Privacy Policy

Last updated: 22/07/2025

Introduction

At Dot, we respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you use our AI chatbot service.

Information We Collect

Personal Information (Dot admin users)

  • Email address (for authentication and communication)
  • Name and company information (optional, for account setup)
  • Website URLs where you embed our chatbot

Chatbot End‑User Information (visitors who chat)

  • Conversation messages you send to the chatbot and the assistant responses returned to you
  • Optional details you choose to provide in the chat (for example: name, email, phone, appointment preferences)
  • Technical metadata used to operate the service (session identifier, approximate device/browser information); IP may be processed by our infrastructure for security and rate limiting

Usage Data

  • Chat conversations and interactions
  • Website content for AI training
  • Analytics and performance metrics
  • Technical information (IP address, browser type, device info)

How We Use Your Information

  • Provide and maintain our AI chatbot service
  • Improve AI responses and service quality
  • Send important updates and notifications
  • Analyze usage patterns and optimize performance
  • Provide customer support and technical assistance
  • With your or the site owner’s instructions, facilitate actions initiated in chat such as booking requests or lead follow‑ups

Chatbot End‑User Privacy Details

Conversation content is processed to generate responses and to improve service quality. Where permitted by the site owner, we may retain conversation logs for analytics, troubleshooting, safety monitoring, and product improvement.

  • Legal basis/consent: the widget presents a concise consent notice before first use. By continuing, you consent to the processing and storage of your conversation messages.
  • Retention: conversation logs are retained only as long as necessary for the purposes above. Site owners may set their own retention periods. We also honor deletion requests where applicable.
  • Cross‑border processing: our infrastructure and subprocessors (e.g., cloud hosting, AI providers, analytics, payment processors) may process data outside your country. We use contractual safeguards and access controls; details are available upon request.
  • Sub‑processors: typical providers include Supabase (data platform), OpenAI (AI processing), and Stripe (billing for Dot admin users). The specific list may change; we maintain controls to protect your data.

Data Security

We implement industry-standard security measures to protect your data:

Encryption

All data is encrypted in transit and at rest

Access Control

Strict access controls and authentication

Regular Audits

Security audits and vulnerability assessments

Data Backup

Secure backup and disaster recovery

Your Rights

You have the right to:

Access your personal data
Correct inaccurate information
Request deletion of your data
Export your data
Opt-out of marketing communications

For chatbot conversations on third‑party sites using Dot, we may route your rights requests to the site owner who controls that chatbot configuration.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Email: support@d0t.my

Additional Details:

Dotkod Solutions (MA0307809-V)

+60 11-5405 1276

sattiyan@dotkod.com