Privacy Policy

Last Updated: 01.07.2025

Thank you for using Asyntai. This Privacy Policy explains how we collect, use, and protect your personal information when you use our AI live chat agent service in accordance with the General Data Protection Regulation (GDPR) and other applicable privacy laws.

The controller of your personal data is Advanced AI s.r.o., which has its registered office at Příčná 1892/4, Prague 1, Czech Republic. For any inquiries, please contact us at:

Email: hello@asyntai.com

1. Information We Collect

To deliver our AI live chat agent service effectively and enhance your user experience, we collect and process various types of personal information. Understanding what data we collect and why it's necessary allows us to maintain transparency and build trust. Below are the categories of personal information we may collect:

a) Account and Contact Information:

• Name: Used for identification and communication purposes

• Email Address: Essential for account creation, service notifications, billing communications, and customer support

• Billing Information: Including billing address, state, country, and payment method details necessary for processing subscription payments

• VAT Number (where applicable): Required for processing invoices and ensuring compliance with tax regulations in your jurisdiction

• Company Information: Business name and details when using our service for commercial purposes

b) AI Chat Service Data:

• Chat Conversations: Messages between your website visitors and the AI agent, necessary for providing the chat service

• AI Configuration Data: Content, instructions, and knowledge base information you provide to configure and customize your AI agent's responses

• Widget Configuration: Settings and customizations for your chat widget appearance and behavior

• Usage Analytics: Data about chat volume, response times, and service performance to help you optimize your customer support

c) Technical and Usage Data:

• IP Address: Used to diagnose server problems, administer our website, and provide localized content

• Browser and Device Information: Helps us optimize our service for various devices and browsers

• Website Activity: Pages visited and actions taken on our website to improve user experience

• Service Usage Data: Information about how you use our AI chat service, including message volumes and feature usage

2. How We Use Your Information

We use your personal information for the following purposes:

a) Service Delivery: To provide and maintain our AI live chat agent service, including processing chat conversations, generating AI responses, and managing your account

b) Service Customization: To configure and customize your AI agent based on the information and instructions you provide, ensuring responses are relevant to your business

c) Billing and Account Management: To process subscription payments, manage your account, track usage limits, and provide billing support

d) Customer Support: To respond to your inquiries, troubleshoot issues, and provide technical assistance with our service

e) Service Improvement: To analyze usage patterns, improve our AI algorithms, enhance service features, and optimize performance (we do not use your specific chat data for general AI model development)

f) Communication: To notify you about service updates, changes to our terms, billing notifications, and important service announcements

g) Legal Compliance: To comply with legal obligations, prevent fraud, and ensure service security

3. Legal Basis for Processing Personal Data

We process your personal data on the following legal bases under GDPR:

a) Contract Performance: Processing necessary to provide our AI chat service as agreed in our terms of service, including account management and service delivery

b) Legitimate Interests: For service improvement, security, fraud prevention, and internal analytics, balanced against your privacy rights

c) Legal Compliance: To comply with legal obligations such as tax requirements, data protection laws, and regulatory compliance

d) Consent: For marketing communications and optional features where we have obtained your explicit consent

4. Data Sharing and Third Parties

We may share your personal data with selected third parties in the following circumstances:

a) Service Providers: We work with trusted third-party service providers who help us deliver our service, including:

• Cloud hosting and infrastructure providers

• Payment processing services (for subscription billing)

• Customer support and communication tools

• Analytics and monitoring services

These providers only access data necessary to perform their specific functions and are bound by strict confidentiality agreements.

b) AI Service Providers: We use third-party AI services to power our chat agents. These providers process chat conversations solely to generate responses and do not use your data for their general model development.

c) Legal Requirements: We may disclose information when required by law, legal process, or to protect our rights and the safety of our users.

5. Data Security

We implement comprehensive security measures to protect your personal information:

• Encryption: All data is encrypted both in transit and at rest using industry-standard encryption

• Access Controls: Strict access controls ensure only authorized personnel can access personal data

• Infrastructure Security: Our services run on secure cloud infrastructure with regular security updates

• Regular Monitoring: Continuous monitoring for security threats and vulnerabilities

• Data Minimization: We collect and retain only the data necessary for service delivery

6. Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this policy:

Account Information: Retained while your account is active and for a reasonable period after account closure to handle any remaining obligations

Chat Data: Chat conversations and AI configuration data are retained to provide ongoing service and improve your AI agent's performance. You can delete this data through your account settings

Billing Records: Retained for the period required by tax and accounting regulations (typically 7 years)

Usage Analytics: Aggregated and anonymized usage data may be retained indefinitely for service improvement

Upon account termination, we will delete or anonymize your personal data within a reasonable timeframe, except where retention is required by law.

7. Your Data Protection Rights

Under GDPR and other applicable privacy laws, you have the following rights:

a) Right of Access: Request a copy of the personal data we hold about you

b) Right to Rectification: Request correction of inaccurate or incomplete personal data

c) Right to Erasure: Request deletion of your personal data under certain circumstances

d) Right to Restrict Processing: Request limitation of processing in specific situations

e) Right to Data Portability: Request transfer of your data in a machine-readable format

f) Right to Object: Object to processing based on legitimate interests or for direct marketing

g) Right to Withdraw Consent: Withdraw consent for processing based on consent at any time

To exercise these rights, please contact us at hello@asyntai.com. We will respond within one month of receiving your request.

8. International Data Transfers

Data collected from you or your end-users may be transferred to, and stored and processed in, the United States or any other country outside of the EEA, subject to implementing such appropriate legal mechanisms as required by EU law to ensure an adequate level of personal data protection by the third-party processors, such as the controller-to-processor Standard Contractual Clauses approved by the European Commission (2010/87/EU) or Privacy Shield approved by European Decision (2016/1250) for data transfers from the EU to the USA and/or other third countries.

9. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Enable essential website functionality

• Remember your preferences and settings

• Analyze website performance and usage

• Provide personalized content and features

You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality.

10. Marketing Communications

We may send you marketing communications about our services, updates, and special offers. You can:

• Opt out at any time using unsubscribe links in our emails

• Contact us to update your communication preferences

• Manage your preferences through your account settings

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by:

• Posting the updated policy on our website

• Sending email notifications for significant changes

• Providing notice through our service interface

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Email: hello@asyntai.com

Address: Advanced AI s.r.o., Příčná 1892/4, Prague 1, Czech Republic

You have the right to lodge a complaint with your national data protection authority if you have concerns about how we process your personal data.

By using our service, you acknowledge that you have read and understood this Privacy Policy.