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Privacy Policy – Kyrbot Innovations S.A.S

Last update date: 12/03/2025

This Privacy Policy explains how Kyrbot Innovations S.A.S ("Kyrbot", "we") collects, uses and protects users' personal data when they:

  • Visit our website https://kyrbot.com
  • Communicate with us via WhatsApp, forms, email or other channels
  • Use WhatsApp bots and automation solutions we develop for our company or for our clients

1. Data Controller

Kyrbot Innovations S.A.S
Tax ID (NIT): 901885606-2
Address: Cra 32a 25b 75, Bogotá, Colombia
Email: support@kyrbot.com
Website: https://kyrbot.com

2. Data We May Collect

Depending on the contact channel and service, we may process:

  • Contact data: name, surname, phone number, email address.
  • Company data: company name, position, sector, size, country.
  • Conversation data: messages exchanged via WhatsApp or other channels, including questions, requests and responses from our bots.
  • Technical data: IP address, device identifiers, access date and time, bot usage logs.
  • Data necessary for billing and accounting, when there is a contractual relationship.

We do not deliberately request or process sensitive data (health, beliefs, etc.). If a user sends it, we will not use it for purposes other than addressing their specific inquiry.

3. Processing Purposes

We process personal data to:

  • Respond to inquiries and requests made through WhatsApp, web forms, email, etc.
  • Provide our automation services, WhatsApp bots, integrations, analytics and web development, either for Kyrbot or for business clients.
  • Manage commercial and contractual relationships, including billing, technical support and customer service.
  • Improve our services, analyze bot usage and optimize conversation flows and processes.
  • Send commercial communications about products and services related to automation and technology, when regulations permit or the user has given consent.
  • Comply with applicable legal obligations (tax, accounting, data protection, among others).

4. Legal Basis

The main legal bases for processing are:

  • Performance of a contract or pre-contractual measures (art. 6.1.b GDPR or local equivalents) when we process data to provide services or respond to requests.
  • Kyrbot's legitimate interest (art. 6.1.f GDPR) to improve our services, manage security and prevent fraud.
  • User consent (art. 6.1.a GDPR) for sending commercial communications when required.
  • Compliance with legal obligations (art. 6.1.c GDPR and Colombian / corresponding local regulations).

5. Data Retention

We retain personal data for the time necessary to:

  • Address the request or maintain the contractual relationship.
  • Comply with legal retention periods (for example, in tax and accounting matters).

Bot conversation logs may be retained for a reasonable period for service analysis and improvement, unless the data subject requests deletion when applicable.

6. Recipients and Transfers

We may share data with:

  • Technology providers that provide us with hosting, analytics, messaging or development services (for example, Meta Platforms for the WhatsApp Business API, hosting providers, email tools, CRM, etc.).
  • Kyrbot's business clients, when we act as data processors developing bots or integrations for them and data is collected on their behalf.
  • Competent authorities when there is a legal obligation or requirement.

Some providers may be located outside Colombia or the European Economic Area. In those cases, appropriate safeguards for international data transfers will be adopted (standard contractual clauses or other recognized mechanisms).

7. User Rights

Users may exercise, when applicable, the rights of:

  • Access
  • Rectification
  • Deletion
  • Opposition
  • Processing limitation
  • Portability

To exercise them, you can contact:

support@kyrbot.com
Subject: "Data Protection – Kyrbot"

In the case of WhatsApp communications, users can also request to stop receiving messages by responding with words like "STOP", "ALTO" or similar.

If you believe we have not processed your data properly, you may also file a complaint with the competent data protection authority.

8. Security

Kyrbot adopts reasonable technical and organizational measures to protect personal data against loss, misuse, unauthorized access, disclosure, alteration or destruction. No system is completely secure, but we work to minimize risks.

9. Data Processing in WhatsApp Bots

When users interact with our WhatsApp bots:

  • Message content is processed through the WhatsApp Business API provided by Meta Platforms.
  • We may store messages, responses and conversation events to:
    • Respond correctly to the user
    • Improve the bot flow
    • Generate reports for the corresponding business client (when we act as a provider)
  • Users should avoid sharing sensitive or confidential information through the bots.

10. Policy Updates

We may update this Privacy Policy to reflect legal, technical or commercial changes. The current version will always be available on this page and will indicate the date of last update.