Your Privacy Matters to Us

1. Who We Are

Modern Chatbot is a product of Modern Operator ("we," "us," or "our"), a technology company registered in Canada. We provide an AI-powered chatbot platform that helps businesses capture leads, automate conversations, and integrate with third-party services.

For questions about this policy, contact us at [email protected].

2. Scope of This Policy

This Privacy Policy applies to all services offered through:

• The Modern Chatbot website at modernchatbot.ai and its subdomains
• The Modern Chatbot application at app.modernchatbot.ai
• Chatbot widgets deployed on third-party websites using our platform
• Any related APIs, integrations, and communication channels

This policy does not apply to third-party websites, applications, or services that we do not own or control, even if they are linked from our platform.

3. Information We Collect

3.1 Information You Provide Directly

• Account information: Name, email address, password, company name, and billing details when you create an account or subscribe to a plan.
• Chatbot content: The conversation flows, AI prompts, training data, branding assets, and configuration settings you create within our platform.
• Support communications: Messages, emails, and attachments you send to our support team.

3.2 Information Collected Through Your Chatbot

• End-user conversations: Messages exchanged between your website visitors and your chatbot, including any personal information visitors voluntarily provide (name, email, phone number, etc.).
• Lead data: Form submissions and contact details captured by your chatbot's lead capture functionality.

Important: You are the data controller for information collected through your chatbot. We process this data on your behalf as a data processor. You are responsible for informing your website visitors about data collection through your own privacy disclosures.

3.3 Information Collected Automatically

• Usage data: Pages visited, features used, time spent in the application, and interaction patterns.
• Device and browser data: IP address, browser type, operating system, screen resolution, and referring URL.
• Cookies and similar technologies: Session cookies for authentication, preference cookies, and analytics cookies. See Section 9 for more detail.

4. How We Use Your Information

We use the information we collect for the following purposes:

• Service delivery: To operate, maintain, and improve the Modern Chatbot platform, including hosting your chatbots, processing conversations, and delivering lead data to your configured integrations.
• AI processing: To send conversation data to third-party AI providers (such as OpenAI) for generating AI responses within your chatbot. This data is transmitted securely and is subject to the AI provider's data processing terms.
• Account management: To manage your subscription, process payments, and communicate about your account.
• Support: To respond to your questions, troubleshoot issues, and provide technical assistance.
• Product improvement: To analyze usage patterns and feedback in order to improve our platform, develop new features, and fix bugs.
• Communications: To send service-related notices, security alerts, and (with your consent) product updates and educational content. You can opt out of non-essential communications at any time.
• Legal compliance: To comply with applicable laws, regulations, and legal processes.

5. How We Share Your Information

We do not sell, rent, or trade your personal information. We share data only in the following circumstances:

• Third-party integrations you configure: When you connect your chatbot to services like Google Sheets, Zapier, Make.com, GoHighLevel, webhooks, or email, your lead data is transmitted to those services according to your configuration. You control which integrations are active.
• AI providers: Conversation data is sent to AI model providers (e.g., OpenAI) to generate responses. These providers process data under strict data processing agreements and do not use your data to train their models.
• Infrastructure providers: We use trusted hosting, cloud storage, and CDN providers to operate our platform. These providers process data solely on our behalf and under confidentiality obligations.
• Payment processors: Billing information is handled by PCI-compliant payment processors. We do not store your full credit card number.
• Legal requirements: We may disclose information if required by law, subpoena, court order, or to protect the rights, property, or safety of Modern Operator, our users, or the public.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you of any such change.

6. Data Retention

We retain your data for as long as your account is active or as needed to provide our services. Specifically:

• Account data: Retained for the duration of your subscription and for up to 30 days after account deletion to allow for recovery.
• Chatbot conversation logs: Retained according to your plan settings. You can delete conversation history at any time from your dashboard.
• Lead data: Retained until you delete it or close your account.
• Billing records: Retained for up to 7 years as required by tax and accounting regulations.

After the applicable retention period, data is securely deleted or anonymized.

7. Data Security

We implement industry-standard technical and organizational measures to protect your information, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure authentication and access controls
• Regular security assessments and monitoring
• Limited employee access on a need-to-know basis
• Incident response procedures for potential data breaches

While we strive to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security, but we are committed to promptly notifying affected users in the event of a data breach as required by applicable law.

8. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that we correct inaccurate or incomplete data.
• Deletion: Request that we delete your personal data, subject to legal retention requirements.
• Portability: Request your data in a structured, machine-readable format.
• Objection: Object to processing of your data for certain purposes.
• Withdrawal of consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

9. Cookies and Tracking Technologies

We use the following types of cookies:

• Essential cookies: Required for authentication, security, and core functionality. These cannot be disabled.
• Functional cookies: Remember your preferences and settings (e.g., language, theme).
• Analytics cookies: Help us understand how users interact with our platform so we can improve it. These are anonymized where possible.

We do not use advertising or cross-site tracking cookies. You can manage cookie preferences through your browser settings. Disabling essential cookies may affect platform functionality.

10. International Data Transfers

Modern Operator is based in Canada. Your data may be processed in Canada, the United States, or other countries where our infrastructure providers operate. When data is transferred internationally, we ensure appropriate safeguards are in place, including:

• Standard contractual clauses approved by relevant authorities
• Data processing agreements with all sub-processors
• Compliance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA)

11. Children's Privacy

Modern Chatbot is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us at [email protected] and we will promptly delete it.

12. Your Responsibilities as a Chatbot Owner

If you use Modern Chatbot to collect data from your own website visitors, you are responsible for:

• Providing a clear privacy notice on your website that discloses the use of a chatbot and any data collection
• Obtaining any required consents from your end users before collecting their personal information
• Complying with all applicable privacy laws in your jurisdiction (including GDPR, CCPA, PIPEDA, or others)
• Ensuring that data collected through integrations is handled in accordance with your own privacy obligations

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will:

• Update the "Last Updated" date at the top of this page
• Notify you by email or through a prominent notice in our application

Your continued use of Modern Chatbot after any changes constitutes acceptance of the updated policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

Modern Operator
Email: [email protected]
Website: modernchatbot.ai