Privacy Policy AI Knowledge Assistant

Data Privacy Policy for AI Knowledge Assistant

Effective Date: November 1st, 2023

Introduction Welcome to Blue Elephants Solutions Pte. Ltd. (“BES”), a company registered in Singapore (Company Registration No: 201932733R), operating globally. This Privacy Policy reflects our commitment to protecting personal data in accordance with the General Data Protection Regulation (GDPR) of the European Union, the Datenschutz-Grundverordnung (DSGVO) of Germany, the Personal Data Protection Act (PDPA) of Singapore, and applicable privacy laws in the United States.

Data Collection and Processing

  1. Types of Data Collected: We collect data including, but not limited to, email addresses, IP addresses, device information, usage data, and content you provide through our Admin Dashboard and User Front-End app.
  2. Purpose of Collection: To provide, enhance, and personalize our services; for communication and marketing purposes; and to comply with legal obligations.
  3. Legal Basis: Data processing is based on consent (Art. 6(1)(a) GDPR/DSGVO), contract performance (Art. 6(1)(b) GDPR/DSGVO), legal obligations (Art. 6(1)(c) GDPR/DSGVO), and legitimate interests (Art. 6(1)(f) GDPR/DSGVO).

International Data Transfers and Sharing

  1. Recipients: We share data with trusted service providers and partners under strict confidentiality terms, including cloud providers and payment processors.
  2. Cross-Border Data Transfer: Data transfers outside of the EU, Germany, Singapore, and the US are conducted in compliance with GDPR, DSGVO, PDPA, and US privacy laws, including the use of Standard Contractual Clauses and adherence to the EU-US Privacy Shield Framework where applicable.

User Rights Under Various Jurisdictions

  1. Access and Control: You have the right to access, rectify, or erase your data, restrict processing, and object to processing in line with GDPR, DSGVO, PDPA, and US privacy laws.
  2. Data Portability: Under GDPR and DSGVO, you have the right to receive your data in a structured, commonly used, and machine-readable format.
  3. Automated Decision-Making: You have rights concerning automated decision-making, including profiling, under GDPR and DSGVO.

Data Retention

  • Data is retained as necessary for the purposes outlined and in compliance with legal and regulatory requirements in each jurisdiction.

Security Measures

  • We implement robust security measures including encryption, access controls, and regular security audits to protect your data against unauthorized access, alteration, and loss.

Marketing Communications

  • With your explicit consent, we may send marketing communications. You have the right to withdraw consent at any time.

Complaints and Contact

  • You have the right to lodge a complaint with the relevant data protection authority in your jurisdiction. For questions or concerns about this policy, contact us at contact@blue-elephants-solutions.com or +6598217914.

Changes to the Policy

  • We reserve the right to modify this policy. Significant changes will be communicated through our website and direct communication.

Acknowledgment of International Regulations

  • This policy is crafted in acknowledgment of our global operations and the need to comply with various international data protection laws, including but not limited to GDPR, DSGVO, PDPA, and US privacy laws.

Data Processing Agreement (DPA)

