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Privacy Policy


Terms of processing and deletion of personal data

HuntBot.ai service

Effective date: 27 February 2025.

1. General Provisions

This document describes the procedure for processing personal data in the HuntBot.ai service, which is owned by APPLIC Limited Liability Company (EDRPOU code: 44962853; hereinafter referred to as the «Company», «we») and operates under the Applic brand (https://applic.com.ua/).

HuntBot.ai is an AI-powered SaaS platform for the automated processing of messages from messengers (Telegram, Viber, WhatsApp and others) and via chat widgets embedded in clients' websites.

The company acts as a Data Processor, and the owner of the connected account acts as a Data Controller regarding the personal data of their end customers.

2. What data is processed

2.1. Data relating to end users of instant messaging services

Through messenger integration, the following may be processed:

  • Unique user identifier in the messenger
  • Name or username (if provided by the platform)
  • Message text
  • Date and time of the message
  • Attachments (photos, files, voice messages)
  • Technical metadata for the interaction

2.2. Data via the chat widget on the website

Through the chat widget embedded on the client's website, the following can be processed:

  • The text of messages entered by the user into the chat form
  • Date and time of enquiry
  • Session technical details (browser type, device)
  • Data that the user voluntarily provides in a dialogue (name, email address, telephone number, etc.)

The volume of data collected through the widget is determined by the settings of the specific client who owns the website.

2.3. Customer account data (B2B)

For HuntBot.ai account holders, the following data is processed:

  • Name and surname of the representative
  • Corporate email
  • Company name
  • Payment details (processed by the payment provider; not stored on our servers)
  • Account and integration settings

3. Legal bases for processing

The processing of personal data is carried out on the following legal grounds:

  • Performance of a contract — processing of client account data for the provision of service
  • Legitimate interest — technical logs to ensure the security and stability of the service
  • Fulfilment of legal obligations — in the cases provided for by Ukrainian law
  • Consent — in cases where the end user provides data voluntarily via a chat widget or messaging app

The Data Controller client independently ensures the existence of legal grounds for the collection and transfer of personal data of its end users to the HuntBot.ai service.

4. Purpose of data processing

Data is processed solely for the purpose of:

  • Automation of responses in messengers and on chat widgets
  • Classification and routing of requests
  • Communication performance analysts
  • Improvement of quality and speed of query processing
  • Ensuring the technical operation and security of the service
  • Fulfilment of contractual obligations towards the client

5. The use of artificial intelligence

Messages may be forwarded to third-party AI providers for the generation of replies, including:

  • OpenAI (USA)
  • Google (Gemini API, USA)

The data is transferred solely for the purpose of processing a specific enquiry and is not used for marketing purposes. The company does not use customer data to train its own models.

Message processing using AI is automated. The company does not carry out automated decision-making 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 USA (OpenAI, Google), personal data may be transferred outside Ukraine and the European Union.

Such a transfer is carried out on the basis of Standard Contractual Clauses or other mechanisms ensuring an adequate level of data protection in accordance with the requirements of the GDPR and the legislation of Ukraine.

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 their type:

  • Message history — for the duration of the client account's activity
  • Client account data — for the duration of the agreement and for 3 years after its termination (for the performance of legal obligations)
  • Technical logs and metadata — up to 90 days
  • Data after integration disconnection — no more than 30 days, after which it is automatically deleted

The company does not store payment details; they are processed directly by the payment provider.

8. Data deletion

8.1. Deleting your account yourself within the app

The client has the ability to independently and completely delete their account directly within the settings of the HuntBot.ai app. After confirming the deletion:

  • The user profile is completely erased from the system
  • All message history and integration settings will be deleted
  • All related account data is deleted
  • The process is irreversible — data recovery is not possible after confirmation

Deletion is performed automatically. The user receives a confirmation to the account's email address once the process is complete.

8.2. Removal on request

The client may 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 removal

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

  • Financial and accounting records in accordance with the requirements of the tax legislation of Ukraine
  • Data required for the resolution of active disputes or legal proceedings
  • De-personalised aggregated statistical data that do not allow a person to be identified

9. Data breach response

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

  • Notify the relevant supervisory authority within 72 hours of becoming aware (in accordance with GDPR requirements)
  • Notify affected customers without undue delay if the breach is likely to result in a high risk to their rights
  • Provide information on the nature of the leak, the categories and approximate number of affected individuals and data.
  • Take measures to remediate the consequences and prevent recurrence

10. Data security

To protect personal data, the Company employs:

  • HTTPS encryption of all connections
  • Access control and authentication
  • Isolation of client environments
  • Restricted database access based on the principle of least privilege
  • Regular security monitoring of infrastructure

11. Disclosure to third parties

Data may be transmitted exclusively:

  • to AI providers (OpenAI, Google) for processing messages
  • To the hosting provider (Vercel) for the technical operation of the service
  • Law enforcement agencies — exclusively on the basis of legislative requirements

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

12. Data subjects' rights

Clients and end-users have the following rights regarding their personal data:

  • Right of access — to obtain information about which data is being processed
  • Right to rectification — to request the correction of inaccurate data
  • Right to erasure («right to be forgotten») — to request the complete deletion of data
  • Right to restriction of processing — to restrict the processing of data in specified cases
  • Right to data portability — to receive your data in a machine-readable format
  • Right to object — to object to processing based on legitimate interest
  • Right to withdraw consent — at any time, without affecting the lawfulness of processing based on consent before its withdrawal

To exercise your rights, you must send a request to info@applic.com.ua. The company reviews appeals within 30 calendar days.

13. Changes to this document

The company reserves the right to update this document. Customers will be notified of material changes by email at least 14 calendar days before they take effect. The current version is always available on the website https://applic.com.ua/obrobka-danyh/.

14. Contact information

For personal data processing enquiries, please contact:

  • Company: APPLIC LLC«
  • Address: Upon request
  • Email: info@applic.com.ua
  • Telephone: +380 (73) 880 70 78
  • Website: https://applic.com.ua/

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