reasonably necessary for the purposes described in this Policy, including providing the service, maintaining security, resolving disputes, enforcing agreements and complying with legal obligations.
Retention may differ by data type. Account information may be retained while an account is active and for an appropriate period after closure. Conversation, knowledge, integration and log data may be retained according to account settings, operational requirements, backup cycles and legal obligations.
9. Security
We use reasonable administrative, technical and organizational safeguards designed to protect information against unauthorized access, loss, misuse or alteration. These measures may include access controls, authentication, encryption where appropriate, audit logging and restricted credential handling.
No internet service or security system can guarantee absolute security.
10. International Processing
GAPSOE AI and its service providers may process information in countries other than the country where you live. Where required by applicable law, we use appropriate safeguards for international transfers of personal information.
11. Your Privacy Rights
Depending on your location and applicable law, you may have rights to request access, correction, deletion, portability, restriction or objection to certain processing, and to withdraw consent where processing is based on consent.
To make a request, contact us at info@gapsoedigital.com. We may need to verify your identity before completing a request.
If your information was provided to GAPSOE AI through one of our business customers, we may direct you to that customer where the customer is responsible for handling the request.
12. Children's Privacy
GAPSOE AI is designed for businesses and professional users and is not intended for children under 13. We do not knowingly seek to collect personal information from children under 13 through account registration. Where local law sets a higher minimum age, that higher age requirement applies.
13. Changes to This Privacy Policy
We may update this Privacy Policy when our services, legal obligations or data practices change. The updated version will be posted on this page with a revised effective date. Material changes may also be communicated through the platform or by another appropriate method.