Terms of Service

Organizations that use the Botakis service and, in general, the Chatbot services – automated digital assistants developed by the company Crowdpolicy (custom applications, botakis.com, https://ai.botakis.com/ )—as part of improving the level of customer service and providing a digital information assistant (information chatbot enterprise), process users’ personal data in accordance with applicable national legislation and Regulation (EU) 2016/679 (“GDPR”), as in force.

Data Controller

For the service and the digital assistant that operates on the page botakis.com, the data controller is the company with the name Crowdpolicy.

Case of an autonomous digital assistant – chatbot of an Organization

The respective organization/company that operates the digital assistant has a contractual relationship with Crowdpolicy or associated corporate entities. It holds the status of Data Controller and informs users that the data they submit is processed in accordance with applicable legislation.

Data Processor

Except as otherwise provided: "Crowdpolicy Digital Participation Services S.A." (hereinafter, "Processor"), with headquarters in Moschato, Attica, Grammou 82, Postal Code 18345, VAT Number 123248701000, Tax ID 800450326, has the role of Data Processor.

Data Categories

The organization (as Data Controller) and Crowdpolicy (as Data Processor) collect for each user:

• the content of the chat (for all chatbot versions),
• the date and time of submission.

On a case-by-case basis:

• Facebook username (for the version via Facebook Messenger, if supported),
• the username of the respective social media platform.

Purpose of Processing

Analysis and optimization of the services provided through dynamic responses and delivery of personalized services through the channels of each organization.

Legal Basis

The legal basis is founded on the necessity of processing for the fulfillment of requests (Article 6(1)(b) GDPR), the pursuit of the organization’s legitimate interests and/or compliance with its legal obligations (Article 6(1)(f), (c) GDPR).

Recipients

The data is not shared with third parties for other purposes. Except for access by authorized employees/staff of Crowdpolicy and the organization, as well as competent authorities when required by law.

Retention Period

For as long as required for the fulfillment of the purposes of service provision through the digital assistant.

Users' Rights

• Information & Access to the data.
• Correction of inaccurate or incomplete data.
• Deletion where no legal restrictions apply.
• Restriction of processing in specific cases.
• Objection to processing under certain conditions.
• Data portability, where applicable.

When used via third-party platforms (Facebook, Viber, WhatsApp), their own terms and policies apply, which the user has accepted separately.

Exercise of rights:

• email: [email protected]
• By mail: “CROWDPOLICY IKE, El. Venizelou (Grammou) 82, 18345, Moschato, Athens”

Complaint to the Hellenic Data Protection Authority (HDPA): www.dpa.gr — Τηλ.: +30 210 6475600, Fax: +30 210 6475628, Email: [email protected].

Special AI Chatbot Matters and Usage Policy

On the pages www.botakis.com, ai.botakis.com or the page of each respective organization, an AI chatbot application is running that uses artificial intelligence technologies. The goal is to improve the quality, speed and accessibility of services.

The digital assistant has an informational character and the responses do not constitute official advice/opinion. It does not provide legal, financial or other advice, nor is it used for decision-making. Efforts are made to ensure accuracy, without guarantee of absolute completeness/adequacy.

Use is optional. It is based on NLP; it processes natural language queries, retrieves information, and responds in a user-friendly manner.

Rules of Use

The submission of abusive, threatening, defamatory, unlawful content, content that infringes rights, or contains malicious software is prohibited. In the event of a violation, temporary suspension may be imposed.

Personal Data in the Digital Assistant

The assistant does not require personal data to respond; users should not submit it. Examples of not submitting: phone number, address, passwords, VAT number/identity, full personal details combined with a question, etc.

Protection Measures

• Anonymization of query text before storage.
• Hosting within the EU; storage of anonymized conversations for training and secure operation.
• Training data are not transferred outside the infrastructure nor used for any other AI model.
• No automated decision-making or user profiling takes place.
• In the web widget, the conversation is deleted from the browser’s temporary memory when the tab is closed.

Do I need to know anything else?

These terms supplement the data protection policy and the terms of use of Crowdpolicy and/or the respective organization using the Chatbot service. In addition, the following apply:

• Crowdapps: https://hello.crowdapps.net/index/privacy-policy/
• Crowdpolicy: https://www.crowdpolicy.com/el/oroi-xrisis/