Privacy Policy
At IBTx.ai, we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit or use our website, https://www.ibtx.ai/, and our AI-powered products and services.
About This Privacy Policy
This Privacy Policy applies to the IBTx.ai website, platform, AI Chat Employees, AI Voice Employees, customer-experience tools, applications, APIs, communications, and related services.
IBTx.ai is operated by Intelligent Business Technologies LLC, Trade Licence No. 629818, registered with the Dubai Chamber of Commerce in the United Arab Emirates, with its office at 1901–1908, Al Shafar Tower 1, TECOM, P.O. Box 124372, Dubai, United Arab Emirates.
In this Policy, “IBTx.ai,” “we,” “us,” and “our” refer to the operator of the platform.
Our Privacy Roles
IBTx.ai acts as a controller when determining why and how personal data is processed for account administration, billing, website analytics, sales and marketing, security, fraud prevention, product administration, legal compliance, and support management.
IBTx.ai generally acts as a processor or service provider when processing Customer Data on behalf of a business customer through AI employees, communications, workflows, integrations, or automation. In that role, the customer determines the purpose and lawful basis. A Data Processing Agreement may apply.
Personal Data We Collect
- Account and identity data: name, business email, telephone number, job title, employer, username, account identifiers, and authentication information.
- Business and subscription data: company details, plan, orders, billing address, invoices, tax information, and payment status.
- Communications: support requests, emails, messages, surveys, meeting notes, feedback, and recordings or transcripts where required notice and consent exist.
- Customer Data: contact records, prompts, instructions, scripts, knowledge bases, recordings, voice data, transcripts, messages, chat history, workflow records, Output, and integration data.
- Device and usage data: IP address, browser, device, operating system, login time, feature usage, API usage, diagnostics, security events, cookie identifiers, and approximate IP-derived location.
- Integration data: identifiers, tokens, configuration information, and content made available through customer-authorized integrations.
How We Use Personal Data
- Create and administer accounts
- Provide, operate, maintain, and secure the Services.
- Execute customer instructions and workflows.
- Process subscriptions, invoices, and payments.
- Authenticate users and prevent unauthorized access.
- Provide customer and technical support.
- Diagnose errors and improve performance
- Send security, billing, legal, and service notices.
- Detect and investigate fraud, abuse, and unlawful use.
- Maintain business, tax, and compliance records.
- Enforce agreements and protect legal rights.
- Produce aggregated or de-identified analytics.
- Send lawful marketing communications.
- Improve the Services subject to the AI-training restrictions below.
Legal Bases
Where a legal basis is required, processing may rely on performance of a contract; steps requested before contracting; legal obligations; legitimate interests not overridden by individual rights; consent; legal claims; or protection of important interests recognized by law.
Where consent is used, it may be withdrawn at any time without affecting processing lawfully completed before withdrawal.
AI Training and Customer Content
IBTx.ai does not use identifiable Customer Data—including conversations, recordings, transcripts, prompts, documents, contact lists, or Output—to train general-purpose or publicly available AI models unless the customer gives separate, express authorization.
Customer Data may be processed to provide AI functionality, generate responses, maintain context, prevent fraud and abuse, diagnose issues, provide support, test performance in access-controlled environments, and produce aggregated or de-identified analytics.
Where technically available, contracted AI providers will be configured so Customer Data submitted through enterprise or API services is not used to train their generally available models. Human access is limited to authorized personnel and providers requiring access for support, security, legal compliance, or operation.
Automated Processing
The Services may generate automated responses, summaries, recommendations, classifications, routing decisions, or workflow actions. IBTx.ai does not independently use this functionality to make legally significant decisions about individuals.
Customers are responsible for configuration and required human review. Individuals should contact the relevant customer to question a customer-controlled decision.
How We Disclose Personal Data
- Authorized service providers supporting cloud hosting, AI processing, telecommunications, messaging, payment, security, analytics, support, and business operations.
- Customer-authorized integrations and connected services.
- Authorities and other recipients where necessary to comply with law, prevent harm, investigate fraud or security incidents, enforce agreements, or establish and defend claims.
