1. Information We Collect
We collect only information necessary to provide and improve our Services. Importantly, AIFrontDesk itself does not store or retain chat or call data. Instead, certain Company information is processed securely through our trusted third-party providers.
a) Chat and Call Information
- Content of your interactions with our AI chatbot or call agent, including messages, voice inputs, and transcripts.
- Feedback or other information you voluntarily provide during these interactions.
- Note: These interactions are processed by our third-party providers (such as Botpress and Retel AI). AIFrontDesk does not store this information in its own systems.
b) Technical Information
- Device details such as IP address, browser type, operating system, and connection information.
- These details are collected automatically by our technology partners to ensure smooth operation and performance of our Services.
AIFrontDesk does not require registration, account creation, or sign-up processes and does not use cookies or tracking technologies.
1.5 Legal Basis for Processing
- Legitimate Interest: To provide and improve our AI chatbot and call agent services.
- Consent: Where you have explicitly agreed to specific data processing activities.
- Legal Obligation: To comply with applicable laws and regulations.
2. How We Use Your Information
- Service Delivery: Operate and maintain the AIFrontDesk platform.
- Service Improvement: Analyze usage trends, optimize AI responses, and enhance user experience.
- Support: Respond to questions or issues raised during interactions.
- Legal Compliance: Fulfill obligations under Singapore law or other applicable laws.
We do not use your data for advertising or marketing purposes.
3. Data Sharing and Disclosure
AIFrontDesk does not sell or make use of your personal information. Data may be shared only in the following limited situations:
- Service Providers: With trusted technology partners, who assist in operating or improving our Services. These providers are GDPR-compliant, ensuring that any data of users in the EU is handled according to EU data protection laws. We maintain SOC 2 compliance and require our critical service providers to demonstrate equivalent security controls.
- Legal Requirements: When required by law, legal process, or government authorities.
- Business Transfers: In connection with mergers, acquisitions, or sale of assets.
All third parties are contractually required to maintain confidentiality and comply with applicable data protection laws.
4. Data Security
- Encryption: AES-256 encryption for data at rest and TLS 1.3 for data in transit.
- Access Controls: Role-based access with multi-factor authentication.
- Monitoring: 24/7 security monitoring and threat detection.
- Regular Audits: Quarterly security assessments and penetration testing.
- Incident Response: Documented procedures for security incident management.
- Staff Training: Regular security awareness training for all personnel.
While we maintain industry-leading security practices, no system is completely immune to threats.
5. Data Retention
- Chat/Call Data: Retained for up to 2 years for service improvement, then anonymized.
- Technical Data: Retained for up to 1 year for operational purposes.
- Support Records: Retained for up to 3 years for quality assurance.
- Legal Requirements: Data may be retained longer where required by law.
Data is securely deleted or anonymized when no longer needed.
6. International Data Transfers
Although AIFrontDesk is based in Singapore, your data may be processed or stored in other countries where our service providers operate. International data transfers are protected through:
- Adequacy Decisions: Transfers to countries with adequate data protection laws.
- Standard Contractual Clauses: EU Standard Contractual Clauses for EU data transfers.
- Binding Corporate Rules: Internal data transfer agreements where applicable.
- Derogations: Specific legal grounds for necessary transfers.
All transfers comply with GDPR Articles 44–49 and PDPA Section 26 requirements.
7. Your Rights
Depending on your jurisdiction, you have the following rights:
- Access: Request details of the data we retain.
- Correction: Request correction of inaccurate or incomplete data.
- Deletion: Request deletion of your data, subject to legal exceptions.
- Objection: Object to processing based on legitimate interests.
- Restriction: Request limitation of processing in certain circumstances.
- Data Portability: Request transfer of your data in a machine-readable format (where applicable).
- Withdrawal of Consent: Withdraw consent at any time (where processing is based on consent).
To exercise any of these rights, contact us at contact@aifrontdesk.co. We will respond within 30 days (or as required by applicable law).
8. Children’s Privacy
Our Services are not intended for individuals below 13 years of age. We do not intentionally collect personal data from children. If we become aware that we have inadvertently collected such information, we will promptly delete it.
9. Compliance with International Standards
- GDPR: Our service providers (Botpress and Retel AI) are GDPR-compliant. We process EU personal data in accordance with GDPR requirements.
- PDPA: As a Singapore-based company, we fully comply with PDPA obligations, including DPO registration and data breach notification requirements.
- SOC 2: We maintain SOC 2 Type II compliance and require our critical service providers to demonstrate equivalent security controls.
- ISO 27001: We are working toward ISO 27001 certification for information security management.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with a revised “Last Updated” date. We encourage users to review this page periodically.
11. Contact Us
For questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Email: contact@aifrontdesk.co
Address: AIFrontDesk, Singapore
12. Data Breach Response
In the event of a data breach that poses risks to your rights and freedoms, we will:
- Notify relevant authorities within 72 hours of becoming aware of the breach.
- Inform affected individuals without undue delay if there is a high risk to rights and freedoms.
- Take immediate steps to contain and investigate the breach.
- Implement measures to prevent similar incidents.
13. Consent and Preferences
- Consent is obtained through your voluntary use of our Services.
- By initiating a chat or call, you consent to the processing described in this policy.
- You can withdraw consent by discontinuing use of our Services.
- For specific data deletion requests, contact contact@aifrontdesk.co
- We maintain records of interactions to demonstrate compliance, but these cannot be linked to individual user profiles.
14. Cookies and Similar Technologies
AIFrontDesk does not use any cookies, tracking pixels, or similar technologies. We operate without user accounts or persistent identifiers. Any essential technical data (such as temporary session identifiers) required for service functionality exists only during your active session and is automatically deleted when your interaction ends.
