1. Introduction
At Webbased AI (“we,” “our,” “us”), we are committed to protecting your privacy. This Privacy Policy outlines how we collect, use, and protect your personal data when you interact with our website and services. We value your trust and strive to ensure transparency and security in handling your information, adhering to the highest standards of data protection.
2. Data Collected
Data Storage Location
Your data is securely stored on servers located in Auckland, New Zealand. We ensure that these data centres meet the highest security standards and comply with all relevant data protection regulations, including GDPR. By keeping your data within New Zealand, we maintain strict controls to protect it from unauthorized access, disclosure, or destruction, ensuring that your personal information is handled with the utmost care and confidentiality.
Registration Data
If you register on our website, we store your chosen username and your email address and any additional personal information added to your user profile. You can see, edit, or delete your personal information at any time (except changing your username). Website administrators can also see and edit this information.
Mailchimp
We use Mailchimp to manage our email marketing subscriber list and send emails to our subscribers. Mailchimp is a third-party service that may collect and process your personal data, including your email address and engagement data (e.g., when you open our emails). Mailchimp operates under its own privacy policy, which you can review here: Mailchimp Privacy Policy.
OpenAI Chat Engine
We use OpenAI’s chat engine to power certain features on our website. When you interact with the chat engine, your inputs may be processed by OpenAI’s systems. OpenAI may collect and store data from these interactions to improve its services, but this data is anonymized and aggregated. For more details on how OpenAI handles data, please refer to the OpenAI Privacy Policy.
Contact Forms
We use Contact Form 7 to manage contact form submissions on our website. When you submit a form, the information you provide (such as your name, email address, and message) is sent to us via email. Additionally, this data may be automatically stored in Google Sheets for organizational purposes. We ensure that this information is securely stored and only accessible to authorized personnel. Google Sheets operates under its own privacy policy, which can be reviewed here: Google Privacy Policy.
These submissions are only kept for customer service purposes they are never used for marketing purposes or shared with third parties.
Google Analytics
We use Google Analytics on our site for anonymous reporting of site usage. So, no personalized data is stored. If you would like to opt-out of Google Analytics monitoring your behavior on our website please use this link: Google Analytics Opt-out.
Cases for Using the Personal Data
We use your personal information in the following cases:
- Verification/identification of the user during website usage;
- Providing Technical Assistance;
- Sending updates to our users with important information to inform about news/changes;
- Checking the accounts’ activity in order to prevent fraudulent transactions and ensure the security
- over our customers’ personal information;
- Customize the website to make your experience more personal and engaging;
- Guarantee overall performance and administrative functions run smoothly.
3. Embedded Content
Our website may include embedded content from third-party platforms such as Facebook, Instagram, X (formerly Twitter), and LinkedIn. Embedded content from these platforms behaves the same as if you visited the platform directly. These platforms may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with the embedded content. We encourage you to review the privacy policies of these platforms to understand how they manage your data:
- Facebook: Facebook Privacy Policy
- Instagram: Instagram Privacy Policy
- X (formerly Twitter): X Privacy Policy
- LinkedIn: LinkedIn Privacy Policy
4. Cookies
WordPress and Cookies
Our website is powered by WordPress, which uses cookies to enhance user experience and functionality. The cookies set by WordPress include:
- User Authentication Cookies: Used to log in and maintain sessions.
- Comment Cookies: If you leave a comment, cookies may be set to remember your details for future comments.
- Plugin and Theme Cookies: Additional cookies may be set by plugins or themes for functionality and analytics.
These cookies help ensure smooth operation and personalization of the website.
5. Who Has Access To Your Data
If you are not a registered client for our site, there is no personal information we can retain or view regarding yourself.
If you are a client with a registered account, your personal information can be accessed by:
- Our system administrators.
- Our supporters when they (in order to provide support) need to get the information about the client accounts and access.
6. Third Party Access to Your Data
At Webbased AI, we prioritize the privacy and security of your data. We do not share your personal data with any third parties. Access to your data is strictly limited to our internal team, and no external parties have access to the data collected through our website. We are committed to maintaining your trust by ensuring that your information remains confidential and protected.
7. How Long We Retain Your Data For
When you submit a support ticket or a comment, its metadata is retained until (if) you tell us to remove it. We use this data so that we can recognize you and approve your comments automatically instead of holding them for moderation.
If you register on our website, we also store the personal information you provide in your user profile. You can see, edit, or delete your personal information at any time (except changing your username). Website administrators can also see and edit that information.
8. Security Measures
We use the SSL/HTTPS protocol throughout our site. This encrypts our user communications with the servers so that personally identifiable information is not captured/hijacked by third parties without authorization.
In case of a data breach, system administrators will immediately take all needed steps to ensure system integrity, will contact affected users and will attempt to reset passwords if needed.
9. Your Data Rights
Your Data Rights
We respect your rights regarding your personal data. Under both general data protection regulations and GDPR, you have the following rights:
- Access: You can request access to the personal data we hold about you.
- Correction: You can request the correction of any inaccurate or incomplete data.
- Deletion: You can request the deletion of your personal data, subject to legal obligations.
- Restriction: You can request the restriction of processing your data in certain circumstances.
- Objection: You can object to the processing of your personal data for specific purposes.
- Portability: You can request to receive your data in a structured, commonly used, and machine-readable format, and to have it transferred to another data controller.
To exercise any of these rights, please contact us at [Insert Contact Information]. We will respond to your request within the timeframe required by law, typically within one month.
If you believe that your data protection rights have been violated, you have the right to lodge a complaint with the relevant supervisory authority.
10. Third Party Websites
Our website may contain links to third-party websites. Please note that once you leave our site and access these third-party sites, we have no control over their privacy practices or content. We encourage you to review the privacy policies of any third-party websites you visit, as we are not responsible for the protection and privacy of any information you provide while visiting such sites.
11. Release of Your Data for Legal Purposes
We may disclose your personal data if required by law, or if we believe such action is necessary to comply with legal obligations, protect our rights, or ensure the safety of our users and the public. This may include responding to lawful requests by public authorities, such as a court order, subpoena, or other legal processes.