Privacy Policy

Last Updated: 28.05.2025

1. Introduction

Ultimo Bots is a software development project operated by Robert Klöpsch, with the following address: Stegmattstrasse 11, 6033 Buchrain, Switzerland. For all inquiries, please contact build@ultimo-bots.com.

This Privacy Policy explains how we collect, use, and protect personal data from:

  • Chatbot Creators (users who build and manage chatbots on our platform)
  • Chatbot Visitors (people who interact with those chatbots)

We comply with the Swiss Federal Act on Data Protection (FADP) and the EU General Data Protection Regulation (GDPR).

2. What Data We Collect

a) From Chatbot Creators:

We may collect and process: name, email address, hashed password, company name (optional), IP address, browser and device information, uploaded website content or training files, chatbot configurations, subscription and billing data, usage logs, platform interactions, support conversations, and any data voluntarily submitted on portal.ultimo-bots.com.

b) From Chatbot Visitors:

We may collect and process: chat messages, interaction timestamps, browser/device data, IP address, referring URL, and any personal data voluntarily entered by the visitor, including but not limited to name, email address, and phone number.

⚠️ Responsibility for Notification and Consent for Chatbot Creators:
Chatbot Creators are the data controllers of visitor data and are solely responsible for informing their users, obtaining any required consent, and ensuring lawful data use. Ultimo Bots acts solely as a data processor, unless otherwise specified.

3. Purpose of Processing

We process personal data for the following purposes:

  • To operate and improve our platform
  • To allow chatbot creators to access and manage their chatbot performance
  • To develop new features and improve AI models
  • To ensure platform security and performance
  • To analyze usage trends and behavior
  • To comply with legal and regulatory requirements
  • To support research and business development, including through anonymized or aggregated data
  • To provide onboarding, support, and service notifications

4. Legal Basis for Processing

Depending on the specific data and context, we rely on:

  • Contractual necessity (to provide our core service)
  • Legitimate interest (e.g., analytics, troubleshooting, product development)
  • Legal obligation (e.g., accounting, compliance)
  • Consent, where legally required (e.g., cookies, marketing)

5. Data Sharing and Subprocessors

We do not sell or rent personal data. We may share limited information with trusted subprocessors necessary to operate our platform:

  • Microsoft Azure – hosting, infrastructure, and storage
  • Stripe – subscription billing and payment processing
  • OpenAI (or equivalent provider) – to generate chatbot replies
  • Google (Gmail, Workspace) – for internal communication, onboarding, and support
  • Analytics Tools – to monitor performance and usage

We may change subprocessors at any time, provided that all partners meet FADP and GDPR requirements and sign appropriate Data Processing Agreements (DPAs) and, if applicable, Standard Contractual Clauses (SCCs).

We may store and analyze data in proprietary environments for improving services, training models, benchmarking, and commercial development.

6. Data Retention

We retain personal data as long as necessary to fulfill the purposes described in this policy, including legal compliance, product development, platform optimization, and dispute resolution. This period may extend beyond account closure or chatbot deactivation.

7. Security Measures

We implement industry-standard measures including:

  • Encryption of data in transit and at rest
  • Access controls and activity logging
  • Role-based security and firewall protections
  • Secure cloud architecture via Microsoft Azure

In the event of a data breach, we will notify affected users in accordance with legal obligations.

8. Your Rights

Under GDPR and FADP, individuals have the right to:

  • Access and correct their data
  • Request deletion, restriction, or portability
  • Object to certain types of processing
  • Withdraw consent (where processing is based on consent)

Chatbot visitors should contact the chatbot creator directly to exercise their rights. Creators may reach us at build@ultimo-bots.com.

9. Cookies and Tracking

We use cookies and similar technologies for:

  • Login and user session management
  • Analytics and platform improvement
  • Security and error tracking

You may disable cookies in your browser settings. Consent banners are displayed where required.

10. International Data Transfers

Your data may be processed outside Switzerland or the EU. We use subprocessors (e.g., OpenAI, Azure) with adequate safeguards, such as GDPR-compliant agreements, DPAs, and SCCs to ensure lawful international transfers.

11. Policy Updates

We may update this Privacy Policy from time to time. We will notify you of material changes by email or via the platform. You are encouraged to review this policy periodically.

12. Contact

Ultimo Bots
Operated by Robert Klöpsch
Stegmattstrasse 11, 6033 Buchrain, Switzerland
📧 build@ultimo-bots.com