Privacy Policy

Last Updated: January 31, 2026

At ROBOTEL LTD, your privacy is very important to us. This Privacy Policy explains clearly what personal information we collect, how we use it, how we protect it, and your rights regarding your data.

1. Information We Collect

• Contact Information: Name, email, company name.
• Usage & Technical Data: IP address, browser type, interaction logs.
• Client Files: Documents uploaded for chatbot training (KB) or processing.
• Communication Data: Support requests and email records.

2. Legal Basis for Processing (GDPR / UK GDPR)

• Contractual Necessity: To provide our software planning and development services.
• Legal Obligation: For tax and financial reporting in the UK.
• Legitimate Interests: Infrastructure security (SVL/SVR) and fraud prevention.

3. Client File Storage and Security Notice

• Security Priority: We implement industry-standard technical measures (Encryption, Access Control).
• User Responsibility: We strongly advise clients NOT to upload sensitive or classified information. You acknowledge that uploading files is done at your own risk.

4. Data Retention and The Right to Erasure

• Retention Policy: We store files and KB data as long as necessary to provide the service. We may manage data retention at our discretion to optimize system resources.
• Right to be Forgotten: Under GDPR Art. 17, you have the right to request the permanent deletion of your data.
• Total Wipe Procedure: Upon request, we will purge your data from:
  1. Local storage and servers (SVL).
  2. Remote cloud infrastructure (SVR - Hetzner).
  3. AI processing pipelines and vector databases.
• Exceptions: We only retain data required by law (e.g., financial records for 6 years).

5. Payments and Financial Data

All payments are handled by specialized third-party processors (LemonSqueezy, Revolut, Wise, Stripe). ROBOTEL LTD does not store or have access to your full credit card or bank details.

6. International Transfers

Data may be processed in the UK, EU, or via remote LLM providers (OpenRouter). We ensure all transfers comply with legal safeguards (Standard Contractual Clauses).

7. Your Rights

You have the right to:

• Access, correct, or request deletion of your data.
• Object to or restrict processing.
• Data portability.
• Lodge a complaint with the Information Commissioner's Office (ICO) in the UK.

8. Contact Us

ROBOTEL LIMITED
Registered in Northern Ireland. Company No. NI737470
Registered Office: Office 1597, 92 Castle Street, Belfast, BT1 1HE
Email: [email protected]