Privacy Policy

1. Introduction

AnswerMind AI, Inc. ("AnswerMind AI," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our website, create an account, or use the AnswerMind AI platform and associated services (collectively, the "Service").

By accessing or using the Service, you acknowledge that you have read and understood this Privacy Policy. If you do not agree, please do not use the Service.

2. Information We Collect

2.1 Account and Registration Data

When you create an account, we collect your full name, email address, organization name, and any other information you voluntarily provide during registration, such as a workspace name or job title.

2.2 Billing and Payment Data

Subscription payments are processed by Paddle (Paddle.com Market Ltd.), our Merchant of Record. We do not receive, store, or process your payment card numbers. Paddle provides us with a transaction reference, subscription status, and billing cycle information for account management purposes. Paddle's collection and processing of your payment information is governed by Paddle's own Privacy Policy.

2.3 Customer Data

Customer Data refers to documents, FAQs, website content, URLs, and other files that you upload or connect to the Service to train your chatbots. This data is stored on your behalf and is used exclusively to provide the Service to you.

2.4 Conversation and Interaction Data

When your deployed chatbot interacts with end users, conversation logs (messages exchanged, timestamps, session identifiers) are stored to provide analytics, support human handover functionality, and allow you to review chat history. This data belongs to you.

2.5 Usage and Technical Data

We automatically collect information about how you interact with the Service, including pages visited, features accessed, API requests, browser type, device type, operating system, IP address, and referring URLs. This data helps us understand how the Service is used, diagnose technical issues, and improve performance.

2.6 Communications Data

If you contact us for support or provide feedback, we retain those communications to respond to your inquiry and improve our Service.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service delivery: To provision, operate, maintain, and improve the AnswerMind AI platform;
• Account management: To authenticate users, manage subscriptions, and process billing;
• Customer support: To respond to inquiries, troubleshoot issues, and provide technical assistance;
• Communications: To send transactional emails (receipts, alerts, trial reminders), security notifications, and product announcements;
• Analytics and improvement: To understand usage patterns, diagnose bugs, and make product improvements;
• Security and fraud prevention: To detect, investigate, and prevent unauthorized access and abuse;
• Legal compliance: To fulfill obligations under applicable law, respond to lawful requests, and enforce our Terms of Service.

4. Your Data Is Your Data

We will never use your Customer Data, your chatbot's training content, or your end users' conversation data to train, fine-tune, or improve our underlying AI models or any shared models. Your knowledge base, uploaded documents, and conversation logs are processed solely on your behalf to operate the Service. We access them only as necessary to provide the Service or, at your explicit request, to provide technical support.

5. Cookies and Tracking Technologies

We use cookies and similar tracking technologies for authentication, session management, and product analytics. For full details on the types of cookies used and how to control them, please see our Cookie Policy.

6. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties. We share information only in the following limited circumstances:

• Service providers and subprocessors: We engage trusted third-party vendors to help deliver the Service, including cloud infrastructure providers, AI model API providers, email delivery services, and analytics tools. These vendors are contractually obligated to process data only on our instructions and to maintain appropriate security standards. See our Data Processing Agreement for the list of subprocessors.
• Payment processing: Payment data is shared with Paddle as our Merchant of Record to process transactions and manage subscriptions.
• Legal requirements: We may disclose information if required by applicable law, court order, or governmental authority, or where we believe disclosure is necessary to protect the rights, property, or safety of AnswerMind AI, our users, or the public.
• Business transfers: If AnswerMind AI is involved in a merger, acquisition, or sale of all or substantially all of its assets, your information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

7. Data Retention

We retain your account data for as long as your account is active. After cancellation or account deletion, we retain account data for up to 90 days to allow account recovery and to comply with legal obligations, after which it is permanently deleted.

Customer Data (uploaded documents, knowledge bases) is retained for the duration of your subscription and deleted within 30 days of account termination. Conversation logs are retained for 12 months from the date of each conversation unless you request earlier deletion from within the dashboard.

Certain data may be retained longer where required by applicable law (e.g., tax records, transaction logs).

8. Data Security

We implement industry-standard technical and organizational security measures to protect your data, including:

• Encryption in transit using TLS 1.2 or higher;
• Encryption at rest using AES-256;
• Role-based access controls and least-privilege principles for internal access;
• Regular security assessments and vulnerability scanning;
• Audit logging for administrative actions.

Despite these measures, no system is perfectly secure. We cannot guarantee the absolute security of your data. In the event of a data breach, we will notify affected users and applicable authorities as required by law.

9. Your Rights

Depending on your jurisdiction, you may have the following rights with respect to your personal data:

• Access: Request a copy of the personal data we hold about you;
• Rectification: Request correction of inaccurate or incomplete data;
• Erasure: Request deletion of your personal data ("right to be forgotten"), subject to legal retention requirements;
• Portability: Request an export of your personal data in a machine-readable format;
• Restriction: Request that we restrict processing of your data in certain circumstances;
• Objection: Object to processing based on legitimate interests or for direct marketing purposes;
• Withdrawal of consent: Where processing is based on consent, withdraw that consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, email us at [email protected]. We will respond within 30 days. We may ask you to verify your identity before processing your request.

10. International Data Transfers

AnswerMind AI operates globally and your data may be transferred to and processed in countries other than your own, including the United States. When we transfer personal data from the European Economic Area (EEA), United Kingdom, or Switzerland to countries that have not been deemed to provide an adequate level of data protection, we rely on appropriate transfer mechanisms such as Standard Contractual Clauses (SCCs) or the EU-U.S. Data Privacy Framework.

11. Children's Privacy

The Service is intended for business use by individuals aged 18 and over. We do not knowingly collect personal information from children under 16. If we become aware that we have inadvertently collected data from a child under 16, we will delete it promptly.

12. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties and encourage you to review their privacy policies.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email and/or by posting a prominent notice in the Service. The date at the top of this page will reflect the most recent revision. Your continued use of the Service after the effective date constitutes acceptance of the revised Policy.

14. Contact and Data Controller

AnswerMind AI, Inc. is the data controller for personal data collected through the Service. For privacy-related questions, requests, or concerns, please contact us at:

Email: [email protected]
Subject line: Privacy Request