HuntBot.ai Service Effective Date: February 27, 2025.

1. General Provisions

This document describes the procedures for processing personal data on the HuntBot.ai service, which is owned by APPLIK Limited Liability Company (EDRPOU code: 44962853; hereinafter referred to as the «Company» or «we»), and operating under the Applic brand (https://applic.com.ua/). HuntBot.ai is a SaaS platform for the automated processing of messages from messaging apps (Telegram, Viber, WhatsApp, and others) and via chat widgets embedded on clients« websites, using artificial intelligence technologies. The Company acts as the Data Processor, and the owner of the connected account acts as the Data Controller with respect to the personal data of its end customers.  

2. What data is processed

2.1. End-User Data from Messaging Apps

Through integration with messaging apps, the following can be processed:

• Unique user ID in the messaging app
• Name or username (if provided by the platform)
• Message text
• Date and time of the message
• Attachments (photos, files, voice messages)
• Technical Metadata for Interactions

2.2. Data via the chat widget on the website

The chat widget embedded on the client's website can be used to handle:

• The text of messages entered by the user into the chat form
• Date and time of the inquiry
• Session Technical Data (browser type, device type)
• Information that the user voluntarily provides in the dialog (name, email, phone number, etc.)

The amount of data collected through the widget is determined by the settings of the specific client—the website owner.  

2.3. Customer Account Information (B2B)

For HuntBot.ai account holders, the following data is processed:

• Representative's first and last name
• Corporate email
• Company Name
• Payment information (processed by the payment provider; not stored on our servers)
• Account and Integration Settings

3. Legal Basis for Processing

The processing of personal data is carried out on the following legal grounds:

• Performance of the contract — processing of customer account data to provide the service
• Legitimate interest — technical logs to ensure the security and stability of the service
• Fulfillment of legal obligations—in cases provided for by Ukrainian law
• Consent — in cases where the end user voluntarily provides data via a chat widget or messaging app

The Client-Data Controller is solely responsible for ensuring that there is a legal basis for the collection and transfer of its end users’ personal data to the HuntBot.ai service.  

4. Purpose of Data Processing

The data is processed solely for the following purposes:

• Automating Responses in Messaging Apps and Chat Widgets
• Classification and Routing of Requests
• Communication Effectiveness Analysts
• Improving the Quality and Speed of Request Processing
• Ensuring the technical operation and security of the service
• Fulfillment of Contractual Obligations to the Client

5. The Use of Artificial Intelligence

Messages may be forwarded to third-party AI providers to generate responses, including:

• OpenAI (U.S.)
• Google (Gemini API, U.S.)

The transfer is carried out solely for the purpose of processing a specific request and is not used for marketing purposes. The company does not use customer data to train its own models. The processing of messages using AI is automated. The company does not make automated decisions with legally significant consequences for end users based on this data.  

6. International Data Transfer

Due to the involvement of AI providers located in the United States (OpenAI, Google), personal data may be transferred outside of Ukraine and the European Union. Such transfers are carried out on the basis of Standard Contractual Clauses or other mechanisms that ensure an adequate level of data protection in accordance with the requirements of the GDPR and Ukrainian law. The service’s infrastructure is hosted on the Vercel platform. The hosting provider may process technical data in accordance with its own privacy policy.  

7. Data Storage

Data retention periods depend on the type of data:

• Message history — for the duration of the client account's active status
• Customer account data — for the duration of the contract and for 3 years after its termination (to comply with legal obligations)
• Technical logs and metadata — up to 90 days
• Data is retained for up to 30 days after the integration is disabled, after which it is automatically deleted

The company does not store payment information—it is processed directly by the payment provider.  

8. Data Deletion

8.1. Deleting Your Account Yourself in the App

Users can independently and completely delete their accounts directly in the HuntBot.ai app settings. After confirming the deletion:

• The user profile is completely deleted from the system
• All message history and integration settings will be deleted
• All associated account data will be deleted
• This process is irreversible—data cannot be recovered once confirmed

Deletion is performed automatically. The user receives a confirmation email at the account's email address once the process is complete.  

8.2. Deletion Upon Request

The customer may also submit a request to have their data deleted by sending an email to [email protected]. The request will be processed within 30 calendar days.  

8.3. What Is Not Subject to Immediate Removal

Certain categories of data may be retained after a deletion request in cases provided for by law:

• Financial and accounting records — in accordance with the requirements of Ukrainian tax law
• Information required to resolve pending disputes or legal proceedings
• De-identified aggregated statistical data that do not allow for the identification of an individual

9. Responding to a Data Breach

In the event of a personal data breach, the Company undertakes to:

• Notify the relevant supervisory authority within 72 hours of discovery (in accordance with GDPR requirements)
• Notify affected customers without undue delay if the data breach could pose a significant risk to their rights
• Provide information on the nature of the leak, the categories, and the approximate number of people and data affected
• Take measures to address the consequences and prevent a recurrence

10. Data Security

To protect personal data, the Company implements the following measures:

• HTTPS encryption for all connections
• Access Control and Authentication
• Isolation of Client Environments
• Restricted access to databases based on the principle of least privilege
• Regular monitoring of infrastructure security

11. Disclosure to Third Parties

Data may be transferred only:

• AI providers (OpenAI, Google) — for processing messages
• To the hosting provider (Vercel) — for the technical support of the service
• To law enforcement agencies—solely on the basis of statutory requirements

This data is not sold or used for third-party marketing.  

12. Rights of Data Subjects

Customers and end users have the following rights regarding their personal data:

• Right of access — to obtain information about what data is being processed
• Right to Rectification — the right to request the correction of inaccurate data
• Right to erasure («right to be forgotten») — to request the complete erasure of data
• Right to restrict processing — to restrict the processing of data in certain cases
• Right to data portability — to receive your data in a machine-readable format
• Right to object — to object to processing based on a legitimate interest
• The right to withdraw consent—at any time, without affecting the lawfulness of prior processing

To exercise your rights, please send a request to [email protected]. The company will review your request within 30 calendar days.  

13. Changes to This Document

The company reserves the right to update this document. Customers will be notified of any material changes via email at least 14 calendar days before such changes take effect. The current version is always available at https://applic.com.ua/obrobka-danyh/.  

14. Contact Information

For questions regarding the processing of personal data, please contact:

• Company: APPLIK, LLC«
• Address: Ukraine, 02160, Kyiv, Dniprovskyi District, Sobornosti Ave., 7-A
• Email: [email protected]
• Phone: +380 (73) 880 70 78
• Website: https://applic.com.ua/

 This document is part of the HuntBot.ai documentation. Please also review the Privacy Policy: https://applic.com.ua/privacy-policy/