Privacy Policy

1. Introduction

Welcome to Ask Jo ("we," "us," or "our"), an AI-powered chatbot platform designed to help businesses create and deploy intelligent customer support assistants. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

Ask Jo provides businesses with the ability to create multiple AI assistants (called "Jo") for customer service, staff training, and internal operations. Our platform serves restaurants, gyms, retail stores, and other service businesses.

2. Information We Collect

2.1 Information You Provide Directly

Account Information:

• Email address (required for account creation and authentication)
• First and last name (collected from authentication provider metadata)
• Profile picture/avatar (optional)
• Organization/business information (company name, contact details)

Business Entity Information:

• Business name, address, phone number, and email
• Custom notes and instructions for AI assistants
• Uploaded documents (PDF, DOCX, TXT files up to 10MB)

Contact Form Information:

• Name, email address, and message content when you contact us

AI Assistant Configuration:

• Bot names, roles, audience settings, and personality configurations
• Custom knowledge base content and system prompts

2.2 Information Collected Automatically

Usage Analytics:

• Chat interactions and conversation history
• Token usage statistics for AI processing
• Response times and success rates
• Bot performance metrics
• Request timestamps and frequency

Technical Information:

• IP addresses and geolocation data
• Browser type and version
• Device information
• Usage logs and error reports

2.3 Information from Third Parties

Authentication Providers:

We use Supabase for authentication, which may provide additional user metadata

AI Services:

OpenAI processes chat messages and document content for generating responses

3. How We Use Your Information

3.1 Platform Operation

• Provide, maintain, and improve our AI chatbot platform
• Process authentication and manage user accounts
• Deliver AI-powered chat responses to end users
• Store and process uploaded documents for knowledge base functionality

3.2 Customer Support

• Respond to customer inquiries and support requests
• Troubleshoot technical issues and provide assistance
• Send service-related communications

3.3 Analytics and Improvement

• Analyze platform usage and performance
• Monitor AI assistant effectiveness
• Track unanswered questions for continuous improvement
• Generate usage reports for business customers

3.4 Business Operations

• Process payments and manage subscriptions
• Send billing and account-related notifications
• Enforce terms of service and platform policies
• Prevent fraud and ensure platform security

3.5 Legal Compliance

• Comply with applicable laws and regulations
• Respond to legal requests and enforce our rights
• Protect against security threats and abuse

4. Information Sharing and Disclosure

4.1 With Your Consent

We may share your information when you explicitly consent to such sharing.

4.2 Service Providers

We share information with third-party service providers who help us operate our platform:

• Supabase: Authentication and user management
• OpenAI: AI processing and natural language understanding
• Cloud Storage Providers: Secure document storage
• Email Services: Sending notifications and support communications

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity.

4.4 Legal Requirements

We may disclose information if required by law, court order, or government request, or to protect our rights and safety.

4.5 Aggregated Data

We may share aggregated, anonymized data that cannot identify individual users for analytics and research purposes.

5. AI Processing and Data Usage

5.1 Chat Processing

When users interact with your AI assistants:

• Chat messages are processed by OpenAI to generate responses
• Context from your uploaded documents and configurations is used
• Conversations may be logged for quality improvement and analytics

5.2 Document Processing

Uploaded documents are:

• Processed to extract text content
• Converted to embeddings for semantic search capabilities
• Stored securely for use in AI responses

5.3 Data Retention for AI

• Chat logs and usage data are retained for platform analytics and improvement
• Document content and embeddings are stored as long as the AI assistant exists
• Users can request deletion of their data at any time

6. Data Security

We implement appropriate technical and organizational measures to protect your information:

• Encryption: Data is encrypted in transit and at rest
• Access Controls: Strict access controls and authentication requirements
• Regular Audits: Security audits and vulnerability assessments
• Data Isolation: Multi-tenant architecture ensures organization data separation

However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as necessary to:

• Provide our services
• Comply with legal obligations
• Resolve disputes
• Enforce our agreements

Specific retention periods:

• Account Data: Retained while your account is active and for 3 years after deactivation
• Chat Logs: Retained for 2 years for analytics and improvement
• Usage Analytics: Retained for 3 years for business intelligence
• Uploaded Documents: Retained until deleted by the user or organization

8. Your Rights and Choices

Depending on your location, you may have the following rights:

8.1 Access and Portability

• Request access to your personal information
• Obtain a copy of your data in a portable format

8.2 Correction

• Update or correct inaccurate information
• Modify account settings and preferences

8.3 Deletion

• Request deletion of your personal information
• Delete uploaded documents and AI assistants

8.4 Restriction and Objection

• Restrict processing of your information
• Object to certain types of processing

8.5 Withdraw Consent

• Withdraw consent for processing where applicable

9. Cookies and Tracking

We use cookies and similar technologies to:

• Authenticate users and maintain sessions
• Remember user preferences and settings
• Analyze platform usage and performance
• Provide personalized experiences

You can control cookie settings through your browser preferences.

10. International Data Transfers

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

• Standard contractual clauses
• Adequacy decisions where applicable
• Your explicit consent when required

11. Third-Party Services

Our platform integrates with third-party services. Please review their privacy policies:

• Supabase: Supabase Privacy Policy
• OpenAI: OpenAI Privacy Policy

We are not responsible for the privacy practices of these third parties.

12. Children's Privacy

Our platform is designed for business use and is not intended for children under 13. We do not knowingly collect personal information from children under 13.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Email notification
• Platform notification
• Updated "Last Updated" date

Continued use of our platform after changes constitutes acceptance of the updated policy.

14. GDPR Compliance

For users in the European Economic Area, we comply with the General Data Protection Regulation (GDPR). Our legal basis for processing includes:

• Contract: To provide our services
• Legitimate Interest: For analytics and platform improvement
• Consent: Where explicitly provided

You have the right to lodge a complaint with your local data protection authority.

15. CCPA Compliance

For California residents, we comply with the California Consumer Privacy Act (CCPA). You have the right to:

• Know what personal information we collect
• Request deletion of your information
• Opt-out of sale of personal information (we do not sell personal information)
• Non-discrimination for exercising your rights

16. AI-Specific Disclosures

Training Data

• We do not use your chat interactions or uploaded documents to train AI models
• OpenAI has committed not to use customer data for model training
• Document processing is used solely for your AI assistant's knowledge base

AI Accuracy

• AI responses are generated based on available context and may not always be accurate
• We recommend verifying critical information through other means
• Users should be aware that AI assistants may make mistakes

Data Processing for AI

• Chat messages are temporarily processed by OpenAI for response generation
• Document content is converted to embeddings for semantic search
• No personal data is retained by AI providers beyond processing requirements

17. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Email: privacy@askjo.app

Support: hannah@strawb.co.nz