Chatbot Amico Blog

Privacy Policy

Privacy Policy

Last updated: 19/12/2025

This Privacy Policy explains how Chatbot Amico (“we”, “us”, “our”) collects, uses, stores, and protects personal data when you use our chatbot, website, and related services (the “Service”).

1. Who We Are

Data Controller:
LerriHost ltd

45 the wharf, Chathama, ME44ZN
United Kingdom
Email: info@chatbotamico.com

If you are using the Service on behalf of an organisation, that organisation may be the data controller and we act as a data processor.

2. What Data We Collect

2.1 Information You Provide

We may collect:

  • Messages you submit to the chatbot
  • Information you choose to include in conversations
  • Contact details (e.g. email) if you provide them
  • Support or feedback submissions

2.2 Automatically Collected Data

We may collect:

  • IP address
  • Device and browser information
  • Timestamps and usage data
  • Logs required for security and performance

2.3 Data from Organisations (B2B Use)

If you use the Service via your employer or organisation, we may process:

  • User IDs
  • Workspace or tenant identifiers
  • Role and permission data

3. How We Use Your Data

We use personal data to:

  • Provide and operate the Service
  • Respond to queries and support requests
  • Improve the accuracy and relevance of our knowledge base
  • Maintain security, prevent abuse, and debug issues
  • Comply with legal obligations

4. AI, Chatbots, and Model Training (Important)

4.1 No Model Training by Default

We do not use your conversations to train or fine-tune machine learning models by default.

4.2 Knowledge Base Improvement

We may use anonymised or sanitised questions to improve our knowledge base or documentation, which the chatbot retrieves answers from.

This process:

  • Does not modify model weights
  • Does not constitute AI model training
  • Is treated as content management

4.3 Optional Training (If Applicable)

If we ever offer model training using customer data, this will be:

  • Clearly disclosed
  • Opt-in only
  • Governed by explicit consent or contractual agreement

5. Legal Basis for Processing (GDPR)

We process personal data under one or more of the following bases:

  • Consent – where you explicitly agree
  • Legitimate interest – to operate and improve the Service
  • Contractual necessity – to provide the Service
  • Legal obligation – to comply with applicable laws

6. Data Retention

We retain personal data:

  • Only for as long as necessary for the purposes described
  • In accordance with configured retention periods
  • Or until deletion is requested

You may request deletion at any time (see Section 9).

7. Data Sharing and Sub-Processors

We may share data with trusted third parties, including:

  • Cloud hosting providers
  • AI model providers
  • Analytics and monitoring services
  • Security and compliance vendors

All sub-processors are contractually required to:

  • Protect data
  • Process it only on our instructions
  • Comply with applicable data protection laws

A list of sub-processors is available on request.

8. International Data Transfers

If data is transferred outside the UK/EU, we ensure appropriate safeguards such as:

  • Standard Contractual Clauses (SCCs)
  • Adequacy decisions
  • Equivalent legal protections

9. Your Rights

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

  • Access your personal data
  • Correct inaccurate data
  • Request deletion (“right to be forgotten”)
  • Restrict or object to processing
  • Request data portability
  • Withdraw consent at any time

You can exercise these rights by contacting: info@chatbotamico.com

We will respond within the legally required timeframe (typically 30 days).

10. Security Measures

We use appropriate technical and organisational measures, including:

  • Encryption in transit and at rest
  • Role-based access controls
  • Audit logging
  • Incident response procedures
  • Regular security reviews

11. Children’s Data

The Service is not intended for children under 16.
We do not knowingly collect personal data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time.
Material changes will be communicated via the Service or website.

13. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact: info@chatbotamico.com