Privacy Policy

1. Who We Are

EZ-Bot ("EZ-Bot," "we," "us," or "our") runs ez-bot.ai and chat.ez-bot.ai, a service that lets businesses add an AI support chatbot to their websites. This policy explains what information we collect, how we use it, who we share it with, how long we keep it, and the choices you have. It applies to our website, the EZ-Bot dashboard, and the chat widget that businesses embed on their own sites.

Questions or requests: email [email protected].

2. Our Two Roles

• For our customers' accounts (the businesses that sign up), we decide how account information is used, as described in this policy.
• For visitors who chat with a business's chatbot, we process the conversation and any details the visitor submits on behalf of that business and under its instructions. The business decides what its chatbot asks for and what it does with leads and conversations. If you chatted with a chatbot on a business's website, that business's own privacy policy also applies, and requests about that data are best sent to the business. We will help the business respond.

3. Information We Collect

Account information. Your email address, company name, and password (we store only a one-way bcrypt hash, never the password itself), your plan and billing status, sign-in times, and any API keys you generate.

Billing. Payments are handled by Lemon Squeezy, our Merchant of Record. Lemon Squeezy collects your payment details; we receive subscription and customer identifiers and the status of your subscription. We never receive or store card numbers.

Content you give us. Documents you upload, the public web pages you ask our crawler to read, custom responses, chatbot settings (such as the bot's name, colors, welcome message and instructions), and the details of any integrations you connect. SMTP passwords and integration credentials are stored encrypted.

Conversations on a business's chatbot. When a visitor uses a chatbot, we store the visitor's messages and the chatbot's replies under a random conversation ID, plus:

• contact details the visitor chooses to submit in a lead form (for example name, email, phone, company, or a custom field the business adds);
• "talk to a human" requests, which include the visitor's email address, message and the conversation so far;
• thumbs-up / thumbs-down ratings on replies;
• usage counts (for example, messages per day) used for the business's analytics and plan limits.

Browser storage. The chat widget stores a random conversation ID, the chatbot's display settings, a copy of the visitor's recent messages in that chat, and whether the visitor already filled in the lead form, in the visitor's own browser (localStorage), so the chat survives page changes. The widget does not set cookies. The EZ-Bot dashboard uses a necessary session cookie to keep you signed in and protect forms. We do not use advertising cookies or third-party analytics on ez-bot.ai.

Technical information. Our network provider, Cloudflare, processes IP addresses and request information to deliver and protect the service. We use IP addresses briefly for security measures such as limiting repeated sign-in attempts; we do not store visitors' IP addresses with their conversations. Our marketing pages load fonts from Google Fonts and scripts from cdnjs and unpkg, which receive your IP address when your browser downloads those files.

4. How We Use Information

• To provide the service: answering visitors' questions from the business's knowledge base, showing the business its conversations, leads and analytics, and sending the notifications the business turns on.
• To run accounts and billing, provide support, and send service emails such as password resets and important account notices.
• To keep the service secure and working: preventing abuse, enforcing rate and plan limits, and diagnosing problems.
• To meet legal obligations.

We do not sell personal information, we do not use it for advertising, and we do not use your content or your visitors' conversations to train AI models.

5. How the AI Works

Chatbot replies are generated by open-weight AI models that run on servers we own and operate. We do not send your knowledge base or your visitors' conversations to third-party AI providers such as OpenAI, Google or Anthropic. AI-generated replies can be wrong or incomplete; see Section 9 of our Terms of Service.

6. Who We Share Information With

We share information only as needed to run the service:

• Cloudflare — network delivery, DNS, encryption in transit and attack protection for ez-bot.ai and chat.ez-bot.ai. All traffic to the service passes through Cloudflare.
• Brevo — sending emails: password resets, account notices, and the lead and "talk to a human" notification emails a business turns on (these contain what the visitor submitted and, for hand-off requests, the conversation so far).
• Lemon Squeezy — payments, invoices and sales tax, as Merchant of Record.

A business can also send data to destinations it chooses: a webhook URL (for example Slack, Discord or Zapier) receives event details such as new leads, hand-off requests and questions the bot couldn't answer; the business's own email server, if it configures one, sends its notification emails; and when a business connects a tool such as Shopify, WooCommerce, Stripe, Lemon Squeezy, HubSpot, Calendly, Zendesk or Freshdesk and turns on actions, the chatbot sends that tool the details needed to complete a visitor's request (for example an order number or email address) and shows the visitor the result.

We may also disclose information if required by law, to protect our rights or the safety of others, or as part of a merger or sale of the business, in which case this policy will continue to apply.

7. How Long We Keep Information

• While an account is active, we keep its knowledge base, settings, conversations, leads and hand-off requests so the business can use them. A business can delete knowledge-base documents at any time, and can ask us to delete conversations or leads by emailing [email protected].
• When an account is deactivated (cancelled or a trial ended), we keep its data for 90 days so it can be restored if the business comes back. After 90 days we permanently delete the knowledge base (documents, uploaded files and search index), conversations, leads, hand-off requests, ratings, quality-check results, custom responses, integrations and their credentials, and the chatbot's settings.
• We keep the basic account record (email address, company name and plan history) for our business records unless you ask us to delete it.
• We keep rolling backups for disaster recovery. Deleted data can remain in a backup until that backup is rotated out.

8. Security

Connections to ez-bot.ai and chat.ez-bot.ai use HTTPS, passwords are stored only as bcrypt hashes, SMTP passwords and integration credentials are encrypted at rest, each business's knowledge base is stored separately, and access to our servers is restricted. No system is perfectly secure, so we cannot guarantee absolute security. If we learn of a breach affecting your personal information, we will notify you as required by law.

9. Your Choices and Rights

• Account holders can update their company name, email and password in the dashboard, export leads as CSV, delete knowledge-base documents, and ask us to export or delete their data or close their account.
• Visitors who chatted with a business's chatbot can ask that business to access or delete their data; we will help the business do so. You can also contact us directly and we will pass your request to the business.
• California residents have the right to know, access, correct and delete personal information and not to be discriminated against for using these rights. We do not sell or "share" personal information for cross-context behavioral advertising and do not use sensitive personal information to infer characteristics.
• People in the EEA, UK and Switzerland have rights of access, correction, deletion, restriction, portability and objection, and can complain to their local data-protection authority. We process account information to perform our contract with you, for our legitimate interests in running and securing the service, and to meet legal obligations.

To make a request, email [email protected]. We may need to verify your identity, and we respond within 30 days.

10. Children

EZ-Bot is a business service. Accounts are for people 18 and older, the service is not directed to children under 13, and we do not knowingly collect their personal information. If you believe a child has given us personal information, contact us and we will delete it.

11. Where Data Is Processed

Our servers are located in the United States. Our service providers may process data in other countries under their own safeguards. By using the service from outside the United States, you understand your information will be transferred to and processed in the United States.

12. Changes to This Policy

We will post any changes on this page and update the date above. If a change is material, we will also email account holders before it takes effect.

13. Contact

Email [email protected] with any question or request about privacy. See also our Terms of Service and Cancellation Policy.