Privacy Statement
Introduction
Highbot is an AI agent builder for sales, customer support, automation, and user engagement.
We understand that you are aware of and care about your own personal privacy interests, and we take that seriously. This Privacy Notice describes Highbot’s policies and practices regarding its collection and use of your personal data, and sets forth your privacy rights. We recognize that information privacy is an ongoing responsibility, and so we will from time to time update this Privacy Notice as we undertake new personal data practices or adopt new privacy policies.
Contacting Us About Data Protection
Highbot is headquartered in Warsaw, Poland. For any inquiries or concerns regarding our personal data policies, practices, or if you wish to exercise your privacy rights, please feel free to reach out directly to our Privacy Team. Our team is equipped and committed to assisting you with any questions you might have and ensuring your data is handled with the utmost care and respect.
Privacy Team Contact Information:
Asney Polska sp. z o.o.
ul. Władysława Jagiełły 16 lok. 1
How we collect and use (process) your personal information
Highbot collects personal information about its website visitors and customers. With a few exceptions, this information is generally limited to:
- name
- company/website name
- work email
We use this information to provide prospects and customers with services.
We do not sell personal information to anyone and only share it with third parties who are facilitating the delivery of our services.
From time to time, Highbot receives personal information about individuals from third parties. Typically, information collected from third parties will include further details on your employer or industry. We may also collect your personal data from a third party website (e.g. LinkedIn)
Use of the Highbot Website
As is true of most other websites, Highbot’s website collects certain information automatically and stores it in log files. The information may include internet protocol (IP) addresses, the region or general location where your computer or device is accessing the internet, browser type, operating system and other usage information about the use of Highbot’s website, including a history of the pages you view. We use this information to help us design our site to better suit our users’ needs. We may also use your IP address to help diagnose problems with our server and to administer our website, analyze trends, track visitor movements, and gather broad demographic information that assists us in identifying visitor preferences.
Highbot has a legitimate interest in understanding how members, customers and potential customers use its website. This assists Highbot with providing more relevant products and services, with communicating value to our sponsors and corporate members, and with providing appropriate staffing to meet member and customer needs.
Cookies and tracking technologies
Highbot makes available a comprehensive Cookie Notice that describes the cookies and tracking technologies used on Highbot website and provides information on how users can accept or reject them. To view the notice, just click Cookie Notice.
Sharing information with third parties
The personal information Highbot collects from you is stored in one or more databases hosted by third parties located in the European Union. These third parties do not use or have access to your personal information for any purpose other than cloud storage and retrieval. On occasion, Highbot engages third parties to send information to you, including information about our products, services, and events.
A list of our third party sub processors can be found here: https://highbot.ai/legal/subprocessors
We do not otherwise reveal your personal data to non-Highbot persons or businesses for their independent use unless: (1) you request or authorize it; (2) it’s in connection with Highbot-hosted and Highbot co-sponsored conferences as described above; (3) the information is provided to comply with the law (for example, compelled by law enforcement to comply with a search warrant, subpoena, or court order), enforce an agreement we have with you, or to protect our rights, property or safety, or the rights, property or safety of our employees or others; (4) the information is provided to our agents, vendors or service providers who perform functions on our behalf; (5) to address emergencies or acts of God; or (6) to address disputes, claims, or to persons demonstrating legal authority to act on your behalf. We may also gather aggregated data about our services and website visitors and disclose the results of such aggregated (but not personally identifiable) information to our partners, service providers, advertisers, and/or other third parties for marketing or promotional purposes.
The Highbot website connects with third party services such as Facebook, LinkedIn, Twitter and others. If you choose to share information from the Highbot website through these services, you should review the privacy policy of that service. If you are a member of a third party service, the aforementioned connections may allow that service to connect your visit to our site to your personal data.
International Data Transfers
Information we collect about you will be processed in the European Union. By using Highbot’s services, you acknowledge that your personal information will be processed in the European Union.
Highbot does not transfer personal data outside of the EU/EEA without appropriate safeguards. For AI processing, we use Anthropic's language models which operate in the United States; however, we have disabled any training on customer data. Consent may be given to perform a contract with you or to fulfill a compelling legitimate interest of Highbot in a manner that does not outweigh your rights and freedoms. Highbot endeavors to apply suitable safeguards to protect the privacy and security of your personal data and to use it only consistent with your relationship with Highbot and the practices described in this Privacy Statement. Highbot also enters into data processing agreements and standard contractual clauses with its vendors whenever feasible and appropriate.
For more information or if you have any questions, please contact us at hello@highbot.ai .
