Privacy Policy

Overview

This Privacy Policy explains how Ayubots Robotics collects, uses, and protects your information when you use KIO AI. By using our service, you agree to the collection and use of information in accordance with this policy. We aim to comply with the General Data Protection Regulation (GDPR) and other applicable privacy laws, subject to technical and operational limitations.

Legal Basis for Processing (GDPR)

Under GDPR, we typically process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to perform our contract with you (service delivery, account management)
• Legitimate Interest: Service improvement, security monitoring, and business analytics (where not overridden by your rights)
• Consent: Marketing communications and promotional notifications (with clear opt-out options)
• Legal Obligation: Compliance with applicable laws, tax requirements, and regulatory obligations

Information We Collect

We collect information to provide, operate, and improve KIO AI. This may include data provided directly by you, collected automatically through usage, or received from authorized integrations.

Account & Business Information:

• Personal information (name, email address, contact details)
• Business information (company name, industry, organization size)
• Account credentials and authentication data
• Billing and payment information (collected and processed by Paddle as our Merchant of Record; see "Payment Data and Paddle" below)

Platform Usage Data:

• Content and data you input into KIO AI (prompts, configurations, training data, business descriptions, names, addresses)
• AI conversations and interactions
• Usage analytics (sessions, features used, performance metrics)
• System logs, error reports, and diagnostic information

Technical Information:

• Device information (type, operating system, browser)
• Network information (IP address, location data)
• Cookies, local storage, and similar technologies
• Integration data from third-party services you connect

How We Use Your Information

We use collected information for the following purposes:

Service Operation:

• Deliver, operate, and maintain the KIO AI platform
• Process AI requests and generate responses
• Authenticate users and secure accounts
• Coordinate with Paddle to manage payments and subscriptions

Improvement & Support:

• Customize and improve service features
• Analyze usage patterns and performance optimization
• Provide technical support and respond to inquiries
• Debug issues and maintain system security

Communication:

• Send service-related notifications and updates
• Provide onboarding and educational content
• Send promotional notifications and marketing communications (with clear opt-out options)
• Administrative messages regarding your account

Legal & Security:

• Detect, prevent, and investigate fraud or abuse
• Enforce our Terms of Service and policies
• Comply with legal obligations and regulatory requirements

Data Controller Information (GDPR)

Data Controller: Ayubots Robotics is the data controller for your personal information processed through KIO AI, with the exception of billing and payment data described below, for which Paddle acts as an independent controller.

Contact for Data Protection Matters: For all data protection inquiries, privacy rights requests, or concerns, contact us at support@ayubots.com

User Control: You have control over business information and training data provided to robots. You can modify, remove, or delete this information directly within the platform, subject to technical limitations and legal requirements.

Payment Data and Paddle

All purchases of KIO AI are sold by Paddle.com Market Limited ("Paddle"), our Merchant of Record. When you make a purchase, the billing and payment information you provide (such as card details, billing address, and transaction history) is collected and processed by Paddle as an independent data controller, not merely as a processor acting on our behalf. Paddle determines its own purposes and means for processing this data, including for payment processing, tax compliance, fraud prevention, and its own regulatory obligations, under Paddle's own Privacy Policy, available at paddle.com/legal/privacy.

We receive limited transaction information back from Paddle (such as subscription status and order confirmation) in order to provision and manage your KIO AI account. For questions about how Paddle handles your payment data, or to exercise privacy rights specifically related to a Transaction, contact Paddle directly via paddle.net.

LLM Training and Data Usage

Real-time Learning: KIO AI generally do not learn or adapt from individual conversations in real time. Each interaction is typically processed independently without memory.

Model Improvement: We may use aggregated and anonymized usage data to improve performance, detect usage patterns, and enhance capabilities. We aim to ensure your specific business content is not used to train public or shared LLMs without explicit opt-in consent, subject to the practices of our AI service providers.

Data Retention: Logs and usage data may be retained for service quality, security monitoring, and compliance. Deletion requests can be accommodated where technically feasible and legally permissible.

Output Disclaimer: LLM-generated responses may be inaccurate, biased, or inappropriate. You are responsible for reviewing and validating all outputs before using them in any context.

Information Sharing and Disclosure

We do not sell, rent, or trade your personal or business information to third parties for their own marketing purposes. We may share information in the following circumstances:

Essential Service Providers:

Paddle (Merchant of Record): Payment processing and billing management, as described above under "Payment Data and Paddle." Paddle operates under its own data protection agreements and aims for GDPR compliance.

We may work with other trusted third-party service providers for hosting, analytics, and customer support. These providers operate under confidentiality agreements and are instructed to use your information only to provide services to us.

