PRIVACY POLICY | ASK iBOT APP

Last Updated: 10th Feb 2025

Thank you for choosing Ask iBot (the “App”). This Privacy Policy explains how we collect, use, and protect your personal information in accordance with the UK GDPR (General Data Protection Regulation) and the Data Protection Act 2018. By using our App, you agree to the practices described in this Policy. If you do not agree, please discontinue use of the App.

1. Who We Are

  • Controller: For the purposes of the UK GDPR and Data Protection Act 2018,
    “Spellwithmeltd” (“we,” “us,” or “our”) acts as the data controller for the personal data we process via the App.
  • Contact Details:
    • Email: hello@askibot.com
    • Postal Address: Spellwithmeltd, 41 Wincolmlee, Hull, HU2 8AG

If you have any questions about this Privacy Policy, please contact us at the details above.

2. Information We Collect

  • Account Information

    • Email Address: Required for authentication, account creation, and communication about your account.
    • Name (Optional): If provided, used to personalise your experience within the App.

  • Unique User IDs

    • We assign a unique identifier (UID) to each user for account management and to distinguish usage sessions.

  • Chat Interactions / User-Generated Content

    • Text Messages: When you chat with Ask iBot, we may temporarily or persistently store your queries and responses to enable AI functionality and improve service quality. The extent of storage depends on your usage and any settings you choose.

  • App Interactions

    • We collect information about your use of the App’s features (e.g., screens visited, frequency of use) to help us understand performance and usability.

  • Crash Logs & Diagnostics

    • We use Firebase Crashlytics or similar services to capture error reports and diagnostics (e.g., device info, crash traces) to improve stability and fix bugs.

  • Device or Other IDs

    • If you use the App on a mobile device, we may collect an identifier (e.g., a Firebase Installation ID) for analytics, crash reporting, and consistent user sessions.

3. How We Use Your Information

  • Account Management

    • To create and maintain your user account and provide secure login via email and password.

  • App Functionality

    • To power the AI chatbot services, respond to your queries, and offer essential features.

  • Analytics & Performance

    • To evaluate how users engage with the App, identify areas for improvement, and enhance performance.

  • Developer Communications

    • To inform you of important updates (e.g., security notices, new features). If you choose to receive promotional messages, you can opt out at any time.

  • Fraud Prevention & Security

    • To detect, investigate, and prevent suspicious or illegal activities, including unauthorised access attempts.

4. Legal Bases for Processing

We rely on the following legal bases under the UK GDPR to process your data:

  1. Contractual Necessity: Some processing is necessary to provide the services you request (e.g., account setup, chatbot functionality).
  2. Legitimate Interests: We may process data to improve our services, prevent fraud, and enhance security. We ensure these interests do not override your fundamental rights and freedoms.
  3. Consent: Where required by law, we will ask for your consent (e.g., to send promotional materials). You have the right to withdraw consent at any time.

5. Data Sharing & Transfers

  • Service Providers

    • We use trusted providers such as Firebase (Google) for authentication, database services, and crash/analytics reporting. These providers process data on our behalf and in compliance with our instructions.
    • We do not sell or rent your personal data to third parties.

  • Legal & Compliance

    • We may disclose data when required by law, court order, or if necessary to establish, exercise, or defend legal claims.

  • International Transfers

    • Your data may be transferred or stored outside the UK, including servers located in the EEA or United States. Where we do so, we ensure adequate safeguards are in place, consistent with the UK GDPR.

6. Data Retention

  • Account Information: Retained while your account is active.
  • Chat Interactions: Stored as needed to provide services or until you delete them (if the option is provided).
  • Crash Logs & Diagnostics: Stored to identify and fix technical issues, often in anonymised or aggregated form over time.

We regularly review the data we hold and delete or anonymise it when it is no longer needed for the purposes outlined in this Policy.

7. Children’s Privacy

Our App is not intended for children under the age of 13 without parental or guardian consent. We comply with UK data protection laws regarding the processing of children’s personal data. If you believe we have collected data about a child under 13 without the necessary consent, please contact us at [hello@askibot.com], and we will take appropriate steps to delete such data.

8. Your Rights

Under the UK GDPR, you have the right to:

  1. Access your personal data.
  2. Rectify inaccurate or incomplete data.
  3. Erase your personal data (“right to be forgotten”), subject to certain exceptions.
  4. Restrict or Object to processing of your data in certain circumstances.
  5. Data Portability, to receive your data in a structured, commonly used, and machine-readable format.
  6. Withdraw consent where processing is based on consent (without affecting the lawfulness of processing before withdrawal).

To exercise any of these rights, please contact us at [hello@askibot.com]. We may request proof of identity to ensure we disclose data only to the rightful owner.

You also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office (ICO), if you believe your rights have been infringed:
https://ico.org.uk/
Tel: +44 303 123 1113

9. Data Deletion Requests

To delete your account or request removal of your data, please follow the instructions at [https://askibot.com/deletedata] or email us at [hello@askibot.com]. We will respond to such requests within a reasonable timeframe and in accordance with applicable law.

10. Security Measures

We implement industry-standard measures (e.g., TLS/SSL encryption) to protect your data in transit and secure database storage to guard against unauthorised access. However, no internet-based service can be 100% secure. You are responsible for keeping your login credentials confidential.

11. Changes to This Privacy Policy

We may update this Policy to reflect changes in our practices or legal requirements. If we make substantial changes, we will notify you through the App or by other means. The “Last Updated” date at the top indicates when we last revised this Policy.

12. Contact Us

If you have questions, concerns, or requests regarding your personal data or this Privacy Policy, please contact:

Ask iBot Support

  • Email: hello@askibot.com
  • Postal Address: Spellwithmeltd, 41 Wincolmlee, Hull, HU2 8AG

By using the App, you confirm that you have read and understood this Privacy Policy and agree to our practices. If you disagree, please discontinue use of Ask iBot immediately.

Thank you for using Ask iBot!