Privacy Policy

Effective / last updated: August 25, 2026

Smartbotify ("Smartbotify", "we", "us") provides a self-hosted retrieval-augmented chatbot platform: businesses ("tenants") upload documents or submit URLs, and their end users chat against that content. This policy explains what we collect, why, and how it's handled.

1. Who this applies to

This policy covers two kinds of people: tenant users (people who sign up for and administer a Smartbotify account) and visitors (end users who chat with a tenant's deployed chat widget). It does not apply to third-party sites a tenant links to.

2. Information we collect

Account sign-in (including "Sign in with LinkedIn"). When you sign up or log in with LinkedIn, we request the openid profile email scope and receive only your LinkedIn member ID, name, and email address from LinkedIn's userinfo endpoint. We do not receive your LinkedIn connections, posts, messages, or any other LinkedIn data, and we never post to LinkedIn on your behalf.

• Account details: name, email address, company/tenant name, and role.
• Content you upload: documents (e.g. PDFs) and URLs submitted for ingestion, which are chunked and stored as vector embeddings scoped to your tenant.
• Usage data: chat sessions and message history within your account, login timestamps, and basic request metadata (e.g. IP address) for security and abuse prevention.

Chat widget visitors. When someone chats with a tenant's embedded widget, we store the conversation (messages and generated replies) so the tenant can review it. A widget may optionally invite the visitor to leave a name and/or email to be contacted back — this is never required to continue chatting, and is only collected if the visitor submits it.

3. How we use this information

• To operate accounts, authenticate logins, and enforce per-tenant access controls.
• To ingest, index, and retrieve the content a tenant provides, and to generate chat answers grounded in that content via a locally-run language model.
• To let a tenant view its own chat history and any visitor contact details left for it.
• To maintain platform security (e.g. detecting abuse, rate-limiting) and to keep the service running reliably.

We do not sell personal information, and we do not use tenant or visitor data to train third-party AI models.

4. Data isolation between tenants

Each tenant's documents, embeddings, and chat data are logically scoped to that tenant and are not accessible to other tenants. Platform staff may access tenant data only as needed to operate and support the service.

5. Data sharing

We do not sell personal information. We share data only with:

• LinkedIn, solely to complete the OAuth sign-in flow you initiate.
• Infrastructure providers that host the platform (e.g. our hosting/VPS provider), under standard hosting agreements, strictly to run the service.
• Authorities, where required by law.

All language-model inference runs on infrastructure we operate — chat content is not sent to third-party AI APIs.

6. Data retention

We retain account, document, and chat data for as long as the account is active. A tenant may delete individual documents or chat sessions at any time from within the dashboard. On account deletion request, we remove the tenant's stored documents, embeddings, and chat history within a reasonable period, except where retention is required for security or legal purposes.

7. Your choices

• You can review, export, or delete your account's documents and chat history from the dashboard.
• Widget visitors are never required to provide a name or email to chat, and may decline the optional contact prompt.
• You can request access to, correction of, or deletion of your personal information by contacting us (below).

8. Security

We use industry-standard measures — including authenticated, tenant-scoped access controls and encrypted transport (TLS) — to protect data in transit and at rest on our infrastructure. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

9. Children's privacy

Smartbotify is not directed to children under 16, and we do not knowingly collect personal information from them.

10. Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the "last updated" date above.

11. Contact

Questions about this policy or your data can be sent to privacy@smartbotify.com.