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Privacy Policy

Privacy Policy

Last Updated On 22-Jan-2025 Effective Date 22-Jan-2025

This Privacy Policy describes how Reload People Ltd., a company registered in England and Wales under company number 14302234, with its registered office at 20-22 Wenlock Road, London, N1 7GU, United Kingdom (“Company”, “we”, “us”, or “our”), processes personal data collected from users (“User”, “you”) who interact with the website https://infopilot.ai/ and its subdomains (the “Platform”).

We are committed to protecting your privacy and ensuring that your personal data is handled in compliance with UK GDPR (United Kingdom General Data Protection Regulation), the Data Protection Act 2018, and any other applicable data protection regulations in the UK and Europe.

By accessing and using our Platform, you consent to the collection, processing, and use of your personal data as described in this Privacy Policy. If you do not agree with these terms, please refrain from using our services.

1. Definitions

For the purposes of this Privacy Policy, the following terms shall have the meanings set out below:

  • Personal Data: Any information that relates to an identified or identifiable natural person.
  • Processing: Any operation or set of operations performed on personal data, including collection, recording, organization, structuring, storage, modification, retrieval, consultation, use, disclosure, dissemination, alignment, restriction, erasure, or destruction.
  • Data Controller: Reload People Ltd., responsible for determining the purposes and means of processing personal data.
  • Data Processor: Any third party that processes personal data on behalf of the Data Controller.
  • User: Any individual or entity that accesses or uses the InfoPilot.ai Platform.
  • Service(s): The suite of AI-powered tools provided by InfoPilot.ai, including but not limited to chatbot automation, customer interaction management, and business integrations.
  • UK GDPR: The United Kingdom General Data Protection Regulation, which governs the processing of personal data in the UK.

2. Categories of Personal Data Processed

We collect and process different types of personal data based on how you interact with InfoPilot.ai. The categories of data we process include:

2.1 Data Provided by Users

When you register on InfoPilot.ai, subscribe to our services, or contact us, you may provide the following data:

  • Identification Data: Name, surname, username, company name (if applicable).
  • Contact Data: Email address, phone number.
  • Billing and Payment Data: Address, VAT number (if applicable), and payment details (processed securely via Stripe).
  • Account Credentials: Encrypted passwords, authentication tokens.
2.2 Automatically Collected Data

When you use our platform, we may automatically collect:

  • Device and Connection Data: IP address, browser type, operating system, language settings.
  • Usage Data: Pages visited, interaction with chatbots, time spent on the platform, referral sources.
  • Cookies and Tracking Technologies: Collected through tools like Google Analytics (for analytical insights) and session tracking cookies (for user authentication).
2.3 Data Processed from Integrated Platforms

If you connect third-party applications (e.g., WhatsApp, Facebook Messenger, Zendesk, Slack), we may process data as required for the integration, such as:

  • Chat interactions.
  • User inquiries and messages.
  • Customer support tickets.
2.4 Data Related to AI-Generated Interactions

As InfoPilot.ai uses AI-powered chatbots (OpenAI’s GPT models, Google Dialogflow), we may store and process:

  • Chat transcripts to improve responses and enhance AI learning.
  • Conversational analytics (e.g., sentiment analysis, engagement metrics).

3. Purpose of Processing

We process your personal data for the following purposes:

3.1 Providing and Improving Our Services
  • To create and manage user accounts.
  • To provide AI-powered customer support and chatbot automation.
  • To facilitate integrations with third-party applications like WhatsApp, Messenger, Slack, Zendesk, and Telegram.
  • To process payments and manage billing.
3.2 Personalization and User Experience Enhancement
  • To improve chatbot performance through AI model training and conversational analytics.
  • To customize user interactions and enhance platform usability.
  • To remember user preferences and previous interactions.
3.3 Marketing and Communications
  • To send service-related emails, such as account updates and system notifications.
  • To provide promotional offers (only with user consent).
  • To conduct customer satisfaction surveys.
3.4 Security and Fraud Prevention
  • To protect against unauthorized access, cyber threats, and fraudulent transactions.
  • To comply with legal obligations related to cybersecurity and data protection.
3.5 Legal and Compliance Purposes
  • To fulfill our obligations under UK GDPR, the Data Protection Act 2018, and other applicable regulations.
  • To respond to legal requests, including law enforcement inquiries.
  • To enforce our Terms and Conditions and prevent service abuse.

