Privacy Policy for EquipBot.ai

Effective Date: June 23, 2025

EquipBot, Inc. (“EquipBot,” “we,” “our,” or “us”) operates EquipBot.ai, a SaaS application that enables businesses to upload and query video-based content using AI. This Privacy Policy explains how we collect, use, and protect user data.

1. Data Collection & Processing

Data We Collect

  • User Queries & AI Interactions: We store user queries and AI interactions to improve our services, provide better responses, and enhance the user experience. This data is used solely for the purpose of service improvement and is handled in accordance with our data protection policies.
  • Metadata: We collect timestamps, IP addresses, device/browser details, and related metadata for security and analytics purposes.
  • User-Uploaded Content: Documents, text input, videos, and related data uploaded or provided by users for AI processing and interaction.
    We strongly recommend scrubbing any personally identifiable information (PII) from content before uploading.
  • Payment Information: Billing is handled by Stripe; we do not store payment details.
  • AI Model Training: We currently use third-party AI models (e.g., OpenAI) and do not fine-tune models with customer data. However, we may use user queries for model fine-tuning in the future, as permitted by our Terms of Service.

2. Data Retention & Deletion

  • Uploaded Content & Processed AI Responses:Retained until the user deletes them.
  • Account Deletion: When a user requests account deletion, their uploaded content and AI responses are permanently deleted. However, logs, analytics, and metadata may be retained for operational, security, and compliance reasons.

3. Third-Party Sharing

We do not sell user data. However, we share necessary data with third parties to facilitate our services:

  • Analytics: We use Mixpanel and Growthbook to analyze user interactions and improve our services (not self-hosted).
  • Email & Communications: We use Customer.io for transaction and marketing email communications.
  • SaaS Service Providers: We share data only with essential service providers for hosting, authentication, and SMS services.
  • AI Processing: We use third-party AI models (e.g., OpenAI) but limit data sharing to what is necessary for service functionality.

4. Security & Compliance

  • Data Encryption: Data is encrypted in transit. Sensitive data, such as passwords, is encrypted at rest.
  • Breach Notification: In the event of a data breach, affected users will be notified within 72 hours of discovery.
  • Compliance: We do not currently claim compliance with GDPR, CCPA, HIPAA, or other regulatory frameworks.

5. User Rights & Access

  • Opting Out of AI Analysis: Certain subscription tiers allow users to opt out of having their queries used for model fine-tuning.
  • Data Access: Users can log in to view AI-generated documentation but cannot export data at this time.
  • Account & Data Deletion: Users may request account deletion by emailing [email protected].

6. Tracking & Cookies

  • Cookies: Used only for authentication.
  • Third-Party Tracking: We use Mixpanel and Growthbook for analytics, which may collect browsing data.

7. AI Model & Data Usage

  • Future Model Training: User queries may be stored and used for AI model fine-tuning, as specified in our Terms of Service.
  • Risk Mitigation: EquipBot does not automate decision-making processes. AI-generated outputs are for informational purposes only, and users are responsible for verifying content before application.

8. Contact Information

For privacy-related inquiries, contact us at:
Email: [email protected]

EquipBot reserves the right to update this Privacy Policy. Changes will be posted on this page.

By using EquipBot, you acknowledge and agree to this Privacy Policy.