Privacy Policy
Last Updated: April 19, 2025
1. Introduction
Welcome to Konvo AI ("we," "our," or "us"), a service provided by Konvo GmbH. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our automated support and marketing AI platform ("Service").
Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access the Service.
We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will alert you about any changes by updating the "Last Updated" date of this Privacy Policy. You are encouraged to periodically review this Privacy Policy to stay informed of updates.
2. Information We Collect
2.1 Personal Data
We may collect personal information that you voluntarily provide to us when you use our Service, including:
- Contact information (such as name, email address, phone number)
- Billing and shipping addresses
- Order data and product information
- Messages exchanged through our platform
- IP addresses
- Other data points collected by our clients that are shared with our platform
2.2 Usage Data
We also collect information on how the Service is accessed and used. This may include:
- Information about browser type and version
- Time and date of your visit
- Time spent on the Service
- Link clicks within campaigns
- Other diagnostic data
2.3 Cookies and Tracking Technologies
We use cookies and similar tracking technologies to track activity on our Service and hold certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier.
We use cookies specifically to:
- Track live chat sessions in the browser
- Track link clicks in campaigns
You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.
3. How We Use Your Information
We use the information we collect for various purposes, including to:
- Provide, operate, and maintain our Service
- Improve, personalize, and expand our Service
- Understand and analyze how you use our Service
- Develop new products, services, features, and functionality
- Process transactions and send related information including confirmations and invoices
- Send administrative information, such as updates, security alerts, and support messages
- Respond to customer service requests and support needs
- Send promotional communications and marketing materials
- Monitor the usage of our Service
- Detect, prevent, and address technical issues
4. Disclosure of Your Information
We may share your personal information in the following situations:
4.1 Third-Party Service Providers
We share data with third-party vendors, service providers, and other third parties who perform services for us or on our behalf, including:
- External LLM (Large Language Model) providers to generate AI responses
- Clickhouse for internal analytics
- Database management service providers
- Payment processors
- Email and communication service providers
4.2 Business Transfers
If we are involved in a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.
4.3 Legal Requirements
We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process.
4.4 Protection of Rights
We may disclose your information to protect the rights, property, or safety of Konvo GmbH, our customers, or others.
5. Data Retention
We will retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. As a CRM service, we retain your data indefinitely to maintain a complete history of customer interactions unless you specifically request otherwise.
6. Data Security
We have implemented appropriate technical and organizational security measures designed to protect the security of any personal information we process. However, please note that no electronic transmission or storage of information can be entirely secure, and we cannot guarantee absolute security.
Our security measures include:
- Private cloud infrastructure in AWS
- No public access to databases
- Encryption of sensitive data
- Regular security assessments
- Access controls and authentication
- Staff training on data protection
7. Data Breach Procedures
In the event of a data breach that may compromise the security of your personal information, we will:
- Assessment: Promptly assess the nature and scope of the breach.
- Containment: Take immediate steps to contain the breach and mitigate potential harm.
- Notification: Notify affected individuals without undue delay, typically within 72 hours of becoming aware of a breach, if it is likely to result in a high risk to their rights and freedoms.
- Regulatory Reporting: Report the breach to the relevant supervisory authority as required by applicable law (particularly under GDPR).
- Investigation: Conduct a thorough investigation to determine the cause of the breach.
- Remediation: Implement necessary measures to address the breach and prevent similar incidents in the future.
Our notification will include:
- A description of the nature of the breach
- Contact information for our Data Protection Officer or other contact point
- Likely consequences of the breach
- Measures taken or proposed to address the breach
8. Your Data Protection Rights
Under the General Data Protection Regulation (GDPR), users who are EU residents have the following rights:
- Right to Access: You have the right to request copies of your personal data.
- Right to Rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
- Right to Erasure: You have the right to request that we erase your personal data, under certain conditions.
- Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
- Right to Object to Processing: You have the right to object to our processing of your personal data, under certain conditions.
- Right to Data Portability: You have the right to request that we transfer the data we have collected to another organization, or directly to you, under certain conditions.
If you wish to exercise any of these rights, please contact us at [email protected].
9. International Data Transfers
We do not transfer your personal data internationally outside the country or region where it was originally collected.
10. Children's Privacy
Our Service is not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us. If we become aware that we have collected personal information from children without verification of parental consent, we take steps to remove that information from our servers.
11. Links to Other Websites
Our Service may contain links to other websites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.
12. Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top of this Privacy Policy. You are advised to review this Privacy Policy periodically for any changes.
13. Contact Us
If you have any questions about this Privacy Policy, please contact us:
- By email: [email protected]
- By mail: Brunnenstr. 9A, 10119 Berlin, Germany