- Parties to a merger, acquisition, financing, reorganization, insolvency, or sale of relevant business assets, subject to appropriate protections.
No Sale of Personal Data
IBTx.ai does not sell personal data or Customer Data for monetary consideration and does not disclose Customer Data to third parties for their independent advertising purposes.
International Transfers
IBTx.ai and its providers may process personal data outside the country where it was collected. Where required, appropriate safeguards may include adequate-jurisdiction transfers, contractual data-protection clauses, Data Processing Agreements, security controls, or other lawful mechanisms.
Customers requiring specific hosting locations or transfer arrangements should include them in an enterprise Order Form.
Data Security
IBTx.ai uses reasonable administrative, technical, and organizational safeguards designed to protect personal data.
- Encryption in transit and encryption at rest for supported systems.
- Role-based access controls and multi-factor authentication for privileged access.
- Logging, security monitoring, vulnerability management, and patching.
- Secure development, backup, recovery, and incident-response practices.
- Personnel confidentiality obligations and vendor security reviews.
Personal Data Breaches
IBTx.ai maintains procedures to investigate and respond to suspected personal-data breaches. When acting as a processor, IBTx.ai will notify the affected customer without undue delay after confirming a breach involving that customer’s data and provide reasonably available information needed for response.
When acting as a controller, IBTx.ai will notify the relevant authority and affected individuals where required by applicable law.
Data Retention
Personal data is retained only as long as reasonably necessary to provide the Services and meet legal, security, accounting, and dispute-resolution requirements. Unless law or a written agreement requires otherwise, the following schedule applies:
| Data Category | Default Retention |
|---|---|
| Active account information | Duration of the customer relationship |
| Customer Data in active accounts | Duration of the subscription |
| Customer Data after expiration or termination | Up to 30 days before production deletion |
| Deleted data in encrypted backups | Removed through backup rotation within 30 additional days |
| Call recordings and transcripts | Customer-configured; recommended default 30 days |
| AI conversation history | Customer-configured; recommended default 30 days |
| Security and authentication logs | 30 days |
| Application and diagnostic logs | 30 days |
| Customer-support records | 30 days after closure |
| Unconverted sales enquiries | 30 days after the last substantive interaction |
| Marketing and suppression records | 30 days, plus a minimal suppression record as needed |
| Contracts, invoices, tax, and accounting records | 30 days or longer where legally required |
| Legal claims and investigations | Until conclusion and expiry of applicable limitation periods |
| De-identified analytics | Indefinitely if re-identification is not reasonably possible |
Customers may select shorter periods where supported. A deletion request does not require immediate deletion from disaster-recovery backups if backup data remains protected, is not restored except for recovery, and is deleted through ordinary rotation.
Individual Rights
Subject to applicable law, individuals may have rights to information, access, correction, deletion, restriction, objection, portability, withdrawal of consent, objection to direct marketing, review of certain automated decisions, and complaint to a regulator.
Where IBTx.ai processes information solely for a customer, a request may be referred to that customer. Identity verification may be required.
Marketing Communications
Recipients may unsubscribe from marketing email using the unsubscribe link or by contacting IBTx.ai. Security, billing, legal, and service communications may continue.
Customers using IBTx.ai for marketing calls or messages remain responsible for applicable consent, do-not-call, identification, recording-notice, recordkeeping, and calling-time requirements
Cookies
The website may use necessary, preference, analytics, and marketing cookies or similar technologies. Where required, non-essential cookies will be used only after appropriate consent.
A Cookie Notice or consent interface should identify active cookies, providers, purposes, and duration.
Children
The Services are intended for business use and are not directed to children. Customers must not process children’s personal data unless expressly authorized and all required safeguards and parental permissions are in place.
Changes to This Policy
IBTx.ai may update this Policy. Material changes will be communicated through the website, Services, email, or another reasonable method. The Last Updated date identifies the latest revision.
Contact Us
Privacy questions and requests may be sent to info@ibtx.ai.
Phone: +9714 5435444
Office: 1901–1908, Al Shafar Tower 1, TECOM, P.O. Box 124372, Dubai, United Arab Emirates
