Privacy Policy

1. Introduction

Nepomuk Software GmbH & Co. KG ("we," "our," or "us") operates AgentGrid, an AI agent platform that enables businesses to deploy intelligent chatbots and customer service agents. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

Important: Our service processes conversations through various AI providers located globally. By using AgentGrid, you acknowledge and consent to the international transfer and processing of data as described in this policy.

2. Information We Collect

2.1 Account Information

• Name, email address, and organization details
• Authentication credentials
• Billing and payment information
• Usage preferences and configuration settings

2.2 Conversation Data

• Messages sent to and from your AI agents
• Customer interactions and chat histories
• Metadata including timestamps, user identifiers, and session information
• Files, images, or other content shared in conversations

2.3 Technical Information

• IP addresses, device information, and browser details
• Usage analytics and performance metrics
• Error logs and diagnostic information
• API usage statistics and rate limiting data

3. How We Use Your Information

• Service Provision: To operate and maintain your AI agents and process conversations
• AI Processing: To send conversation data to third-party AI providers for response generation
• Billing: To process payments and maintain billing records
• Support: To provide customer support and troubleshoot issues
• Improvement: To analyze usage patterns and improve our services (aggregated data only)
• Security: To detect fraud, abuse, and security threats
• Legal Compliance: To comply with applicable laws and regulations

4. Third-Party AI Providers

AgentGrid integrates with multiple AI providers to power your agents. When you use our service, conversation data may be sent to:

Data Processing: These providers may process, store, and analyze conversation data according to their own privacy policies. We recommend reviewing their privacy policies to understand how they handle data.

Retention: Most providers retain data for limited periods (typically 30 days or less) for abuse prevention and service improvement, but policies vary by provider.

5. Data Storage and Security

5.1 Our Infrastructure

• Primary data storage in European Union (Germany)
• Encrypted data transmission (TLS 1.3)
• Encrypted data at rest
• Regular security audits and monitoring
• Access controls and authentication

5.2 Data Retention

• Account Data: Retained while your account is active and for up to 2 years after deletion
• Conversation Data: Retained according to your configuration settings (default: 90 days)
• Billing Data: Retained for 10 years for tax and legal compliance
• Logs: Retained for up to 12 months for security and debugging purposes

6. International Data Transfers

AgentGrid operates globally and transfers data internationally for the following reasons:

• AI Processing: Conversation data is sent to AI providers primarily located in the United States
• Service Delivery: Some infrastructure components may be located outside the EU
• Support: Customer support may be provided from various locations

7. Your Rights

7.1 Access and Control

• Access: View and export your account and conversation data
• Rectification: Correct inaccurate personal information
• Deletion: Delete your account and associated data
• Portability: Export your data in machine-readable formats
• Restriction: Limit processing of your data in certain circumstances

7.2 Withdrawal of Consent

You can withdraw consent for international data transfers at any time by:

• Disabling AI processing in your agent settings
• Deleting your account
• Contacting us directly

Note: Withdrawing consent may limit or prevent the functionality of your AI agents.

8. Cookies and Tracking

We use essential cookies and similar technologies for:

• Authentication: Maintaining your login session
• Security: Protecting against fraud and abuse
• Functionality: Remembering your preferences and settings
• Analytics: Understanding usage patterns (anonymized)

You can control cookies through your browser settings, but disabling essential cookies may affect service functionality.

9. Children's Privacy

AgentGrid is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If you become aware that a child has provided us with personal information, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Email notification to your registered address
• Prominent notice on our platform
• Updated "Last modified" date at the top of this policy

Continued use of our service after changes constitutes acceptance of the updated policy.

11. Contact Information