1. Scope
This Policy describes how Witbor processes information related to WitAsk. WitAsk is a business tool integrated with Zendesk.
For information that a company chooses to collect from its end users through WitAsk, the Customer determines what information to request and for what purpose.
2. Roles
As a general rule, the Customer acts as the controller of the data it chooses to collect through WitAsk, and Witbor processes it to provide the Service according to the Customer’s instructions and settings.
3. Information processed by WitAsk
WitAsk may process business and contact information needed to manage an account, billing, and support; technical identifiers and metadata needed for integrations; information needed to send and manage forms; and, where applicable, responses provided by end users.
4. Operational forms
When a user submits an operational form, WitAsk processes the response to identify and route the interaction and transfer the relevant information to Zendesk. WitAsk does not retain a persistent copy of the content of those responses after processing.
Technical information needed to manage a pending submission may be retained for a limited period while the form remains active.
5. Surveys
Unlike operational forms, survey responses are stored in WitAsk so that the Customer can view and export results.
Survey responses will be retained for a maximum of one hundred eighty (180) days. WitAsk will notify the Customer at least sixty (60) days before the planned deletion date for a survey’s results. During the retention period, the Customer may export available results in CSV format.
6. Purposes of processing
Witbor processes information to provide and operate WitAsk, authenticate and integrate accounts, send and process forms, link information with Zendesk, maintain the security and operation of the Service, provide support, manage subscriptions and billing, and comply with applicable legal obligations.
7. Artificial intelligence
WitAsk uses OpenAI services to assist agents in creating and editing forms and in related knowledge features. Real responses provided by end users are not sent to OpenAI.
Witbor does not use end-user responses to train its own models or for advertising or commercial profiling.
8. Vendors and third-party services
To provide WitAsk, Witbor uses or integrates third-party technology services that may process information as needed to provide their respective functions, including Zendesk / Sunshine Conversations, Meta / WhatsApp, infrastructure services, OpenAI, and Stripe.
These providers are subject to their own terms and policies. Witbor seeks to use appropriate providers for the Service and limits processing to what is necessary for the relevant purposes.
9. Security
Witbor adopts reasonable technical and organizational measures intended to protect information processed by WitAsk against unauthorized access, use, alteration, or disclosure. External Service communications use secure connections, and stored information requiring protection is safeguarded with appropriate encryption.
No information system can guarantee absolute security.
10. Retention and deletion
Witbor retains information for as long as necessary to provide WitAsk, comply with applicable obligations, and serve legitimate operational purposes.
Responses to operational forms are not persistently retained in WitAsk after processing and transfer to Zendesk. Survey responses are retained for a maximum of 180 days and then deleted under the Service’s retention policy.
11. International transfers and processing
Technology providers used to deliver WitAsk may operate infrastructure or process information from different countries. Where applicable, Witbor will adopt reasonable measures or mechanisms required by relevant law for international processing or transfer of data.
12. Customer responsibility
Witbor does not systematically determine or review the questions created by the Customer. The Customer is responsible for informing its users, having the required legal bases, permissions, and consents, and determining whether it is lawful to collect personal, sensitive, or specially protected data through its forms.
13. Rights and requests
Requests from individuals concerning information collected through a form should generally be directed to the Customer that created that form. Witbor will reasonably assist Customers in responding to valid requests where required by applicable law.
14. Changes to this Policy
Witbor may update this Policy to reflect changes to WitAsk, its providers, practices, or legal requirements. The current version will state its update date.
15. Contact
Responsible entity and address: WITBOR TECHNOLOGY LLC · 1820 N Corporate Lakes Blvd, #108A, Weston FL 33326.
Privacy email: privacy@witbor.com