4. Legal Basis for Processing

We process personal data based on the following legal grounds in compliance with the UK GDPR and Data Protection Act 2018:

4.1 Contractual Necessity

We process personal data when it is necessary to provide our services, including:

  • Account registration and management.
  • Processing payments and subscriptions.
  • Providing AI-powered chatbot services and customer support.

4.2 Legitimate Interests

We process data to improve user experience, maintain security, and prevent fraud. Our legitimate interests include:

  • Enhancing the functionality of InfoPilot.ai based on user behavior and feedback.
  • Detecting and preventing fraudulent activity to protect our services.
  • Marketing and communication (only for existing customers, with opt-out options).
4.3 Consent

In certain cases, we rely on user consent for processing:

  • Marketing communications and promotional offers.
  • Cookies and tracking technologies (where required by law).
  • AI-based data processing for chatbot improvements.

Users may withdraw consent at any time by adjusting preferences in their account settings or contacting privacy@reloadzx.com.

4.4 Legal Obligations

We process data when necessary to comply with legal and regulatory requirements, including:

  • Ensuring compliance with data protection regulations (UK GDPR, EU GDPR, and other applicable laws).
  • Tax and financial reporting.
  • Law enforcement requests and legal compliance.

5. Data Sharing and Transfers

We do not sell or rent personal data. However, we may share information with trusted third parties under the following circumstances:

5.1 Service Providers

We collaborate with third-party providers that help us deliver and improve our services. These include:

  • Payment Processors (e.g., Stripe) to handle transactions securely.
  • Cloud Hosting Providers (e.g., AWS, DigitalOcean) for platform infrastructure.
  • AI and NLP Providers (e.g., OpenAI, Google Dialogflow) for chatbot functionality.
  • Analytics and Marketing Tools (e.g., Google Analytics) to improve user experience.

These partners only process data on our behalf and under strict confidentiality agreements.

5.2 Third-Party Integrations

If users choose to connect third-party services (e.g., WhatsApp, Messenger, Zendesk, Slack), we may exchange data as required for integration. Users are responsible for reviewing the privacy policies of these external platforms.

5.3 Legal and Regulatory Compliance

We may disclose personal data if required by law, such as:

  • Responding to law enforcement or government requests.
  • Complying with tax, legal, and regulatory obligations.
  • Protecting InfoPilot.ai from fraud, abuse, or legal disputes.
5.4 International Data Transfers

We store and process data in the United Kingdom and European Union. If data is transferred outside these jurisdictions, we ensure:

  • Adequate safeguards (e.g., UK/EU Standard Contractual Clauses).
  • Data protection measures aligned with UK GDPR and international standards.

Users can request more details on international transfers by contacting privacy@reloadzx.com.

6. Data Retention Policy

We retain personal data only for the period necessary to fulfill the purposes outlined in this Privacy Policy:

6.1 User Accounts and Subscriptions
  • Active users: Data is retained while the account is active.
  • Inactive accounts: Deleted after 12 months of inactivity unless legally required to retain.
  • Subscription records: Retained for tax and compliance reasons (typically 6 years).
6.2 AI Chatbot Interactions
  • Stored conversations: Retained for up to 90 days for service improvement.
  • AI learning data: Aggregated and anonymized for model optimization.
6.3 Customer Support Data
  • Support tickets and emails: Retained for up to 2 years for reference.
6.4 Financial and Legal Records
  • Transactional data: Stored for at least 6 years (as per UK tax regulations).

When retention is no longer required, data is securely deleted or anonymized.

7. User Rights

Under the UK GDPR, users have the following rights concerning their personal data:

7.1 Right to Access

Users can request a copy of their personal data by contacting privacy@reloadzx.com.

7.2 Right to Rectification

Users can update or correct inaccurate data within their account settings.

7.3 Right to Erasure (“Right to be Forgotten”)

Users may request account deletion. Certain data may be retained for legal compliance.

7.4 Right to Restriction of Processing

Users can request limited processing under specific circumstances.

7.5 Right to Data Portability

Users can request a structured copy of their data for transfer to another provider.

7.6 Right to Object

Users can opt out of marketing communications and object to processing based on legitimate interests.

7.7 Right to Lodge a Complaint

Users can file complaints with the UK Information Commissioner’s Office (ICO) if they believe their data protection rights have been violated.

8. Contact Information and Data Protection Officer (DPO)

For any privacy-related inquiries, users can contact our Data Protection Officer (DPO):

Email: privacy@reloadzx.com
Address: Reload People Ltd, 20-22 Wenlock Road, London, N1 7GU, United Kingdom

We respond to all requests within 30 days as required by UK GDPR regulations.