Privacy Policy for robotbrains

Welcome to robotbrains! This Privacy Policy outlines how Robot Brains Limited (“we,” “us,” or “our”) collects, uses, discloses, and protects personal information in accordance with the New Zealand Privacy Act 2020. This policy applies to your use of our website (robotbrains.co.nz) and our AI document intelligence services (collectively, the “Services”).

By accessing or using our Services, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy.

1. Information We Collect

We collect personal information in the following ways:

• Information You Provide to Us:

  • Account Information: When you create an account with robotbrains, we may collect your name, email address, phone number, business name, professional details, and payment information.
  • Communications: If you contact us directly (e.g., via email to [email protected], through our website, or for customer support), we may collect your name, email address, and the contents of your communication.
  • Documents You Upload: Our core service involves processing documents you upload. These documents may contain personal information about you, your clients, or other individuals (“Client Data”). You are responsible for ensuring you have the necessary consents and legal basis to provide this Client Data to us for processing.

• Information We Collect Automatically:

  • Usage Data: We may collect information about how you use our Services, such as your IP address, browser type, operating system, device information, pages viewed, links clicked, and the dates and times of your interactions.
  • Cookies and Similar Technologies: We use cookies and similar tracking technologies to collect information about your Browse activities, enhance your user experience, and analyze the use of our Services. You can manage your cookie preferences through your browser settings.

• Information from Third Parties:

  • AI Models: Our Services are “Powered by Google AI Models.” When you use our Services to process documents, the content of those documents, including any Client Data, may be processed by Google’s AI models. We rely on Google’s commitments to data privacy and security in these instances. We recommend you review Google’s relevant privacy policies and terms.

2. How We Use Your Information

We use the personal information we collect for the following purposes:

• To Provide and Improve Our Services:
  • To create and manage your account.
  • To process the documents you upload, extract key data, and provide you with our AI document intelligence services.
  • To operate, maintain, and enhance our Services, including developing new features.
  • To provide customer support and respond to your inquiries.
• Communication:
  • To send you service-related communications, such as account notifications, updates, and security alerts.
  • To send you marketing communications (if you have opted-in), from which you can unsubscribe at any time.
• Legal and Security Purposes:
  • To comply with our legal obligations under New Zealand law, including the Privacy Act 2020.
  • To protect the security and integrity of our Services, prevent fraud, and enforce our Terms of Service.
  • To investigate and resolve disputes or complaints.
• Analytics and Research:
  • To analyze trends, monitor the usage of our Services, and for research and development purposes (using aggregated or de-identified data where possible).

3. Disclosure of Your Information

We may disclose your personal information in the following circumstances:

• To Service Providers: We may share your information with third-party service providers who perform services on our behalf, such as:
  • AI model providers (e.g., Google for AI document processing).
  • Cloud hosting providers.
  • Payment processors.
  • Analytics providers.
  • Customer support tool providers. We ensure these service providers are subject to appropriate confidentiality and data protection obligations.
• As Required by Law: We may disclose your information if required to do so by law or in response to a valid legal request from a government authority or law enforcement agency in New Zealand.
• Business Transfers: In the event of a merger, acquisition, sale of assets, or other business transfer, your personal information may be transferred as part of the transaction. We will notify you of any such change in ownership or control of your personal information.
• To Protect Our Rights: We may disclose information where we believe it is necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the safety of any person, violations of our Terms of Service, or as evidence in litigation.
• With Your Consent: We may disclose your personal information to other third parties with your explicit consent.

Regarding Client Data: We act as a data processor for the Client Data you upload. You, as the controller of this data, determine how it is used and disclosed through your use of our Services. We will only process Client Data in accordance with your instructions (as communicated through your use of the Services) and our Terms of Service.

4. Data Storage, Security, and Retention

• Data Storage and Security: We take reasonable steps to protect the personal information we hold from loss, misuse, unauthorized access, disclosure, alteration, or destruction. This includes implementing appropriate technical and organizational measures. However, no internet-based service can be 100% secure, and we cannot guarantee the absolute security of your information.
• Data Retention: We will retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including to provide our Services, comply with our legal obligations, resolve disputes, and enforce our agreements. Client Data uploaded to our Services is retained according to your instructions and our Terms of Service, or until you delete it or your account is terminated.
• International Data Transfers: Personal information, including Client Data, may be transferred to, and processed in, countries other than New Zealand (e.g., where our service providers, like Google, operate). Where we transfer personal information outside of New Zealand, we will ensure that appropriate safeguards are in place to protect your information, as required by the Privacy Act 2020 (e.g., by ensuring the recipient is subject to privacy laws that provide comparable safeguards to those in New Zealand, or through contractual clauses).

5. Your Rights and Choices (Under the NZ Privacy Act 2020)

You have certain rights regarding your personal information under the New Zealand Privacy Act 2020:

• Right to Access: You have the right to request access to the personal information we hold about you.
• Right to Correction: You have the right to request the correction of any inaccurate or incomplete personal information we hold about you.
• Right to Withdraw Consent: Where we rely on your consent to process your personal information, you have the right to withdraw that consent at any time.
• Making a Request: To exercise these rights, please contact us at [email protected]. We will respond to your request within a reasonable timeframe and in accordance with the Privacy Act 2020. We may require you to verify your identity before processing your request.

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information about your Browse activities, enhance your user experience, and analyze the use of our Services. Cookies are small data files stored on your device. We may use session cookies (which expire when you close your browser) and persistent cookies (which stay on your device until they expire or you delete them). For example, we may use cookies to remember your preferences, keep you logged in, and understand how you interact with our website. You can manage your cookie preferences through your browser settings; however, disabling certain cookies may affect the functionality of our Services.

7. Third-Party Links

Our Services may contain links to other websites or services not operated or controlled by us. This Privacy Policy does not apply to such third-party services. We encourage you to review the privacy policies of any third-party services before providing any information to or through them.

8. Children’s Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete such information.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. If we make material changes, we will notify you by posting the updated policy on our website and updating the “Last Updated” date. We encourage you to review this Privacy Policy periodically.

10. Contact Us

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

Robot Brains Limited Email: [email protected]

If you are not satisfied with our response to your complaint, you have the right to lodge a complaint with the Office of the Privacy Commissioner (New Zealand) (www.privacy.org.nz).