  1. Introduction This Data Processing Agreement (“DPA”) outlines the data processing responsibilities between users (“Data Controllers”) and Blue Elephants Solutions Pte. Ltd. (“BES”, “Data Processor”), in relation to the BES AI Knowledge Assistant service.
  2. Definitions and Scope
  • Personal Data: Includes email addresses, payment information, and any data contained in user messages or documents.
  • Scope: Covers the processing of personal data within the BES AI Knowledge Assistant platform, adhering to international data protection laws.
  1. Data Processing Terms
  • Use of OpenAI: BES utilizes OpenAI for processing unstructured data, including user messages and documents. Personal data may be included in this data if provided by the user.
  • Role of HubSpot: HubSpot is used as a CRM system to manage marketing activities and store user emails and communication records.
  1. Rights and Obligations of the Data Controller
  • The Controller is responsible for the accuracy and legality of the personal data provided to BES and for informing data subjects about how their data is processed.
  1. Obligations of the Data Processor (BES)
  • BES commits to using OpenAI, AWS, HubSpot, and Stripe in a manner that respects data privacy and complies with data protection laws.
  • Implementation of security measures to protect personal data from unauthorized access or processing.
  1. Data Subject Rights
  • BES will facilitate the exercise of data subjects’ rights regarding their personal data, including requests for access, rectification, or erasure.
  1. Data Transfer
  • Provisions for the international transfer of personal data, ensuring compliance with legal requirements and data protection standards.
  1. Data Breach Notification
  • Commitment to promptly notify the Controller of any data breaches, detailing the nature of the breach and measures taken.
  1. Audit and Compliance
  • BES agrees to cooperate with audits and inspections to verify compliance with data protection laws and this DPA.
  1. Termination and Deletion of Data
  • Upon termination, BES will delete or return all personal data to the Controller, except where retention is legally mandated.
  1. Governing Law and Jurisdiction
  • The DPA is governed by Singapore law, with supplementary compliance with GDPR, DSGVO, and other international data protection regulations.
  1. Entire Agreement
  • This DPA constitutes the complete agreement between BES and the Controller in relation to data processing.

Cookie Policy for BES AI Knowledge Assistant

  1. Introduction

Welcome to the BES AI Knowledge Assistant by Blue Elephants Solutions Pte. Ltd. (“BES”). This Cookie Policy explains how we use cookies and similar technologies to enhance your experience on our website.

  1. Understanding Cookies

Cookies are small text files stored on your device when you visit our website. They help improve your experience by remembering your preferences and settings.

  1. Types of Cookies Used

Our website uses the following types of cookies:

  • Session Cookies: Essential for website navigation and the use of our services. They expire when your browser session ends.
  • Performance Cookies: Collect anonymous data on how visitors use our website, helping us improve its functionality.
  • Functional Cookies: Remember your preferences and settings, providing a personalized experience.
  • Targeting/Advertising Cookies: These are currently not used on our site. Should this change, we will update our policy and seek your consent where necessary.
  1. Consent and User Preferences

Upon your first visit, a cookie banner will appear, asking for your consent to use non-essential cookies. You can customize your preferences at any time through the cookie settings link on our website.

  1. Managing Cookies

You can manage and delete cookies through your browser settings. Please note, disabling certain cookies might affect your experience on our site. For detailed instructions, refer to your browser’s help documentation.

  1. Third-Party Cookies

Our website uses third-party services for analytics, such as Google Analytics. These cookies collect data on website usage, which we use to improve our service. All data collected is anonymized.

  1. Compliance with Data Protection Laws
  • GDPR and DSGVO: We adhere to the GDPR and DSGVO, ensuring your right to privacy. You can manage your cookie preferences as part of these rights.
  • Singapore and US Law: We also comply with data protection laws in Singapore and the US, respecting your privacy and data security.
  1. Policy Updates

This Cookie Policy may be updated periodically. We will notify you of any significant changes through our website.

  1. Contact Information

For any questions regarding this Cookie Policy, please contact us at contact@blue-elephants-solutions.com or +6598217914.

Marketing Consent Policy

This policy outlines how Blue Elephants Solutions Pte. Ltd. (“BES”) uses your personal data for marketing purposes:

  • Consent: By checking the box, you consent to receive marketing emails, messages, and other forms of communication from BES.
  • Type of Communications: We may send you information about our products, services, promotions, and events that might interest you.
  • Personalization: Our marketing communications may be tailored based on your interactions with our services.
  • Opt-Out Option: You have the right to withdraw your consent at any time by clicking the unsubscribe link in any marketing communication or by contacting us directly.
  • Data Protection: We respect your privacy and will handle your personal data in compliance with GDPR, DSGVO, and other relevant privacy laws.

By consenting to this policy, you acknowledge that your personal data will be processed for marketing purposes in accordance with the terms set out here and in our [Data Privacy Statement].