Data Subject rights
The European Union’s General Data Protection Regulation (GDPR) and other countries’ privacy laws provide certain rights for data subjects. Data Subject rights under GDPR include the following:
- Right to be informed
- Right of access
- Right to rectification
- Right to erasure
- Right to restrict processing
- Right of data portability
- Right to object
- Rights related to automated decision making including profiling
This Privacy Notice is intended to provide you with information about what personal data Highbot collects about you and how it is used.
If you wish to confirm that Highbot is processing your personal data, or to have access to the personal data Highbot may have about you, please contact us.
You may also request information about: the purpose of the processing; the categories of personal data concerned; who else outside Highbot might have received the data from Highbot; what the source of the information was (if you didn’t provide it directly to Highbot); and how long it will be stored. You have a right to correct (rectify) the record of your personal data maintained by Highbot if it is inaccurate. You may request that Highbot erase that data or cease processing it, subject to certain exceptions. You may also request that Highbot cease using your data for direct marketing purposes. In many countries, you have a right to lodge a complaint with the appropriate data protection authority if you have concerns about how Highbot processes your personal data. When technically feasible, Highbot will—at your request—provide your personal data to you.
Reasonable access to your personal data will be provided at no cost. If access cannot be provided within a reasonable time frame, Highbot will provide you with a date when the information will be provided. If for some reason access is denied, Highbot will provide an explanation as to why access has been denied.
For questions or complaints concerning the processing of your personal data, you can email us at hello@highbot.ai.
Use of Google Workspace APIs
Highbot uses Google Workspace APIs to provide certain functionalities within our service. We want to explicitly affirm that any data obtained through Google Workspace APIs is not used to develop, improve, or train generalized AI and/or ML models. The data accessed through these APIs is solely used for the specific purposes of providing our service features and is handled in accordance with our privacy practices as outlined in this policy.
Data Protection Mechanisms
At Highbot, we implement robust data protection mechanisms to safeguard your sensitive information:
- Encryption: All customer data is encrypted using industry-standard encryption algorithms both at rest and in transit.
- Access Control: We employ user roles and permissions to ensure that only authorized personnel can access sensitive data.
- Rate Limiting: To protect against abuse, we implement rate limiting on our agents, controlling the number of requests per user.
- Infrastructure Security: Our database and application run on AWS infrastructure (eu-central-1, unless particular service is not available in that region), partially managed by reputable providers such as Neon
- Compliance: We are GDPR compliant.
- No AI Training: We do not use your data to train AI models. We use Retrieval-Augmented Generation (RAG) to generate responses without compromising your data.
Data storage and retention
Your personal data is stored by Highbot on its servers, and on the servers of the cloud-based database management services Highbot engages, located in the European Union. Highbot retains service data for the duration of the customer’s business relationship with Highbot and for a period of time thereafter, to analyze the data for Highbot’s own operations, and for historical and archiving purposes associated with Highbot’s services. We retain personal data for no longer than 3 years from last interaction, unless a longer period is required by law or necessary to establish, exercise or defend legal claims. Highbot retains prospect data until such time as it no longer has business value and is purged from Highbot systems. All personal data that Highbot controls may be deleted upon verified request from Data Subjects or their authorized agents. For more information on where and how long your personal data is stored, and for more information on your rights of erasure and portability, please contact us at: hello@highbot.ai
Transfer of Personal Data in the Event of Corporate Changes
The Controller may transfer personal data to another entity in the event of a merger, acquisition, corporate reorganization, transfer of assets, or transfer of ownership or operation of the Service to another entity.
In such cases, personal data shall be transferred only to an entity that:
processes personal data in accordance with GDPR,
provides safeguards ensuring a level of data protection no less protective than those described in this Privacy Policy, processes personal data solely for purposes compatible with those for which the data was originally collected.
Legal Basis for Data Transfer
The legal basis for the transfer of personal data in the circumstances described above is the Controller’s legitimate interest in ensuring the continuity, development, and lawful operation of the Service.
User Information Obligation
Users shall be informed of any transfer of personal data resulting from corporate changes in accordance with Articles 13 and 14 of the GDPR, including information about the new controller, where applicable.
User Rights Remain Unchanged
The transfer of personal data as described above shall not affect the rights of Users under applicable data protection laws. Users retain all rights granted to them under the GDPR, including the right of access, rectification, erasure, restriction of processing, data portability, and objection.
Children’s data
We do not knowingly attempt to solicit or receive information from children.
Questions, concerns or complaints
If you have questions, concerns, complaints, or would like to exercise your rights, please contact us at:
Asney Polska sp. z o.o.
ul. Władysława Jagiełły 16 lok. 1
Warsaw, Poland