Terms of processing and deletion of personal data

HuntBot.ai service Effective date: February 27, 2025.

General Provisions

This document describes the procedure for processing personal data in the HuntBot.ai service owned by APPLIC Limited Liability Company (EDRPOU code: 44962853; hereinafter referred to as the «Company», «we») and operating under the Applic brand (https://applic.com.ua/). HuntBot.ai is a SaaS platform for automated processing of messages from messengers (Telegram, Viber, WhatsApp, etc.) and through chat widgets embedded on clients« websites using artificial intelligence technologies. The company acts as a Data Processor, and the owner of the connected account acts as a Data Controller in relation to the personal data of its end customers.

2. What data is processed

2.1. Data of end users of messengers

They can be processed through integration with messengers:

Unique user ID in the messenger
Name or nickname (if provided by the platform)
Text of the message
Date and time of notification
Attachments (photos, files, voice messages)
Technical interaction metadata

2.2. Data through the chat widget on the website

They can be processed through a chat widget embedded on the client's website:

Text of messages entered by the user in the chat form
Date and time of application
Technical session data (browser type, device)
Data that the user voluntarily provides in the dialog (name, email, phone number, etc.)

The amount of data collected through the widget is determined by the settings of a particular client - the site owner.

2.3. Customer account data (B2B)

For HuntBot.ai account holders, they are processed:

Name and surname of the representative
Corporate email
Company name
Payment information (processed by the payment provider, not stored on our servers)
Setting up your account and integrations

3. Legal basis for processing

Personal data is processed on the following legal grounds:

Performance of the contract - processing of customer account data to provide the service
Legitimate interest - technical logs to ensure the security and stability of the service
Fulfillment of legal obligations - in cases stipulated by the legislation of Ukraine
Consent - in cases where the end user provides data voluntarily through a chat widget or messenger

The Client-Data Controller shall independently ensure that there are legal grounds for collecting and transferring personal data of its end users to the HuntBot.ai service.

4. Purpose of data processing

The data is processed solely for the purpose:

Automate responses in messengers and chat widgets
Classification and routing of requests
Communication effectiveness analysts
Improving the quality and speed of processing requests
Ensuring the technical operation and security of the service
Fulfillment of contractual obligations to the client

5. Use of artificial intelligence

Messages can be transferred to third-party AI providers to generate responses, among other things:

OpenAI (USA)
Google (Gemini API, USA)

The transfer is made solely for the purpose of processing a specific request and is not used for marketing purposes. The company does not use customer data to train its own models. AI message processing is automated. The Company does not make automated decisions with legally significant consequences for end users based on this data.

6. International data transfer

Due to the involvement of AI providers located in the United States (OpenAI, Google), personal data may be transferred outside Ukraine and the European Union. Such transfers are made on the basis of Standard Contractual Clauses or other mechanisms that ensure an appropriate level of data protection in accordance with the GDPR and Ukrainian legislation. The service infrastructure is hosted on the Vercel platform. The hosting provider may process technical data in accordance with its own privacy policy.

7. Data storage

Data retention periods depend on the type of data:

Message history - for the duration of the client account activity
Customer account data - during the term of the agreement and 3 years after its termination (to fulfill legal obligations)
Technical logs and metadata - up to 90 days
Data after disabling the integration - no more than 30 days, after which it is automatically deleted

The company does not store payment data - it is processed directly by the payment provider.

8. 8. Deleting data

8.1. Self-deletion of an account in the application

The client can independently and completely delete his account directly in the settings of the HuntBot.ai application. After confirming the deletion:

The user profile is completely erased from the system
All message history and integration settings are deleted
All related account data is deleted
The process is irreversible - data recovery after confirmation is impossible

The deletion is performed automatically. The user receives a confirmation email after the process is completed.

8.2. Deletion on request

The client can also request data deletion by sending a request to info@applic.com.ua. The request is processed within 30 calendar days.

8.3. What is not subject to immediate deletion

Certain categories of data may be retained after a request for deletion in cases provided for by law:

Financial and accounting records - in accordance with the requirements of the tax legislation of Ukraine
Data required to resolve active disputes or legal proceedings
Impersonal aggregated statistical data that does not allow for the identification of a person

9. Responding to a Data Breach

In the event of a breach of personal data security, the Company undertakes to:

Notify the relevant supervisory authority within 72 hours of discovery (as required by the GDPR)
Notify affected customers without unreasonable delay if the leak could pose a significant risk to their rights
Provide information on the nature of the leak, categories and approximate number of individuals and data affected
Take measures to eliminate the consequences and prevent reoccurrence

10. Data security

To protect personal data, the Company uses:

HTTPS encryption of all connections
Access control and authentication
Isolation of client environments
Limited access to databases based on the principle of minimum privileges
Regular monitoring of infrastructure security

11. Transfer to third parties

Data may be transferred exclusively:

AI providers (OpenAI, Google) - for message processing
Hosting provider (Vercel) - for technical support of the service
To law enforcement agencies - solely on the basis of legal requirements

Data is not sold or used for third-party marketing.

12. Rights of data subjects

Customers and end users have the following rights with respect to their personal data:

The right to access - to receive information about what data is processed
The right to rectification - to request correction of inaccurate data
The right to erasure («right to be forgotten») - to demand complete deletion of data
The right to restrict processing - to limit the processing of data in certain cases
The right to data portability - to receive your data in a machine-readable format
Right to object - to object to processing on the basis of legitimate interest
The right to withdraw consent - at any time, without affecting the lawfulness of the previous processing

To exercise your rights, you should send a request to info@applic.com.ua. The company considers requests within 30 calendar days.

13. Amendments to this document

The Company reserves the right to update this document. Clients will be notified of significant changes by e-mail at least 14 calendar days before they become effective. The current version is always available at https://applic.com.ua/obrobka-danyh/.

14. Contact Information

If you have any questions about personal data processing, please contact us:

Company: LLC «APPLIC»
Address: 7-A, Sobornosti Ave.
Email: info@applic.com.ua
Phone: +380 (73) 880 70 78
Website: https://applic.com.ua/

This document is part of the general HuntBot.ai documentation. Please also read the Privacy Policy: https://applic.com.ua/privacy-policy/