Privacy Policy - Xetel AI | Data Protection & Security

1. Introduction

Welcome to Xetel AI ("we," "our," or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our WhatsApp Agent management platform and services.

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the service.

2. Information We Collect

2.1 Personal Information

We collect personal information that you voluntarily provide to us when you register on the platform, including:

Name and email address
Payment and billing information (processed securely through Stripe)
Company information (if applicable)
Profile information and preferences

2.2 Usage Data

We automatically collect certain information when you use our service:

Message content (for AI processing and response generation)
Agent configuration data and system prompts
Knowledge base documents and content
Message logs and conversation history
Usage statistics and analytics
Device information, browser type, and IP address
API usage and MCP server configurations
Other third-party details provided during service use

3. How We Use Your Information

We use your information for the following purposes:

To provide, operate, and maintain our AI Agent service
To process and generate AI-powered responses to customer messages
To analyze documents and build knowledge bases for your agents
To process payments and manage subscriptions
To monitor and analyze usage patterns and service performance
To improve, personalize, and expand our service
To communicate with you about updates, security alerts, and support
To enforce our terms and conditions
To comply with legal obligations

4. Data Sharing and Disclosure

4.1 Third-Party Service Providers

We share your information with trusted third-party service providers for:

Integration and connectivity
Payment processing and subscription management
AI model processing for message responses
Workflow automation and document processing
Secure document and media storage

4.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court orders, government agencies).

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information:

Encryption of data in transit and at rest
Secure API authentication and authorization
Regular security audits and vulnerability assessments
Access controls and user data isolation
Secure document storage with encrypted uploads
Regular backup and disaster recovery procedures

However, no method of transmission over the internet is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

6. Data Retention

We retain your information for different periods based on your subscription plan:

Message Logs: 1-12 months depending on your plan (Starter: 1 month, Business: Unlimited)
Knowledge Base Documents: Until you delete them or cancel your account
Account Information: Until you delete your account
Billing Records: As required by law (typically 7 years)

After account deletion, we will delete or anonymize your personal information within 30 days, except where retention is required by law.

7. Your Privacy Rights

Depending on your location, you may have the following rights:

Access: Request access to your personal information
Correction: Request correction of inaccurate data
Deletion: Request deletion of your personal information
Data Portability: Request a copy of your data in a portable format
Objection: Object to processing of your personal information
Restriction: Request restriction of processing
Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at [email protected].

8. GDPR Compliance (EU Users)

If you are located in the European Economic Area (EEA), you have additional rights under GDPR:

Right to be informed about data collection and use
Right to access your personal data
Right to rectification of inaccurate data
Right to erasure ("right to be forgotten")
Right to restrict processing
Right to data portability
Right to object to processing
Rights related to automated decision-making

Our legal basis for processing your data includes contract performance, legitimate interests, and consent where applicable.

9. CCPA Privacy Rights (California Residents)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):

Right to know what personal information is collected
Right to know if personal information is sold or disclosed
Right to say no to the sale of personal information
Right to access your personal information
Right to equal service and price
Right to request deletion of personal information

We do not sell your personal information to third parties.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our service:

Essential Cookies: Required for authentication and security
Analytics Cookies: Help us understand how you use our service
Preference Cookies: Remember your settings and preferences

You can control cookie preferences through your browser settings.

11. Children's Privacy

Our service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us immediately.

12. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers, including Standard Contractual Clauses (SCCs) approved by the European Commission.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.

14. Contact Us

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

[email protected]