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Privacy Policy

Be Digital AI e.U. ("we," "us," "our," or "Company") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our workspace-scoped Customer Relationship Management (CRM) platform, including our messaging integrations.

1. Introduction

Be Digital AI e.U. is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our workspace-scoped CRM platform, including our messaging integrations.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email address, workspace details
  • Contact & Customer Data: Names, phone numbers, email addresses, messaging handles (WhatsApp, Instagram, Facebook, TikTok)
  • Conversation Data: Messages, attachments, and conversation history across integrated channels
  • Business Data: Sales pipeline information, opportunities, custom fields, and automation rules

2.2 Information Collected Automatically

  • Usage Data: Login times, features used, interactions with the platform
  • Device Information: Device type, browser type, IP address
  • Cookies: Authentication tokens and session data for security and functionality

3. How We Use Your Information

We use collected information to:

  • Provide, maintain, and improve our CRM platform
  • Process and manage multi-channel conversations (WhatsApp, Instagram, Facebook, TikTok)
  • Enable AI-powered automation and intelligent responses
  • Perform background jobs and scheduled tasks
  • Provide real-time messaging and notifications
  • Ensure security and detect fraud
  • Comply with legal obligations
  • Send service announcements and updates

4. Third-Party Integrations & Data Sharing

We distinguish between service providers we use for every workspace, and optional integrations that only receive data if and when you connect them using your own account or credentials. See our Data Processing Agreement for the full, current list.

4.1 Meta Platforms (WhatsApp, Instagram, Facebook)

We integrate with Meta's messaging APIs to enable you to manage conversations across WhatsApp, Instagram, and Facebook. When you connect these channels, your conversation data is shared with Meta according to their terms. Meta's Privacy Policy governs their data handling: https://www.facebook.com/privacy/policy

4.2 TikTok Integration (Coming Soon)

TikTok messaging is a planned channel integration and is not yet available on the Platform. Once live, your TikTok conversation data will be processed according to TikTok's Privacy Policy: https://www.tiktok.com/legal/page/us/privacy-policy

4.3 Core Service Providers

  • Hosting: IONOS for our application and database servers (EU-based)
  • File Storage: DigitalOcean Spaces (Frankfurt, EU) for attachments and media
  • Payment Processing: Stripe (billing data, transaction records)
  • Email: Hostinger for transactional email delivery
  • Push Notifications: Expo for mobile push delivery
  • Our database, cache, and background job runner are self-hosted on our own servers and are not shared with any external company

4.4 Optional Integrations You Control

The following only receive data if and when you, as Workspace Administrator, choose to connect them using your own account, tenant, or API key. Your use of them is governed by your own agreement with that provider:

  • AI providers (OpenAI, Anthropic/Claude, Google Gemini, Azure OpenAI, or a self-hosted/custom endpoint) — you supply your own API key
  • Tavily — AI web-search tool, using your own API key
  • Microsoft Outlook — email channel connected via your own Microsoft account
  • Calendly — calendar/booking integration connected via your own Calendly account
  • Magicline — gym/studio management sync connected via your own Magicline tenant

5. AI-Powered Automation

Be Digital AI includes AI capabilities that may:

  • Analyze conversation content to suggest responses
  • Automate routine tasks based on triggers and conditions
  • Process conversation data through AI models (Claude, OpenAI, Gemini, or other configured providers)

6. Data Security

We implement security measures including:

  • JWT-based authentication with secure token storage
  • End-to-end encryption for sensitive data
  • Role-based access control (ADMIN, MEMBER)
  • Rate limiting to prevent unauthorized access
  • Regular security updates and monitoring
  • Secure integration encryption for third-party tokens

7. Data Retention

  • Active Data: Retained while your workspace is active
  • Deleted Data: Conversations and messages can be deleted by workspace administrators
  • Backups: May be retained for disaster recovery purposes
  • Compliance: Data retained as required by law

8. Your Rights

Depending on your location, you may have the right to:

  • Access your personal information
  • Correct inaccurate data
  • Request deletion of your data
  • Opt-out of certain data processing
  • Data portability

9. Children's Privacy

Be Digital AI is not intended for users under 16 years old. We do not knowingly collect information from children under 16.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, which may have different privacy laws.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Continued use of the platform after changes constitutes acceptance of the updated policy.

12. Contact Us

For privacy inquiries or concerns:

  • Office: office@be-digital.ai
  • Support: support@be-digital.ai
  • Address: Be Digital AI e.U., Pressgasse 24/18, 1040 Wien, Austria

Your privacy is important to us.