Terms & Conditions for AI Knowledge Assistant

  1. Introduction Welcome to the BES AI Knowledge Assistant, a revolutionary knowledge management and accessibility platform offered by Blue Elephants Solutions Pte. Ltd. (“BES”), registered in Singapore. This service comprises an Admin Dashboard for managing knowledge repositories and a User Front-End app for accessing these resources.
  2. Detailed Service Description The BES AI Knowledge Assistant is designed to:
  • Allow companies to create and manage knowledge via the Admin Dashboard.
  • Enable end-users to access and interact with this knowledge through a dedicated mobile app.
  • Continuously evolve, integrating advanced AI and machine learning technologies to enhance user experience.
  1. Comprehensive User Registration and Account Management Registration requires a valid email address. Users are responsible for maintaining the confidentiality of their account information and are liable for all activities under their account. The account management interface allows users to update personal information, reset passwords, and terminate their accounts. We commit to protecting user data as outlined in our Privacy Policy.
  2. Extensive User Responsibilities Users agree to:
  • Use the service only for lawful purposes.
  • Refrain from any activity that disrupts, diminishes the quality of, interferes with the performance of, or impairs the functionality of the service.
  • Assume full responsibility for any content uploaded or interactions made within the service.
  1. Service Modifications, Uptime, and Support BES strives to ensure consistent service availability but reserves the right to conduct maintenance, which may result in temporary unavailability. We provide comprehensive support for technical issues, billing queries, and general service inquiries.
  2. In-Depth Payment and Billing Information The service operates on a token-based system:
  • Each token equates to approximately 0.75 words of interaction with the AI.
  • Initial allotment of 10,000 free tokens per backend user, subject to change.
  • Subsequent usage billed at $0.10 USD per 1,000 tokens. Payment for services is processed monthly via credit card through Stripe. Users are responsible for maintaining accurate and current payment information.
  1. Intellectual Property Rights and Usage The intellectual property rights of all content, features, and functionality related to the service are owned by BES. Users are granted a non-exclusive, non-transferable license to use the service in accordance with these T&C.
  2. User Content and Data Users retain ownership of their data but grant BES a license to use this data for providing and improving the service. BES commits to handling user data in accordance with our Privacy Policy.
  3. Comprehensive Disclaimer of Warranties The service is provided on an “as is” and “as available” basis. BES expressly disclaims all warranties and conditions of any kind, whether express or implied.
  4. Extensive Limitation of Liability BES’s aggregate liability for all claims relating to the service shall not exceed the greater of $100 USD or the amounts paid by the user to BES in the past twelve months.
  5. Indemnification and Legal Recourse Users agree to indemnify and hold harmless BES, its officers, directors, employees, and agents, from any and all claims, damages, obligations, losses, liabilities, costs, or debt, and expenses arising from their use of the service.
  6. Revision and Amendment of Terms BES reserves the right to modify these T&C at any time. Users will be notified of significant changes through email or service notification.
  7. Governing Law and Jurisdiction These T&C are governed by and construed in accordance with the laws of Singapore, without regard to its conflict of law provisions.
  8. Extensive Contact Information and Support For any assistance or inquiries related to these T&C or the service, please contact BES at contact@blue-elephants-solutions.com or +6598217914.
  9. Comprehensive Agreement These T&C, including any amendments and additional policies, constitute the entire agreement between the user and BES regarding the service.

