Privacy Policy

This Privacy Policy explains how NoxBot ("NoxBot", "we", "us", or "our") collects, uses, and protects personal data when you visit our website at noxbot.co or use the NoxBot platform and services (the "Service").

NoxBot is operated by:

• Vojtěch Košárek
• Self-employed individual (OSVČ) established in the Czech Republic
• Business ID (IČO): 21090963
• Registered address: K. Čapka 1105/9, 79401 Krnov, Czech Republic

Contact email for privacy matters: privacy@noxbot.co

1. Our role under GDPR

NoxBot acts in different roles depending on how personal data is processed.

Your NoxBot account data

For personal data related to your NoxBot account, subscription, billing, and use of the Service, NoxBot acts as the data controller.

This includes information such as your name, email address, account settings, subscription information, and service usage data.

Website visitor chatbot conversations

When you create a chatbot and place it on your website, visitors may communicate with that chatbot.

In relation to these visitor conversations:

• You, as the NoxBot customer, are generally the data controller.
• NoxBot acts as a data processor processing this information only according to your instructions.

You are responsible for ensuring that your website visitors are informed about this processing and that you have a valid legal basis for collecting and processing their personal data.

If required, NoxBot can provide a Data Processing Agreement (DPA).

2. Personal data we collect

Depending on how you use the Service, we may process the following categories of personal data.

Account information

We may collect:

• name,
• email address,
• password data (stored securely using hashing methods) or OAuth identifiers,
• account preferences,
• subscription plan,
• usage statistics.

Authentication data

If you choose to sign in using third-party providers, we may receive authentication information from:

• Google OAuth.

We only receive information necessary to create and authenticate your account.

Billing information

Payments and subscriptions are processed by Stripe.

NoxBot does not store complete payment card numbers or sensitive payment information on its own servers.

Chatbot configuration and knowledge data

To provide chatbot functionality, we may process:

• chatbot settings,
• custom instructions,
• uploaded documents,
• FAQs,
• website content provided for crawling,
• generated knowledge base data,
• embeddings and knowledge chunks.

Visitor conversation data

Depending on your configuration, the Service may process:

• messages sent to your chatbot,
• chatbot responses,
• conversation history,
• anonymous visitor identifiers,
• limited technical information necessary for service operation and security.

Technical information

We may automatically collect limited technical information, including:

• browser type,
• device information,
• logs,
• cookies required for authentication and security,
• IP address where technically necessary for security purposes.

3. How we use personal data

We process personal data for the following purposes:

Providing the Service

Legal basis: Performance of a contract

Including:

• creating and managing accounts,
• providing chatbot functionality,
• processing subscriptions,
• customer support,
• maintaining service availability.

Security and reliability

Legal basis: Legitimate interest

Including:

• preventing abuse,
• detecting fraudulent activity,
• protecting accounts,
• monitoring service reliability,
• debugging technical issues.

Analytics and improvement

Legal basis: Consent or legitimate interest where applicable

We use Google Analytics to understand website usage and improve our website experience.

Google Analytics may use cookies and similar technologies. Where required by law, we request consent before using non-essential analytics cookies.

Legal obligations

Legal basis: Compliance with legal obligations

Including:

• accounting,
• tax obligations,
• responding to lawful requests.

4. Artificial intelligence processing

NoxBot uses artificial intelligence technology provided through the OpenAI API, including GPT-4o-mini models, to generate chatbot responses.

Information processed by AI systems may include:

• customer-provided chatbot instructions,
• uploaded knowledge content,
• website content provided by the customer,
• visitor messages submitted through chatbots.

AI-generated responses may occasionally be inaccurate. Customers are responsible for reviewing chatbot configuration, content, and ensuring that their chatbot usage complies with applicable laws.

NoxBot does not use customer content submitted through the Service to train OpenAI models.

5. Service providers and subprocessors

We use trusted third-party providers necessary to operate the Service.

Current providers include:

Some providers may process data outside the European Economic Area (EEA).

Where required, we rely on appropriate safeguards, including Standard Contractual Clauses or equivalent legal mechanisms.

6. Cookies

NoxBot uses cookies and similar technologies.

We use:

Essential cookies

Necessary for:

• authentication,
• security,
• account functionality,
• maintaining user sessions.

These cookies cannot be disabled because the Service may not function correctly without them.

Analytics cookies

We use Google Analytics to understand website traffic and improve our website.

Analytics cookies are used only where legally permitted and, where required, after obtaining user consent.

Marketing cookies

Marketing cookies (for example Meta Pixel) help us measure advertising performance and deliver more relevant ads. These cookies are used only after you give consent in our cookie settings.

You can accept, reject, or change cookie categories at any time via Cookie settings on this website.

7. Data retention

We keep personal data only for as long as necessary.

Generally:

Account information

Stored while your account remains active.

After account deletion, personal data is deleted or anonymized unless retention is required by law.

Billing records

Stored for the period required by applicable accounting and tax regulations.

Chatbot content and conversations

Stored while your chatbot and account exist, unless you delete the data earlier.

Backups may retain deleted information for a limited period until they are automatically overwritten.

Security logs

Stored only for the period necessary for security and abuse prevention.

8. Your GDPR rights

Depending on applicable law, you may have the right to:

• access your personal data,
• correct inaccurate information,
• request deletion,
• restrict processing,
• object to processing,
• request data portability.

To exercise your rights, contact: privacy@noxbot.co

We may request additional information to verify your identity before completing a request.

You also have the right to lodge a complaint with your local supervisory authority.

In the Czech Republic, this authority is:

Úřad pro ochranu osobních údajů (ÚOOÚ)

9. International transfers

Some of our service providers may process personal data outside the EEA.

Where personal data is transferred internationally, we ensure appropriate safeguards are implemented, such as:

• Standard Contractual Clauses approved by the European Commission,
• other legally recognized transfer mechanisms.

10. Security

We implement reasonable technical and organizational measures designed to protect personal data, including:

• encrypted connections using TLS,
• access controls,
• authentication protection,
• monitoring and abuse prevention measures.

However, no internet-based service can guarantee absolute security.

11. Children

NoxBot is a business-oriented service and is not intended for children under the age of 16.

We do not knowingly collect personal data from children.

12. Automated decision-making

NoxBot does not perform automated decision-making that produces legal or similarly significant effects on individuals.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will always be available on this page.

If significant changes affect your rights, we may notify you through email or the Service.

14. Contact

For privacy-related questions:

• NoxBot
• Operated by: Vojtěch Košárek
• Email: privacy@noxbot.co
• Address: K. Čapka 1105/9, 79401 Krnov, Czech Republic

Also see our Terms of Service.