Privacy Policy

1. Who we are

Owlbee ("Owlbee", "we", "us") is an AI chatbot service operated by Owlbee.AI. Businesses use Owlbee to build chatbots trained on their own content and add them to their websites. This policy explains what personal information we collect, how we use it, who we share it with, and the choices you have.

Questions or requests about privacy: [email protected].

2. Our customers, their visitors, and our role

This policy covers three groups of people:

• Customers: people and businesses with an Owlbee account.
• Chatbot visitors: people who chat with a chatbot that a customer has added to their own website, including people who book a call through it.
• Website visitors: people who browse owlbee.ai, use our contact form or chat with the assistant on our own site.

When a customer puts an Owlbee chatbot on their website, the customer decides what the chatbot is trained on and how the conversations are used. For that information we act as a service provider (in GDPR terms, a processor) on the customer's behalf. If you chatted with a chatbot on another business's website, that business's own privacy policy applies, and you should contact them first about your information. We will help them respond.

For our customers' account information, and for people using owlbee.ai itself, we decide how information is used and are responsible for it.

3. Information we collect

Customers

• Account details: username, email address, business name, website, an optional full name, and your password, which we store only as a one-way hash.
• Chatbot content: the documents you upload, links you import (such as Google Docs, Google Sheets and website pages), the instructions, greeting and avatar you set, and the training data we build from them.
• Settings: booking availability, time zone, notification email, calendar links you add, and email report preferences, including any extra report recipients you enter.
• Billing: your plan, subscription status and renewal date. Payments are made on Stripe's checkout page. We do not receive or store your card number.
• Usage: how many AI tokens your chatbots use each month, so we can apply your plan's allowance.

Chatbot visitors

• Conversations: the messages a visitor sends and the chatbot's replies, the time, a random conversation ID, and whether the visitor marked the conversation as resolved.
• Bookings: if a visitor books a call, their name, email address and phone number, and the time they chose.
• Where the chatbot is used: the website address (domain and page) the chatbot was loaded on, taken from the browser's referrer, so customers can see where their chatbot is installed.

We do not ask chatbot visitors to create an account, and we do not store their IP address or device details with their conversations.

Website visitors and contact form

• Contact form: your name, email address, subject and message. These are emailed to our team and are not stored in our database.
• Our assistant: conversations with the assistant on owlbee.ai are stored the same way as other chatbot conversations.

Technical information

Like most online services, our servers and hosting provider keep operational logs (for example the page requested, the time, the response and, for signed-in customers, the account ID) to keep the service running, secure and debuggable. These logs can include the content of chat messages. They are kept for a limited period set by our hosting provider and are not used for marketing.

4. How we use information

• To provide the service: build and train chatbots, answer visitor questions, book and cancel calls, and show analytics.
• To send service emails: password resets, booking confirmations and cancellations, the analytics reports you opt into, and replies to your messages.
• To bill for paid plans and apply plan limits, trials and usage allowances.
• To keep the service secure, prevent abuse and fix problems.
• To comply with the law and enforce our Terms of Service.

We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not use customers' chatbot content or visitor conversations to train our own AI models.

5. How AI processing works

Owlbee uses OpenAI's API to generate answers and to process content. Depending on the feature, the following is sent to OpenAI:

• Chatbot instructions, the relevant passages from the customer's training content, and the visitor's message, to write each reply.
• Uploaded and imported content, to build the chatbot's knowledge base and search index.
• Text from the customer's website, when using Build Your Bot.
• A sample of recent visitor questions, to produce keyword analysis in analytics.
• A visitor's typed booking time (for example "next Tuesday at 10"), without their name or contact details, to match it to a free slot.
• On plans that include web search, the visitor's question, when the chatbot looks for current information online.

OpenAI processes this data under its API business terms, which state that API data is not used to train OpenAI's models by default. AI replies can be wrong; see our Terms of Service.

