Privacy Policy

Last updated: August 22, 2026

1. Introduction

KnowledgeBot ("we," "our," or "us") operates the website www.kbotsb.com and the KnowledgeBot SaaS platform. This Privacy Policy explains how we collect, use, and protect your information when you use our service.

2. Information We Collect

Account Information

When you create an account we collect your name, email address, and password (hashed — we never store plaintext passwords).

Documents You Upload

You may upload PDF and Word (.docx) files to train your AI chatbot. These documents are stored securely in Supabase Storage and are accessible only to your workspace. We do not use your uploaded documents to train our AI models.

Usage Data

We automatically collect information about how you use the service including pages visited, features used, query counts, and timestamps. This is used to improve the product and enforce plan limits.

Chat Query Logs

Questions asked to your chatbot and the bot's responses are logged in our database (query_log table) for analytics purposes. These logs are associated with your workspace and are not shared with other customers.

Payment Information

Payments are processed by Stripe. We do not store your credit card number. We receive a Stripe customer ID, subscription status, and transaction history.

3. How We Use Your Information

• To provide and operate the KnowledgeBot service
• To authenticate your account and maintain your session
• To process payments and manage your subscription
• To send transactional emails (welcome, trial expiry, payment receipts)
• To enforce plan limits (document count, query count)
• To improve the product based on usage patterns
• To respond to support requests

4. Third-Party Services

We share data with the following trusted third parties to operate the service:

• OpenAI (openai.com) — Your uploaded document text and chat queries are sent to OpenAI's API to generate embeddings and AI responses. OpenAI's privacy policy applies: openai.com/policies/privacy-policy. We use the API Zero Data Retention option where available.
• Supabase (supabase.com) — Our database and file storage provider. Your documents and workspace data are stored in Supabase's PostgreSQL infrastructure hosted on AWS US-West.
• Stripe (stripe.com) — Our payment processor. Payment card data goes directly to Stripe and is never stored on our servers.
• Vercel (vercel.com) — Our hosting provider. Your web requests are processed by Vercel's infrastructure.
• Cloudflare (cloudflare.com) — DNS and CDN provider for www.kbotsb.com.

We do not sell your personal information to any third party.

5. Data Retention

• Account data: retained while your account is active and for 90 days after deletion
• Uploaded documents: deleted immediately when you delete them from your dashboard, or when your account is deleted
• Chat logs: retained for 12 months by default
• Payment records: retained as required by law (typically 7 years)

6. Your Rights

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion of your account and associated data
• Export your data
• Opt out of non-essential communications

To exercise these rights, email us at: privacy@kbotsb.com

7. Data Security

We implement industry-standard security measures including:

• HTTPS encryption for all data in transit
• Supabase Row Level Security (RLS) ensuring users can only access their own workspace data
• Hashed passwords (never stored in plaintext)
• API keys stored as environment variables (never in code)

8. Cookies

We use essential cookies to maintain your login session (via Supabase Auth). We do not use advertising or tracking cookies.

9. Children's Privacy

KnowledgeBot is not intended for use by children under 13. We do not knowingly collect data from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you by email or by posting a notice on our website. Continued use of the service after changes constitutes acceptance.

11. Contact Us

If you have questions about this Privacy Policy, contact us at:
Email: privacy@kbotsb.com
Website: www.kbotsb.com