Privacy Policy

1. Introduction

PingBox ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered customer messaging platform.

By using PingBox, you agree to the collection and use of information in accordance with this policy. If you do not agree with the practices described in this policy, please do not use our Service.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, phone number, company name, and billing information when you create an account
• Business Documents: Product catalogs, price lists, FAQs, and other documents you upload to power AI responses
• Communication Data: Messages sent and received through connected channels (WhatsApp, Telegram, SMS)
• Support Communications: Information you provide when contacting our support team

2.2 Information Collected Automatically

• Usage Data: How you interact with our Service, including features used, pages visited, and actions taken
• Device Information: Browser type, operating system, device identifiers, and IP address
• Analytics Data: Conversation metrics, response rates, and performance statistics
• Cookies and Tracking: We use cookies and similar technologies to enhance your experience

2.3 Information from Third Parties

• Messaging Platforms: Data received through WhatsApp Business API, Telegram Bot API, and SMS gateways
• Payment Processors: Transaction information from payment providers

3. How We Use Your Information

We use the collected information for the following purposes:

• Provide the Service: Process your documents, generate AI responses, and deliver messages across channels
• Improve the Service: Analyze usage patterns to enhance features and user experience
• Personalization: Customize the Service based on your business needs and preferences
• Communication: Send service updates, security alerts, and support messages
• Analytics: Generate reports and insights about your customer conversations
• Billing: Process payments and manage your subscription
• Legal Compliance: Comply with legal obligations and protect our rights

4. AI Processing and Data Usage

Our AI system processes your data to provide intelligent responses. Here's how we handle this:

• Document Processing: Your uploaded documents are analyzed to extract information for AI responses
• Conversation Context: AI uses conversation history to provide contextually relevant responses
• No Training on Your Data: We do not use your business documents or conversations to train general AI models
• Data Isolation: Your data is kept separate and is only used to provide the Service to you

5. Data Sharing and Disclosure

We may share your information in the following circumstances:

• Service Providers: Third-party vendors who help us operate the Service (hosting, payment processing, analytics)
• Messaging Platforms: WhatsApp, Telegram, and SMS providers to deliver your messages
• Legal Requirements: When required by law, court order, or government request
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you explicitly authorize us to share information

We do not sell your personal information to third parties for marketing purposes.

6. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: Data is encrypted in transit (TLS/SSL) and at rest (AES-256)
• Access Controls: Strict authentication and authorization for data access
• Infrastructure Security: Secure cloud infrastructure with regular security audits
• Employee Training: Staff training on data protection and privacy practices
• Incident Response: Procedures for detecting and responding to security incidents

While we strive to protect your information, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as necessary to:

• Provide the Service and maintain your account
• Comply with legal obligations and resolve disputes
• Enforce our agreements and protect our rights

When you delete your account, we will delete or anonymize your data within 30 days, except where we are required to retain it for legal purposes.

8. Your Rights and Choices

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

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your data
• Portability: Request your data in a portable format
• Objection: Object to certain processing of your data
• Withdrawal: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at privacy@pingbox.io. We will respond to your request within 30 days.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Keep you logged in and remember your preferences
• Understand how you use our Service
• Improve performance and user experience
• Analyze traffic and usage patterns

You can control cookies through your browser settings. Note that disabling cookies may affect the functionality of the Service.

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 to protect your data in accordance with this Privacy Policy and applicable laws.

11. Children's Privacy

Our Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Third-Party Links

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any information.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

14. Contact Us

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

• Email: privacy@pingbox.io
• Data Protection Officer: dpo@pingbox.io
• Website: pingbox.io