6. Who we share information with

We share personal information only with service providers that help us run Owlbee, under contracts that limit their use of it, and only as much as each one needs:

Our pages load some open-source files (such as styles and icons) from public content delivery networks, which receive your IP address as part of delivering them.

Booking details are shared with the customer whose chatbot took the booking, and the customer can see the conversations and analytics for their own chatbots. We may also disclose information if required by law, to protect the rights and safety of Owlbee, our customers or others, or as part of a merger or sale of the business, in which case this policy will continue to apply.

7. Cookies and similar technologies

• Session cookie: when you sign in, we set one cookie that keeps you signed in until you close your browser or log out. It is strictly necessary.
• Chat window preference: on websites that use Owlbee, the chat window remembers if you minimized it, using your browser's session storage for that visit only.
• Security cookies: Cloudflare may set strictly necessary cookies to protect the site from bots and attacks.

We do not use advertising cookies or third-party tracking pixels, so there is nothing to opt out of.

8. How long we keep information

• Account information and chatbot content: for as long as the account exists. When an account is deleted, its chatbots, documents, conversations, bookings, settings and usage records are deleted too.
• Conversations and bookings: for as long as the chatbot they belong to exists, so customers can review them. Deleting a chatbot deletes its conversations and bookings. Unfinished booking attempts are deleted after one hour.
• Contact form messages: kept in our email inbox only as long as needed to handle your enquiry.
• Operational logs: for the limited period set by our hosting provider.

We may keep limited records for longer where the law requires it, for example for tax and accounting.

9. Your choices and rights

• Access and correct: customers can see and update their account details from their profile at any time.
• Delete: to delete your account and everything in it, email [email protected] from your account's email address. Customers can delete individual chatbots and documents themselves.
• Emails: analytics reports are opt-in, and every report has a one-click unsubscribe link. Password reset and booking emails are part of the service.
• Chatbot visitors: contact the business whose website you used. You can also email us and we will pass your request to them and help them act on it.

We will respond to verified requests within the time the law requires, and we will not treat you differently for exercising your rights.

California residents

Under the California Consumer Privacy Act, as amended, you can ask to know what personal information we have collected about you, to correct it and to delete it, and you can use an authorized agent to make a request. This policy describes the categories we collect (identifiers, commercial information about your plan, and the content you or visitors provide), the sources (you, your chatbot's visitors and our service providers), and the purposes. We do not sell or share personal information and do not use sensitive personal information to infer characteristics about you.

Visitors from the EEA and the UK

Where the GDPR or UK GDPR applies, we rely on these legal bases: performance of our contract with you (providing the service and billing), our legitimate interests (security, fixing problems and improving the service), your consent (for optional emails such as analytics reports), and legal obligations. You can ask to access, correct, delete, restrict or port your data, object to processing, and withdraw consent at any time. You can also complain to your local data protection authority.

10. Where information is processed

Owlbee is based in the United States, and our service providers may process information in the United States and other countries. Where data from the EEA or UK is transferred, the transfer relies on safeguards such as the standard contractual clauses in our providers' data processing terms.

11. Security

We protect information with measures that include encrypted HTTPS connections, hashed passwords, encrypted storage of payment and API keys, private storage for uploaded documents, and checks that stop chatbot features from reaching private networks. No online service can be perfectly secure, so please use a strong, unique password and tell us at [email protected] if you think your account has been compromised.

12. Children

Owlbee is a business service and is not directed to children under 13. We do not knowingly collect personal information from children. Customers must not set up a chatbot to collect information from children. If you believe a child has given us personal information, contact us and we will delete it.

13. Sensitive information

Owlbee is designed for general business enquiries and bookings. Please do not share health, financial, legal or other sensitive personal details in a chat. Customers must not configure chatbots to ask visitors for such information.

14. Changes to this policy

We may update this policy as the service changes. We will change the "last updated" date above and, for significant changes, tell customers by email or in the app before the changes take effect.

15. Contact us

Owlbee.AI
Email: [email protected]