Privacy Policy

Effective Date: October 5, 2026

This Privacy Policy explains how BotOS Inc., a Delaware corporation ("BotOS", "we", "us") collects, uses, shares and protects information when you visit botos.ai, contact us, or use the BotOS platform at app.botos.ai (together, the "Services").

1. Who we are and how to contact us

BotOS Inc., PO Box 671, Tea, SD 57064, United States. Privacy questions or requests: nate@botos.ai. General website contact: info@botos.ai.

2. Our two roles

  • Website and account information. For information about website visitors, prospects and account holders, BotOS decides how the information is used.
  • Customer data. When a business ("Customer") uses BotOS, it may upload knowledge, connect systems, or have its Digital Employees handle calls, messages, documents and other work involving its own customers, employees or contacts ("Customer Data"). BotOS processes Customer Data on the Customer's behalf and under the Customer's instructions and our agreement with the Customer. People whose information is included in Customer Data should contact the relevant Customer about it.

3. Information we collect

a. Information you give us

  • Website forms: name, work email, company, and what you tell us about the work you want help with (for example in our demo request or contact form), plus any plan or inquiry type passed from our pricing page.
  • Account information: name, email address, sign-in credentials or sign-in through a third-party identity provider, and role.
  • Company/workspace information: company name, workspace settings, team members you invite, and plan selections.
  • Billing information: billing contact details and subscription records. Payment card details are collected and processed by our payment processor (Stripe); BotOS does not store full card numbers.
  • Communications: messages you send us and our support correspondence.

b. Customer Data processed through the platform

  • Knowledge and content you upload or connect: documents, files, website content, policies, FAQs and instructions.
  • Data from systems you ask us to connect (for example booking or business systems).
  • Conversations and work handled by Digital Employees, including chat content, email drafts and sent emails, tickets, research results and work records.
  • Voice and call information where voice is used: phone numbers, call metadata (time, duration, routing), transcripts, call summaries, and links to call recordings where recording is enabled. Call recordings are held by our voice provider.

c. Information collected automatically

  • Device and log information such as IP address, browser type, pages viewed, and timestamps.
  • Cookies or similar technologies needed to operate the website and the application, keep you signed in, and secure the Services. Our website and application are provided through third-party platforms that may set such cookies. We have not enabled third-party advertising or website analytics tools on our website. If we add them, we will update this policy and provide any choices required by law before enabling them.

4. How we use information

  • Provide, operate, secure and maintain the Services, including running Digital Employees as configured by the Customer.
  • Process AI requests: Customer Data and instructions are processed by AI models to generate responses, perform tasks, research, draft and summarize.
  • Create and manage accounts and workspaces, and process payments and subscriptions.
  • Measure usage for billing (for example voice minutes) and enforce plan limits.
  • Respond to inquiries, demo requests and support requests, and send service and account communications.
  • Monitor, prevent and investigate fraud, abuse, security incidents and violations of our Terms.
  • Improve and develop the Services, subject to the AI training statement below.
  • Comply with law and enforce our agreements.

AI training. BotOS does not use a Customer's private business content, connected-system data, conversations, documents or other proprietary information to train generalized AI models for other customers. We may process Customer Data as necessary to provide, secure, maintain, monitor, troubleshoot and improve that Customer's own BotOS service.

5. How we share information

We do not sell personal information for money, and we do not share personal information for cross-context behavioral advertising.

We share information with service providers that help us operate the Services, under contractual obligations, including:

  • Webflow (website hosting and website forms)
  • Base44 (application platform and hosting)
  • Stripe (payments and subscriptions)
  • Retell AI (voice and telephony for Digital Employees that use voice)
  • OpenAI and Anthropic, and other AI model services available through our application platform (AI model processing)
  • Other providers we use or the Customer chooses to use for features such as web-content retrieval, search and retrieval indexing, contact-data lookup, and email and calendar integrations. A current list of our providers is available on request at nate@botos.ai.
  • Integrations and connected systems the Customer authorizes (information flows to and from those systems as the Customer directs)

We may also share information to comply with law or legal process, to protect the rights, safety and security of BotOS, our customers or others, in connection with a merger, acquisition or sale of assets, or with your consent.

6. Retention

  • Account and billing records: kept while your account is active and afterward for as long as needed for tax, accounting and legal purposes.
  • Customer Data: kept while the Customer's subscription is active and controlled by the Customer, who can delete certain content (for example documents, knowledge items, Digital Employees and campaigns) through the Services or by contacting us. After a subscription ends, we will delete or de-identify Customer Data within a commercially reasonable time on the Customer's written request. We may retain legal, compliance, tax, billing, security and audit records, and copies held in backups or by our third-party service providers, where reasonably necessary or in accordance with applicable retention cycles and legal obligations. Customers may contact us at nate@botos.ai regarding access to or export of their Customer Data, subject to technical availability, applicable law and their order.
  • Call recordings: where call recording is enabled, recordings are held by our voice provider. BotOS does not promise a fixed retention period for call recordings; how long they are kept depends on the voice provider's data-storage settings and our configuration. Customers may contact us at nate@botos.ai about a recording.
  • Website inquiries and demo requests: kept for as long as needed to respond and to maintain our business records, unless you ask us to delete them.

7. Security

We use administrative, technical and organizational measures designed to protect information, including access controls and tenant separation between customer workspaces. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your choices and rights

You may request access to, correction of, or deletion of your personal information, or a copy of it. Residents of some U.S. states (for example California) have additional rights under their state laws, including to know what we collect, to delete or correct it, and not to be discriminated against for exercising rights. To make a request, email nate@botos.ai. We may need to verify your identity. If your information is part of a Customer's data, we will refer your request to that Customer where appropriate.

If we send you marketing emails, you can opt out using the unsubscribe link or by contacting us.

9. Where information is processed

The Services are intended for businesses in the United States. Our service providers may process information in the United States and other countries. If you access the Services from outside the United States, you understand that your information will be transferred to and processed in the United States.

10. Children

The Services are intended for businesses and are not directed to anyone under 18. We do not knowingly collect personal information from children.

11. Changes to this policy

We may update this policy. If we make material changes, we will update the effective date and provide notice as appropriate.

12. Contact

nate@botos.ai — BotOS Inc., PO Box 671, Tea, SD 57064, United States