Verba AI

1. Introduction

Welcome to Verba AI ("we", "our", "us"). We are committed to protecting your privacy and processing personal data in a transparent, lawful, and secure manner.

This Privacy Policy explains how we collect, use, disclose, and safeguard personal data when you access or use:

• Our website and platform
• Internal AI chat tools for teams
• AI chatbots embedded on customer websites
• AI-powered tools that draft customer communications subject to human review

By using our services, you acknowledge that you have read and understood this Privacy Policy.

2. Who We Are

Verba AI is an AI-powered customer support and communication platform designed to help businesses deploy multilingual, brand-aligned AI assistants and productivity tools.

Our mission is to make responsible and accessible AI available to businesses of all sizes while maintaining strong standards of privacy, security, and transparency.

3. Data Protection Roles

Depending on the context of data processing:

• We act as a Data Controller for account registration, billing, marketing communications, platform administration, and service operations.
• We act as a Data Processor when processing chatbot conversations, uploaded content, customer messages, or AI-generated drafts on behalf of business customers using our platform.

In such cases, business customers remain responsible as the Data Controller for end-user data collected through their deployed chatbots or workflows.

4. Information We Collect

5. How We Use Your Information

We process personal data to:

• a) Create and manage user accounts
• b) Provide access to platform features
• c) Operate AI chat and automation services
• d) Enable human review workflows for AI-generated content
• e) Improve platform functionality and performance
• f) Provide customer support and technical assistance
• g) Send service-related communications
• h) Deliver marketing communications where prior consent is provided
• i) Monitor system security and prevent abuse
• j) Comply legal and regulatory obligations

6. Legal Basis for Processing (GDPR)

Where applicable, we rely on one or more of the following lawful basis:

• Contractual necessity – to provide requested services
• Consent – for marketing communications and optional features
• Legitimate interests – to improve services, ensure platform security, and prevent fraud
• Legal obligation – where required by applicable laws

We do not intentionally process special category (sensitive) personal data.

7. AI Training and Model Improvement

Customer content and chatbot conversations are not used to train shared or public AI models.

We may use aggregated and anonymized usage data in such a manner that the data subject cannot be re-identified to:

• Improve system reliability
• Enhance performance and safety
• Monitor feature effectiveness

Where customers explicitly opt in to data contribution programs, processing may occur under separate contractual agreements.

8. Data Sharing and Third Parties

We may share personal data with trusted third-party service providers that support:

• Cloud hosting and infrastructure
• Email delivery and notifications
• Analytics and monitoring
• Customer support tools
• Security and fraud prevention
• Payment processing (if applicable)

All service providers are contractually required to protect personal data and process it only under our instructions.

We do not share personal data with any third party.

We may disclose data when required by law, court order, or regulatory authority.

9. Data Retention

We retain personal data only as long as necessary to:

• Provide services
• Fulfill contractual obligations
• Comply with legal requirements

Chat conversations and AI interaction logs are retained according to customer configuration.

Upon account termination, data is deleted within 30 days, unless legal obligations require longer retention.

10. Data Security

We implement appropriate technical and organizational safeguards including:

• Encryption in transit and at rest
• Access controls and authentication
• Role-based permissions
• Monitoring and audit logging
• Secure infrastructure practices

While no system is completely secure, we continuously improve our security posture.

11. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Operate platform functionality
• Improve user experience
• Analyze usage patterns

Users may manage cookie preferences through browser settings or cookie consent tools.

12. Automated Processing and Human Oversight

Our AI services do not perform fully automated decision-making without human involvement.

AI-generated outputs are intended to support users and are subject to review and validation by human operators.

13. Your Rights

You have the following rights with regard to your personal data to:

• Access to your personal data
• Request to update or correct inaccurate information
• Request deletion
• Restrict or object to processing
• Withdraw consent
• Request data portability
• Lodge a complaint with a supervisory authority

To exercise your rights, contact us at: <contact email>

14. Children's Privacy

Our services are not intended for individuals under the age of 16. We do not knowingly collect personal data from children.

15. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated through the platform or via email.

16. Contact Information

If you have questions about this Privacy Policy or data protection practices, contact: