Babelbeez - Privacy Policy

Last Updated: June 15th, 2025

1. Introduction

Welcome to Babelbeez! This Privacy Policy explains how Babelbeez ("Babelbeez," "we," "us," or "our") collects, uses, shares, and protects information about users ("you," "your") of our website (www.babelbeez.com), platform, and related services (collectively, the "Service").

This Privacy Policy should be read in conjunction with our Terms of Service. By accessing or using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.

2. Information We Collect

We collect different types of information to provide and improve our Service to you. This includes:

Personal Information You Provide:

• Account Information: When you register for an Account, we collect your email address. You may optionally choose to provide your name and company name.
• Configuration Data: Information you provide when configuring your voice agents, such as system instructions or domain restrictions.
• RAG Data Source: The URLs you provide for the Retrieval-Augmented Generation (RAG) feature.
• Communications: If you contact us directly (e.g., for support), we may receive additional information about you such as your name, email address, the contents of the message and/or attachments you may send us, and any other information you may choose to provide.

Information Collected Automatically:

• Usage Data: We collect information about how you access and use the Service. This includes usage logs detailing activities within your account, voice agent usage metrics (like session duration, status, timestamps), feature usage, and interaction patterns. This data is used for billing, analytics, and improving the Service.
• Device and Connection Information: We may collect your IP address, primarily to establish necessary network connections (like WebRTC for real-time voice). We may also collect general information about your device type, operating system, and browser type for service compatibility and improvement purposes.
• Cookies, Google Tag Manager, Google Analytics, and Similar Technologies: Our website uses Google Tag Manager (GTM) to manage various tracking technologies, including cookies used by Google Analytics and our consent management platform, CookieYes. When you visit our website, these tools may collect information about your browsing activity, device, and interaction with our Service. This includes information such as your IP address (which may be anonymized by Google Analytics), browser type, pages visited, time spent on pages, and links clicked. This data helps us understand website performance, improve user experience, and manage user consent preferences for analytics and other services in compliance with privacy regulations. CookieYes is integrated via GTM to control the firing of Google Analytics and other tracking tags based on your consent choices. For more details on our use of cookies and how to manage your preferences, please see our Cookie Policy section below.
• Product Analytics (PostHog): If you consent to analytics cookies/tracking (managed via our CookieYes banner, which works in conjunction with Google Tag Manager), we use PostHog, a product analytics platform, to collect information about your interaction with our Service. This includes events such as features used, buttons clicked, page views, and general usage patterns within the application. We may also associate this data with your user ID and email address for a better understanding of individual user journeys if you are logged in and have consented. This data is used to improve our product, identify popular features, troubleshoot issues, and enhance user experience. PostHog is configured to respect your consent choices.

Information Processed on Your Behalf:

• RAG Data Content: When you use the RAG feature, we scrape and store the content from the URLs you provide. This data is stored securely and used solely to provide the RAG functionality for your specific voice agents.
• Chat Interaction Data: We store metadata associated with chat interactions (e.g., start time, end time, duration, status). Additionally, to improve our Service and provide support, we generate and store summaries of chat conversations. These summaries capture key aspects of the interaction but are not full transcripts.

3. How We Collect Information

We use various methods to collect information:

• Directly from You: When you register for an account, configure voice agents, provide URLs for RAG, or communicate with us.
• Automatically Through Your Use of the Service: When you navigate the website, interact with the dashboard, or when your voice agents are used, we automatically log usage data and may collect device/connection information.
• Through Third Parties: We utilize third-party services for specific functions, and they may collect information as described in their own privacy policies (see Section 5).

4. How We Use Information

We use the information we collect for various purposes, including:

• To Provide and Maintain the Service: To create and manage your account, enable voice agent creation and configuration, provide RAG functionality, process real-time voice interactions, and ensure the overall operation of the Service.
• To Process Transactions: To manage subscriptions, calculate usage, and process payments through our third-party payment processor (Paddle).
• To Communicate with You: To respond to your inquiries, provide customer support, send service-related announcements, updates, security alerts, and administrative messages.
• To Monitor and Analyze Usage: To track service usage for billing purposes, understand how users interact with the Service, gather analytics to improve features and performance, and monitor the effectiveness of the platform.
• To Improve and Personalize the Service: To understand user preferences, troubleshoot issues, develop new features, analyze chat conversation summaries to enhance service quality and AI performance, and enhance the user experience.
• For Security and Fraud Prevention: To monitor for suspicious activity, prevent fraudulent use of the Service, protect the security of our platform and users, and enforce our terms.
• To Comply with Legal Obligations: To comply with applicable laws, regulations, legal processes, or governmental requests.
• To Enforce Our Terms: To enforce our Terms of Service and other policies.
• To Understand and Improve Our Website (including through Google Analytics via Google Tag Manager): To analyze trends, administer the website, track users' movements around the website, and gather demographic information about our user base as a whole using tools like Google Analytics (managed via Google Tag Manager). This processing is subject to your consent choices, which are managed via our consent management platform (CookieYes, integrated with Google Tag Manager) and affect how Google Analytics collects and processes data in accordance with Google Consent Mode.
• To Improve Our Product Using Product Analytics (PostHog): Subject to your consent for analytics tracking (managed via CookieYes, integrated with Google Tag Manager), we use data collected by PostHog to understand how our Service is used, identify areas for improvement, enhance features, and optimize user workflows. This helps us make Babelbeez more effective and user-friendly.

5. How We Share Information

We do not sell your personal information. We may share your information in the following circumstances:

With Service Providers: We share information with third-party vendors and service providers who perform services on our behalf. These include:

• Payment Processing: Paddle handles our payment processing and subscription management. We share necessary billing information with them, but we do not store your full payment card details.
• AI Processing: OpenAI processes the voice interactions and generates voice agent responses. Information necessary for this processing is shared with OpenAI.
• Cloud Hosting and Infrastructure: Supabase provides database storage (including user accounts, configurations, RAG data), authentication, and backend infrastructure.
• Product Analytics: PostHog provides product analytics services. If you consent to analytics tracking, your interaction data (as described in Section 2) is shared with PostHog for processing on our behalf. PostHog is contractually obligated to protect your data and use it only to provide services to us.

These service providers are authorized to use your personal information only as necessary to provide these services to us and are obligated to protect your information.

For Legal Reasons: We may disclose your information if required to do so by law or in the good faith belief that such action is necessary to: (a) comply with a legal obligation, (b) protect and defend the rights or property of Babelbeez, (c) prevent or investigate possible wrongdoing in connection with the Service, (d) protect the personal safety of users of the Service or the public, or (e) protect against legal liability.

Business Transfers: If Babelbeez is involved in a merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another provider, your information may be sold or transferred as part of such a transaction, as permitted by law and/or contract. We will notify you via email and/or a prominent notice on our Service of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.

With Your Consent: We may share your information with third parties when we have your explicit consent to do so.

6. Legal Basis for Processing Personal Information (GDPR)

If you are located in the European Economic Area (EEA), Switzerland, or the United Kingdom (UK), our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.

However, we will normally collect personal information from you only where:

• We need the personal information to perform a contract with you (e.g., to provide the Service you requested, process your subscription payments). This applies to processing Account Information, Usage Data for billing, Configuration Data, and RAG Data necessary for service delivery.
• The processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms (e.g., for analytics, service improvement, security monitoring, communication about the service, enforcing our terms). This applies to processing Usage Data for analytics/improvement, Device/Connection Information, and Communications data.
• We have your consent to do so (e.g., for optional data fields, or specific marketing communications if implemented).

In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.

If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the details provided below.

7. Data Security

We take the security of your information seriously and implement reasonable administrative, technical, and physical security measures designed to protect your personal information from unauthorized access, use, alteration, and disclosure. These measures include secure storage practices for RAG data and limiting access to personal information.

However, please be aware that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security. You are also responsible for maintaining the security of your account credentials.

8. Data Retention

We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your information to the extent necessary to provide the Service, comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws, resolve disputes, and enforce our legal agreements and policies), maintain accurate financial and other records, and for legitimate business interests like service improvement and analysis.

We retain your personal information, including account details, configuration data, RAG data, and chat conversation summaries, for as long as your account is active or as needed to provide you with the Service. This information is also kept for a reasonable period thereafter in case you decide to re-activate the Service, for our legitimate business purposes such as service improvement, or to comply with legal obligations. Usage history (metadata such as session duration, timestamps, and status – which does not include conversation content or summaries) is retained for longer periods, primarily for billing accuracy and aggregated analytics. Upon account deletion, or when there is no ongoing legitimate business need or legal requirement, your personal information (including chat summaries and RAG data) will be deleted or anonymized. If immediate deletion is not possible (e.g., due to backup archives), we will securely store it and isolate it from further processing until deletion can be performed.

When we have no ongoing legitimate business need or legal requirement to process your personal information, we will either delete or anonymize it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

You can request the deletion of your account and associated personal data by contacting us.

9. Your Data Rights

Depending on your location and applicable data protection laws (such as GDPR in the EEA/UK or CCPA in California), you may have certain rights regarding your personal information. These rights may include:

You can also manage your cookie preferences, including those related to Google Analytics (managed via Google Tag Manager) and PostHog product analytics, at any time through the cookie settings banner (usually by clicking the "Cookie Settings" button or link provided by CookieYes, often found in the footer or as part of the banner itself) or the "Cookie Settings" link provided in our Cookie Policy section below. Our use of PostHog is conditional upon your consent to the "analytics" category within the CookieYes consent management platform, which works in conjunction with Google Tag Manager.

• Right to Access: You may have the right to request access to the personal information we hold about you.
• Right to Rectification: You may have the right to request correction of inaccurate personal information we hold about you.
• Right to Erasure (Deletion): You may have the right to request the deletion of your personal information under certain conditions.
• Right to Restrict Processing: You may have the right to request that we restrict the processing of your personal information under certain conditions.
• Right to Data Portability: You may have the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit that data to another controller under certain conditions.
• Right to Object: You may have the right to object to the processing of your personal information under certain conditions, particularly where we rely on legitimate interests as our legal basis.
• Right to Withdraw Consent: If we rely on your consent to process your personal information, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of processing based on consent before its withdrawal.
• Right to Non-Discrimination: You have the right not to be discriminated against for exercising your privacy rights.
• Right to Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority if you believe our processing of your personal information violates applicable law.

To exercise any of these rights, please contact us using the contact details provided in Section 14. We will respond to your request in accordance with applicable data protection laws. We may need to verify your identity before processing your request.

10. Cookie Policy

Effective Date: 08-Jun-2025
Last Updated: June 15th, 2025

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11. International Data Transfers

Your information, including personal data, may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those in your jurisdiction.

Specifically, as we utilize global service providers like OpenAI, Supabase, and PostHog (for product analytics, hosted in the United States via PostHog Cloud US), your data may be processed in countries outside of the EEA, UK, Switzerland, such as the United States.

We will take appropriate steps to ensure that your personal data is treated securely and in accordance with this Privacy Policy and applicable law. Where required by law (e.g., for transfers out of the EEA/UK), this may include implementing safeguards such as Standard Contractual Clauses (SCCs) approved by relevant authorities or relying on the service provider's Binding Corporate Rules or other legally recognized transfer mechanisms. Our use of PostHog for users in the EU is subject to your explicit consent for analytics tracking, which includes consent for this data transfer. By using the Service and submitting your information, and by consenting to analytics tracking where applicable, you consent to these transfers, provided appropriate safeguards are in place.

12. Children's Privacy

Our Service is not intended for use by children under the age of 16 (or the relevant minimum age threshold in your jurisdiction, e.g., 13 in some regions). We do not knowingly collect personally identifiable information from children under this age. If you are a parent or guardian and you are aware that your child has provided us with personal information without your consent, please contact us. If we become aware that we have collected personal information from a child without verification of parental consent, we will take steps to remove that information from our servers.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top. If the changes are material, we will provide a more prominent notice, which may include sending a notification via the email address associated with your Account or through the Service interface, prior to the change becoming effective. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page. Your continued use of the Service after the effective date of the revised policy constitutes your acceptance of the changes.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us via email at:

[email protected]