Privacy Policy for WitAsk

1. Scope

This Policy describes how Witbor processes information related to WitAsk. WitAsk is a business tool integrated with Zendesk. With respect to the information a business decides to collect from its end users through WitAsk, the Customer determines what information it requests and for what purpose.

2. Roles

As a general rule, the Customer acts as the data controller for the data it decides to collect through WitAsk, and Witbor processes it to provide the Service following the instructions and configurations defined by the Customer.

3. Information WitAsk Processes

WitAsk may process business and contact information necessary to manage the account, billing and support; identifiers and technical metadata necessary to operate its integrations; information necessary to send and manage forms; and, where applicable, answers provided by end users.

4. Operational Forms

When a user answers an operational form, WitAsk processes the answer to identify and route the interaction and transfer the corresponding information to Zendesk. WitAsk does not retain a persistent copy of the content of those answers once processed.

The technical information necessary to manage a pending submission may be retained for a limited period while the form remains active.

5. Surveys

Unlike operational forms, survey answers are stored in WitAsk to allow the Customer to view and export its results.

Survey answers will be retained for a maximum of one hundred eighty (180) days. WitAsk will notify the Customer at least sixty (60) days in advance of the scheduled deletion date for a survey's results. During the retention period, the Customer may export the available results in CSV format.

6. Purposes of Processing

Witbor processes information to provide and operate WitAsk, authenticate and integrate accounts, send and process forms, link information with Zendesk, maintain the security and operation of the Service, provide support, manage subscriptions and billing, and comply with applicable legal obligations.

7. Artificial Intelligence

WitAsk uses OpenAI services to assist agents in creating and editing forms and in knowledge features related to that task. The actual answers provided by end users are not sent to OpenAI.

Witbor does not use end users' answers to train its own models or for advertising or commercial profiling.

8. Providers and Third-Party Services

To provide WitAsk, Witbor uses or integrates third-party technology services that may process information to the extent necessary to provide their respective features, including Zendesk / Sunshine Conversations, Meta / WhatsApp, technology infrastructure services, OpenAI and Stripe.

These providers are subject to their own terms and policies. Witbor seeks to use providers that are appropriate for delivering the Service and limits processing to what is necessary for the corresponding purposes.

9. Security

Witbor adopts reasonable technical and organizational measures designed to protect the information processed by WitAsk against unauthorized access, use, alteration or disclosure. The Service's external communications use secure connections, and stored information that requires protection is safeguarded through appropriate encryption mechanisms.

No information system can guarantee absolute security.

10. Retention and Deletion

Witbor retains information for as long as necessary to provide WitAsk, comply with applicable obligations, and address legitimate operational purposes.

Operational form answers are not persistently retained in WitAsk once processed and transferred to Zendesk. Information associated with pending submissions is retained for a limited period. Survey answers are retained for a maximum of 180 days and are subsequently deleted in accordance with the Service's retention policy.

11. Transfers and International Processing

The technology providers used to deliver WitAsk may operate infrastructure or process information from different countries. Where applicable, Witbor will adopt the reasonable measures or mechanisms required by the corresponding regulations for the international processing or transfer of data.

12. Customer Responsibility

Witbor does not determine or systematically review the questions created by the Customer. The Customer is responsible for adequately informing its users, having the required legal bases, permissions and consents, and determining whether it is lawful to collect personal, sensitive or specially protected data through its forms.

13. Rights and Requests

Requests from individuals related to information collected through a form should, in principle, be directed to the Customer that created that form. Witbor will reasonably cooperate with its Customers, where applicable, to address valid requests in accordance with applicable law.

14. Changes to this Policy

Witbor may update this Policy to reflect changes in WitAsk, its providers, practices or legal requirements. The version in effect will indicate its update date.

15. Contact

Data controller entity and address:

WITBOR TECHNOLOGY LLC - 1820 N Corporate Lakes Blvd, #108ª, Weston FL 33326

Privacy email: privacy@witbor.com