End-User License Agreement (EULA) for AI Knowledge Assistant

  1. Introduction This End-User License Agreement (“EULA”) is a legal agreement between you (either an individual or a single entity) and Blue Elephants Solutions Pte. Ltd. (“BES”), for the BES AI Knowledge Assistant software, which includes associated media, printed materials, and online or electronic documentation (collectively, the “Software”).
  2. License Grant BES grants you a non-exclusive, non-transferable license to use the Software, subject to the terms and conditions set forth herein. This license does not grant you any title or ownership in the Software.
  3. Restrictions on Use You may not reverse engineer, decompile, or disassemble the Software. You are prohibited from renting, leasing, lending, or transferring the Software, and from using it for any unauthorized commercial purpose.
  4. Ownership and Intellectual Property All intellectual property rights in the Software and its content are owned by BES or its suppliers. This EULA does not transfer any ownership rights to you.
  5. User Responsibilities You agree to use the Software in compliance with all applicable laws and regulations. You are responsible for all activities that occur under your account and for maintaining the confidentiality of your login information.
  6. Third-Party Software and Services The Software may contain third-party software or may be integrated with services provided by third parties, such as OpenAI for AI processing and AWS for data hosting. Your use of such third-party software or services may be subject to separate terms and conditions.
  7. Warranty Disclaimer The Software is provided “as is” without warranty of any kind. BES disclaims all warranties, either express or implied, including but not limited to implied warranties of merchantability and fitness for a particular purpose.
  8. Limitation of Liability To the maximum extent permitted by applicable law, in no event shall BES be liable for any special, incidental, indirect, or consequential damages whatsoever arising out of the use of or inability to use the Software.
  9. Indemnification You agree to indemnify, defend, and hold harmless BES and its affiliates, officers, agents, and employees from any claims, damages, liabilities, costs, and expenses arising from your use of the Software.
  10. Termination of License This EULA is effective until terminated. Your rights under this EULA will terminate automatically without notice from BES if you fail to comply with any of its terms.
  11. Modifications to the Agreement BES reserves the right to modify this EULA at any time. You will be notified of any changes through updates to the Software or communications from BES.
  12. Governing Law and Jurisdiction This EULA shall be governed by and construed in accordance with the laws of Singapore, without regard to its conflict of law principles.
  13. Contact Information For any questions regarding this EULA, please contact BES at contact@blue-elephants-solutions.com or +6598217914.
  14. Entire Agreement This EULA, including any addenda or amendments, constitutes the entire agreement between you and BES concerning the Software.

Service Level Agreement for AI Knowledge Assistant

1. Introduction

This Service Level Agreement (SLA) sets forth the standards and expectations for the BES AI Knowledge Assistant, provided by Blue Elephants Solutions Pte. Ltd. (“BES”), emphasizing our commitment to service quality and reliability.

2. Service Description and Commitments

BES AI Knowledge Assistant is designed to offer advanced knowledge management solutions, and this SLA underscores our commitment to continuous service improvement and user satisfaction.

3. Service Availability and Uptime

BES pledges to maintain a 99.5% monthly service uptime, measuring availability on a round-the-clock basis, with exclusions for scheduled maintenance and unforeseen circumstances beyond our control.

4. Scheduled Maintenance

  • Regular Maintenance: Scheduled every Tuesday and Thursday between 4:00 AM and 6:00 AM Coordinated Universal Time (UTC).
  • Advance Notice: For any additional scheduled maintenance, users will receive a minimum of 24-hour notice via email and in-app notifications.

5. Service Credits as Remediation

  • Credit Calculation: In the event of falling below the uptime commitment, eligible users will receive service credits based on the duration and impact of the downtime.
  • Claim Process: To claim service credits, users must send an email to [service email address] within 30 days of the affected month. The claim should detail evidence of the downtime and demonstrate that the disruption was attributable to BES and not external factors like internet service providers.

7. Support Services

  • Response Times: Standard inquiries will receive a response within 72 hours, while urgent issues will be addressed within 24 hours.
  • Support Channels: Users can reach out via email at [service email address] or call [service phone number] for any service-related questions or issues.

8. User Communication and Feedback

BES commits to maintaining regular communication with users, ensuring updates, improvements, and feedback are consistently addressed.

9. SLA Review and Modification

The terms of this SLA are subject to an annual review and may be adjusted to reflect evolving user needs and service capabilities, with users notified of significant changes in advance.

10. Termination and Transition

This SLA may be terminated under agreed-upon conditions, and BES will assist in ensuring a smooth transition for users in the event of termination.

11. Governing Law and Jurisdiction

The SLA is governed by the laws of Singapore, with jurisdictional adherence for any disputes or legal matters arising from this agreement.

12. General Clauses

This SLA represents the entire agreement between BES and its users regarding service levels, superseding any prior communications or understandings.