Privacy Policy (chatbot)

Last updated: October 25th, 2024

1. Introduction

Welcome to Altek AI's Chatbot Service. We are committed to protecting your privacy and ensuring that your personal data is handled securely and responsibly. This Privacy Policy explains how we collect, use, store, and protect your personal information when you interact with our chatbot embedded on hotel websites. We are committed to complying with GDPR and ensuring that your privacy is protected.

2. Who We Are

  • Company Name: Altek AI AS
  • Address: Industrigata 40, 0357 Oslo, Norway
  • Email: hello@altek.ai

3. Personal Data We Collect

Our chatbot does not require you to provide personal information and you are encouraged to not share any personal data when using our services. However, during your interaction, you may voluntarily share:

  • General Information: Any text you enter into the chatbot, which may include personal data such as names, email addresses, phone numbers, dates of birth, age, gender, location, and other identifiers.
  • Sensitive Information: You may also choose to share special categories of data, such as health information or religious beliefs.
  • Timestamps: We log the timestamp of each conversation to ensure proper functionality.

4. How We Use Your Data

  • Providing Services: To generate responses to your inquiries.
  • Service Improvement: Analyzing anonymized data to enhance our chatbot's performance and develop new features.
  • Analytics: Generating aggregated statistics (e.g., sentiment analysis, busiest hours) for hotels to improve customer service.

5. Data Anonymization and De-identification

Before storing any chat logs, we use recognized anonymization and de-identification measures in accordance with EU regulations. Personal identifiers, such as names, email addresses, phone numbers, and other sensitive information, are removed or masked to ensure that the data cannot be linked back to you personally.

6. Legal Basis for Processing

Our processing relies on legitimate interests and your consent. By using our services, you consent to the processing of your messages to the chatbot.

7. Processing Purpose

The purpose for processing your personal data is:

  • For You: To provide accurate and helpful responses.
  • For Us: To improve our services through analysis of anonymized data.

8. Data Retention

  • Anonymized Chat Logs: Retained for six months and then deleted.
  • Analytical Data: Aggregated and anonymized data may be retained beyond six months for statistical purposes.

9. Data Sharing and Third Parties

We comply with regulations governing the use of third parties and have agreements in place to ensure the protection of users' rights.

10. International Data Transfers

Data sent to some third parties involves transfers outside the EU/EEA. We have implemented safeguards through our DPAs with these third parties, who have agreed to follow EU standards for data protection and have implemented the necessary security measures to safeguard your data.

11. Data Security Measures

We take appropriate technical and organizational measures to protect your data:

  • Technical Measures: We implement industry-standard security practices to ensure the safety of data in transit and at rest, including the use of secure servers within the EU/EEA.
  • Organizational Measures: Employees and contractors with access to data are bound by confidentiality agreements. We also conduct regular training on data protection and privacy policies to ensure ongoing compliance.

12. Your Rights

Since we anonymize and de-identify your personal data it is not possible to link data back to you. Therefore, we cannot provide access, correction, or deletion of your specific data.

  • Opt-Out: If you do not wish for your data to be processed, please refrain from using the chatbot.

13. Children's Privacy

  • Our chatbot is not intended for individuals under 16 years of age.
  • We do not knowingly collect personal data from children under 16.
  • If you believe a child has provided us with personal data, please contact us at hello@altek.ai.

14. Data Breach Procedures

While we have robust security measures in place, we are committed to actively safeguarding your data and continuously improving our protection efforts.

  • Detection and Response: We have procedures in place to detect, report, and investigate personal data breaches, ensuring that appropriate actions are taken promptly.
  • Notifications: In the event of a data breach, we will notify the affected hotels and supervisory authorities as required by law.

15. Changes to This Privacy Policy

We may update this Privacy Policy as necessary.

  • Notification of Changes: Significant changes will be communicated to hotels via email and updated on our website.
  • Review Frequency: This policy is reviewed regularly to ensure compliance with legal requirements and our services.

16. Integration with Hotel Policies

  • While our chatbot operates on hotel websites, our privacy practices may differ from those of the hotels.
  • We coordinate with hotels to ensure consistent privacy practices, but we encourage you to review both our Privacy Policy and the hotel's privacy policy.

17. Contact Information

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

Email: hello@altek.ai