Privacy policy
How Neutonsoft AI handles personal data.
Last updated: [date]. This policy is published by [company legal name], [registered address] (“Neutonsoft AI”, “we”).
Who this covers
Our customers and their teams, who use the Neutonsoft AI portal. For their account data, we decide how it is used.
Visitors to our customers' websites, who talk with a Neutonsoft AI agent. Here we process data on our customer's behalf and follow their instructions; the customer is responsible for telling their visitors. [confirm controller and processor roles under the applicable law]
Visitors to this website. This site does not use advertising or analytics cookies.
What we collect from website visitors
- A random visitor key kept in the visitor's browser. We store only a hash of it, so the same chat can carry on across tabs and return visits.
- Chat messages and the addresses of the pages the visitor was on during the chat.
- Details they choose to share, such as name, email, phone or company, and notes added by the customer's team.
- A rough location, worked out from the browser's time zone and language. We do not look up IP addresses for this.
- Voice: what a visitor says to the agent is used to answer them. [confirm how speech is turned into text, by whom, and whether any audio is stored]
- Call recordings of calls with the customer's team, made only after the visitor is told.
- Notification subscriptions, if a visitor allows browser notifications.
What we collect from customers
- Account details: name, email, organization and role.
- Sign-in through Microsoft or Salesforce, using OAuth. We never see those passwords.
- Directory data from Microsoft 365, if connected: people and groups the customer chooses.
- Content the customer adds: documents, website pages read by the agent, answers and settings.
- Usage of the portal, such as credits used. [billing data, once billing is live]
How we use it
- To answer visitors: questions and the most relevant passages from the customer's content are sent to an AI model to write each answer.
- To let the customer's team see and continue conversations, calls and leads.
- To send leads and alerts to tools the customer connects, such as Microsoft Teams, Salesforce or a webhook.
- To keep the service working and secure. [legal bases for each purpose]
Who we share it with
Service providers that run parts of Neutonsoft AI for us, under contract: [confirm the list, for example an AI model provider, database hosting, search embeddings, file storage, email delivery and browser push services]. Tools a customer connects receive the data the customer sends them. We do not sell personal data.
How long we keep it
[retention periods for chats, leads, recordings, documents and accounts, and what happens when a customer leaves]
Where it is stored
[hosting locations and international transfer safeguards]
Your choices and rights
Visitors can ask the business whose website they used to see, correct or delete their data, and we help our customers do so. Customers can edit or delete leads and visitor details in the portal, and disconnect connected tools at any time. [rights under the applicable law, and how to complain to the regulator]
Contact
Write to info@neutonsoft.com. [data protection contact, if different]