Legal Requirements:

We may disclose information when we believe in good faith that disclosure is required by law, court order, or government request, or when we believe it necessary to protect our legal rights, enforce our Terms of Service, prevent fraud, or ensure user safety.

Business Transfers:

In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of the business transaction, subject to reasonable privacy protections.

Aggregate Data:

We may share anonymized, aggregated statistical information that cannot reasonably identify individual users or businesses for research, marketing, or industry analysis purposes.

Your Privacy Rights (Including GDPR Rights)

Under GDPR and other applicable privacy laws, you may have the following rights regarding your personal information:

• Right of Access: Request a copy of personal information we hold about you, including data sources and processing purposes
• Right to Rectification: Update or correct inaccurate or incomplete information
• Right to Erasure ("Right to be Forgotten"): Request deletion of your account and associated data, subject to technical and legal limitations
• Right to Data Portability: Export your data in a structured format where technically feasible
• Right to Restrict Processing: Limit how we process your information in certain circumstances
• Right to Object: Object to processing based on legitimate interests or for marketing purposes
• Right to Withdraw Consent: Withdraw consent for marketing communications at any time
• Right to Lodge a Complaint: File a complaint with your local data protection authority

How to Exercise Your Rights: To exercise these rights or request account deletion, contact us at support@ayubots.com. We aim to respond to valid requests promptly, typically within 30 days where legally required. Account deletion requests will result in removal of associated data where technically feasible, subject to legal retention requirements and operational limitations. Rights requests concerning billing or payment data controlled by Paddle should be directed to Paddle at paddle.net.

Verification: We may need to verify your identity before processing certain requests to protect against unauthorized access.

Data Security and Protection

We strive to implement reasonable security measures to protect your information, which may include:

• Encryption of data in transit and at rest
• Access controls and authentication systems
• Security monitoring and vulnerability assessments
• Secure cloud infrastructure with reputable providers
• Employee training and access limitation policies

However, no system is completely secure. You are responsible for maintaining the security of your account credentials, API keys, and access controls. We encourage you to notify us at support@ayubots.com if you suspect any unauthorized access, and we will make reasonable efforts to investigate and respond.

International Data Transfers

KIO AI operates globally and may process your information in countries outside your residence, including outside the European Economic Area (EEA). We aim to ensure that international data transfers are protected by appropriate safeguards such as:

• Standard Contractual Clauses (SCCs) or similar mechanisms where appropriate
• Adequacy decisions for countries with equivalent data protection
• Additional technical and organizational measures where feasible

Data Retention

We aim to retain your information only for as long as necessary to provide services and fulfill the purposes outlined in this policy. Typical retention periods include:

• Account information: Until account deletion or as required by law
• Usage logs: Generally up to 24 months for security and service improvement
• AI conversation data: Generally up to 12 months unless earlier deletion requested
• Billing records: Retained by Paddle as required by tax and accounting regulations
• Marketing consent records: Until withdrawn or extended periods of inactivity

After retention periods expire, or upon valid deletion requests, we aim to securely delete data from our systems, subject to technical limitations and legal requirements.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance user experience, analyze usage, and provide personalized content. Where required by law, we obtain your consent for non-essential cookies. You can control cookie preferences through your browser settings, though this may affect some service functionality.

Essential cookies for service functionality are used based on legitimate interest and cannot typically be disabled while using the service.

Third-Party Services

KIO AI integrates with Paddle for payment processing and may integrate with other third-party services for analytics and customer support. These services have their own privacy policies, and we aim to work with providers that meet reasonable data protection standards. We are not responsible for their privacy practices. We recommend reviewing their policies before connecting integrations, including Paddle's Privacy Policy at paddle.com/legal/privacy.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. We aim to communicate material changes through email notification with reasonable advance notice. Your continued use of the service after changes indicates acceptance of the updated policy. You always have the right to object to changes or request account deletion.

Children's Privacy

KIO AI is designed for business use and is not intended for individuals under 16 years of age (or the minimum age for digital consent in your jurisdiction). We do not knowingly collect personal information from children. If we become aware of such collection, we will take steps to delete the information in accordance with applicable law.

Limitation of Liability

While we strive to protect your information and comply with applicable privacy laws, our privacy practices are subject to technical limitations, system constraints, and evolving legal requirements. We make no warranty that our privacy measures will be uninterrupted or error-free. Your use of our service is subject to the limitation of liability provisions in our Terms of Service.

Contact Information

For questions about this Privacy Policy, to exercise your privacy rights, report privacy concerns, or request account deletion, contact us at support@ayubots.com. For questions specifically about payment or billing data, contact Paddle at paddle.net.