Privacy Policy

Last updated: 12/31/2025

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform and services.

1Introduction & Scope 2Our Relationship with You 3What Data We Collect 4IP Address Collection & Usage 5Minors' Data 6Processing Purposes & Legal Basis 7Data Sharing & Subprocessors 8International Data Transfers 9Data Retention Period 10Refund & Data Deletion Policy 11Security Measures 12Your Rights 13Changes to This Policy 14Contact Us

1. Introduction & Scope

Welcome to our Privacy Policy. This document outlines how we handle your personal data when you use our AI-powered business intelligence platform.

This policy applies to all users of our services, including companies registering on our platform, their representatives, and any individuals interacting with our AI chatbots or services.

By using our services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.

2. Our Relationship with You

When you register a company on our platform, you act as a "Data Controller" for the information you provide about your business and customers. We act as a "Data Processor" for the data you entrust to us.

For your personal information (like your email and contact details), we act as a "Data Controller" and process this data to provide you with our services.

We are committed to protecting your privacy and handling your data in accordance with applicable data protection laws, including GDPR, CCPA, and other regional regulations.

3. What Data We Collect

3.1 Company Registration Data

Business name, email address, and contact information
Company documents uploaded for AI processing
FAQs and business information for chatbot training
Payment and billing information
Chat logs and interactions with AI services

3.2 Automated Data Collection

IP Addresses: We collect your IP address when you access our services
Browser type, operating system, and device information
Usage patterns and service interaction data
Cookies and similar tracking technologies
Referral sources and marketing campaign data

3.3 Third-Party Data

Geolocation data from IP address lookup services
Payment processor information
Authentication provider data (if using social login)

4. IP Address Collection & Usage

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We collect IP addresses to enhance security, prevent fraud, and provide location-based features for better service.

4.1 How We Use IP Addresses

Geolocation Services: To provide location-based features, such as suggesting your country code during company registration and profile setup.
Security and Fraud Prevention: To detect and prevent fraudulent activities, unauthorized access, security breaches, and to protect our platform and users.
Compliance Verification: To assist companies in validating user information for regulatory compliance and anti-fraud purposes.
Service Improvement: To analyze usage patterns, optimize performance, and improve our services based on geographic distribution.
Network Diagnostics: To troubleshoot technical issues, monitor service quality, and prevent abuse.

4.2 IP Address Processing

When you register a company on our platform, we use your IP address to:

Determine your approximate geographical location
Suggest an appropriate country code for your business registration
Cross-reference this information with other registration details for validation
Assist in regulatory compliance and verification processes

4.3 Third-Party IP Lookup Services

We may use reputable third-party services (such as ipapi.co) to convert IP addresses into geographical information. These services process IP addresses according to their own privacy policies. We only receive non-personally identifiable geographical data (country codes) from these services.

4.4 Data Protection & Your Rights

IP addresses may be considered personal data in many jurisdictions. We process them in accordance with applicable data protection laws:

GDPR: For EU users, we process IP addresses based on legitimate interests (security, fraud prevention) and contractual necessity
CCPA/CPRA: For California residents, we disclose IP collection and provide opt-out mechanisms where applicable
Other Jurisdictions: We comply with local data protection laws regarding IP address processing

5. Minors' Data

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately. We will take steps to delete such information from our systems.

6. Processing Purposes & Legal Basis

Purpose	Legal Basis
Service provision and account management	Contractual necessity
IP address collection for security and geolocation	Legitimate interests
AI model training and improvement	Legitimate interests
Marketing communications	Consent or legitimate interests
Legal compliance and fraud prevention	Legal obligation

8. Facebook Platform Data

When you connect your Facebook Page to our service, we may receive certain data from Meta Platforms, Inc. ("Facebook Data"):

Page Information: Page IDs, page names, and metadata
Message Content: Text from messages sent to your connected Facebook Page
User IDs: Anonymous user identifiers from Facebook Messenger
Message Metadata: Timestamps, message types, and conversation threads

Important: We do NOT receive or store:

• User profile names or photos
• User contact information
• User friend lists or personal data
• Any data beyond what is necessary for responding to inquiries

8.1 How We Use Facebook Data

Process incoming messages to generate AI responses
Send automated replies to user inquiries
Maintain conversation continuity within Messenger threads
Improve our AI response quality (anonymized data only)

8.2 Data Controller Relationship

For Facebook Data, our customers (businesses who connect their Facebook Pages) act as the Data Controller. We act as a Data Processor under their instructions. We process Facebook Data only to provide the contracted service of automated AI responses.

8.3 Data Retention

Facebook message content is retained for 90 days for service improvement and then automatically deleted. Message metadata (without content) may be retained for up to 1 year for analytics.

8.4 User Rights

Users can exercise their data rights through Facebook's privacy tools. We respond to data deletion requests within 30 days.

8. International Data Transfers

Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including:

Standard Contractual Clauses (SCCs) for EU data transfers
Adequacy decisions where applicable
Data protection agreements with all processors

9. Data Retention Period

We retain data only as long as necessary:

Account Data: While your account is active plus 30 days after deletion
IP Addresses: 90 days for security monitoring, longer if required for legal compliance
Financial Records: 7 years for tax and accounting purposes
Chat Logs: 12 months for service improvement
Backup Data: Up to 30 days after deletion

10. Refund & Data Deletion Policy

Upon account deletion or service termination, we will:

Delete your personal information within 30 days
Retain anonymized data for analytics
Keep financial records as required by law
Remove AI embeddings and trained models associated with your data

Refund requests are handled on a case-by-case basis according to our Terms of Service.

11. Security Measures

We implement robust security measures including:

Encryption of data in transit and at rest
Regular security audits and penetration testing
Access controls and authentication mechanisms
Network security and intrusion detection
Employee training on data protection

12. Your Rights

Depending on your jurisdiction, you may have the right to:

Access your personal data
Correct inaccurate data
Delete your data (subject to legal requirements)
Restrict or object to processing
Data portability
Withdraw consent
Lodge a complaint with a supervisory authority

To exercise these rights, please contact us using the information below.

13. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of any material changes by either:

Posting the updated policy on our website
Sending email notifications to registered users

Your continued use of our services after changes constitutes acceptance of the updated policy. You should keep checking this page for any updates.

14. Contact Us

For questions, concerns, or to exercise your data rights:

Data Protection Officer

Email: info@aigems.co.ke

Response Time: We aim to respond within 30 days

For EU residents: You have the right to lodge a complaint with your local data protection authority.

This Privacy Policy is effective as of 12/31/2025