Privacy Policy

1. Introduction

SheenQaaf ("we," "our," or "us") is committed to protecting your privacy and ensuring you have a positive experience on our platform and website. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services, website, and related applications.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our services. Your continued use of our services indicates your acceptance of this Privacy Policy.

2. Information We Collect

We collect information you provide directly and information collected automatically as you interact with our services.

2.1 Information You Provide

• Account Information: Name, email address, phone number, company name, business details when you register for our services.
• Payment Information: Billing address, payment method details processed securely through third-party payment processors (we do not store full credit card information).
• Knowledge Base Content: FAQs, product information, support documents, and business data you upload to train your AI chatbot.
• Communication Data: Messages exchanged with our support team, inquiries, feedback, and customer service interactions.
• Contact Form Data: Name, email, and message content when you submit inquiries through our website.

2.2 Information Collected Automatically

• Usage Data: Pages accessed, time spent on pages, clicks, searches, and interactions with features.
• Device Information: Device type, operating system, browser type, IP address, and device identifiers.
• Cookies and Tracking: We use cookies and similar tracking technologies to improve user experience. You can disable cookies through browser settings.
• Chatbot Interaction Data: Conversations between customers and your AI chatbot (for analytics and improvement purposes).

2.3 Third-Party Data

We may receive data from third-party services including Meta (WhatsApp, Instagram) when you authorize integration. This data includes message content, customer identifiers, and platform metadata necessary to deliver our services.

3. How We Use Your Information

We use the information we collect for specific, legitimate purposes:

• Service Delivery: To provide, maintain, and improve our AI chatbot platform and customer support services.
• Chatbot Functionality: To generate accurate AI responses based on your knowledge base and customer inquiries.
• Account Management: To manage your account, process payments, send administrative communications.
• Communication: To respond to inquiries, provide customer support, send service updates and notifications.
• Analytics and Improvement: To analyze usage patterns, track performance metrics, identify issues, and enhance platform functionality.
• Compliance and Security: To prevent fraud, enforce our terms, comply with legal obligations, and protect against security threats.
• Marketing (Optional): To send promotional materials only if you have opted in. We do not send unsolicited marketing emails.

4. Data Sharing and Disclosure

4.1 What We Do NOT Do

• We do NOT sell, rent, lease, or trade your personal data to third parties.
• We do NOT share your business data or customer information with competitors.
• We do NOT use your data for unsolicited marketing or spam purposes.
• We do NOT disclose sensitive information without explicit consent (except as legally required).

4.2 When We May Share Data

We only share information in the following limited circumstances:

• Service Providers: Third-party vendors (hosting providers, payment processors, analytics services) who assist us in delivering services. These vendors are contractually obligated to maintain confidentiality.
• Platform Partners: Meta (WhatsApp, Instagram) receives only the minimum data necessary to route messages to customers' messaging accounts.
• Legal Obligations: When required by law, court order, or government regulation. We provide notice when legally permitted.
• Business Transitions: In case of merger, acquisition, or sale of assets, data may be transferred as part of that transaction. We notify users of any such change.
• With Your Consent: When you explicitly authorize us to share information with third parties.

5. Data Security

We implement comprehensive security measures to protect your data from unauthorized access, alteration, disclosure, or destruction:

• Encryption: All data transmitted between your browser and our servers uses industry-standard SSL/TLS encryption (HTTPS).
• Storage Security: Data at rest is encrypted using AES-256 encryption standards.
• Access Controls: Strict role-based access controls limit employee access to sensitive data on a need-to-know basis.
• Authentication: Multi-factor authentication and strong password requirements protect account access.
• Monitoring: Continuous security monitoring and intrusion detection systems protect against threats.
• Regular Audits: We conduct regular security audits and penetration testing to identify and address vulnerabilities.
• Incident Response: We maintain an incident response plan and notify affected users of any confirmed breaches as required by law.

6. Data Retention

We retain your information only as long as necessary to provide services and fulfill the purposes outlined in this policy:

• Active Accounts: Account information is retained while your account is active.
• Chatbot Data: Conversation logs are retained for 12 months for analytics and improvement purposes, then securely deleted.
• Knowledge Base: Your uploaded knowledge base remains in our systems until you delete it or your account is terminated.
• Backup Data: We maintain secure backups for disaster recovery purposes and retain them according to our backup retention policy.
• Legal Requirements: We may retain data longer if required by law or if necessary for legal proceedings.

7. Your Privacy Rights and Choices

7.1 Access, Correction, and Deletion

You have the right to access, review, correct, or delete your personal data. You can manage many settings in your account dashboard. For additional requests, contact us at support@sheenqaaf.com with "Data Request" in the subject line.

7.2 Opt-Out Rights

• Marketing Communications: You can unsubscribe from promotional emails by clicking the "unsubscribe" link in any email or adjusting preferences in your account settings.
• Cookies: You can disable cookies in your browser settings. Note that some features may not function properly without cookies.
• Analytics: You can opt out of analytics tracking through your browser's Do Not Track settings.

7.3 GDPR Rights (EU Residents)

If you are in the European Union or European Economic Area, you have additional rights under the General Data Protection Regulation (GDPR):

• Right of access to your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to lodge a complaint with your local data protection authority

To exercise these rights, email us at support@sheenqaaf.com with "GDPR Request" in the subject line.

7.4 CCPA Rights (California Residents)

California residents have rights under the California Consumer Privacy Act (CCPA) including the right to know, delete, and opt-out of sales of personal information. Contact us at support@sheenqaaf.com with "CCPA Request" in the subject line.

8. International Data Transfers

Your information may be processed and stored in countries other than your country of residence. These countries may have data protection laws that differ from your country. By using SheenQaaf, you consent to the transfer of your information to countries outside your country of residence, which may include countries that do not have equivalent data protection laws.

We implement appropriate safeguards such as Standard Contractual Clauses to ensure your data receives adequate protection when transferred internationally.

9. Messaging Platform Responsibilities

When you authorize SheenQaaf to access your WhatsApp or Instagram accounts, the following applies:

• Message content is processed by SheenQaaf to generate AI responses.
• Customer information linked to messages is used solely for support automation.
• We comply with Meta's privacy policies and platform terms when accessing account data.
• You remain responsible for your compliance with platform policies and customer consent requirements.
• We do not store messages longer than necessary for service delivery and analytics purposes.

10. Children's Privacy

Our services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will delete such information promptly. If you believe a child has provided us with information, please contact us immediately at support@sheenqaaf.com.

11. Third-Party Links

Our website may contain links to third-party websites. This Privacy Policy applies only to SheenQaaf's services. We are not responsible for the privacy practices of linked websites. We encourage you to review the privacy policies of any third-party sites before providing personal information.

12. Policy Updates

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

• Posting the revised policy on our website with an updated "Last Updated" date.
• Sending you an email notification for significant changes.
• Requiring your explicit consent if changes materially affect your rights.

Your continued use of our services after changes become effective constitutes your acceptance of the updated Privacy Policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

We will respond to your inquiry within 30 days. If you are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority.