Privacy Policy

Introduction

HelpNinja.ai ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered customer support platform and related services.

Information We Collect

Personal Information

We may collect personal information that you provide directly to us, including:

• Name, email address, and contact information
• Account credentials and authentication data
• Payment and billing information
• Company information and job title
• Communication preferences

Usage Information

We automatically collect information about your use of our services:

• Log data, including IP addresses and browser information
• Device information and operating system details
• Usage patterns and feature interactions
• Performance metrics and error reports

Customer Support Data

When you use our AI support features, we may collect:

• Chat conversations and support interactions
• Knowledge base content and documents
• Customer feedback and satisfaction ratings
• Integration data from connected platforms

How We Use Your Information

We use the collected information for the following purposes:

• Providing and maintaining our AI support services
• Processing payments and managing subscriptions
• Improving our AI models and service quality
• Communicating with you about updates and support
• Analyzing usage patterns to enhance user experience
• Ensuring security and preventing fraud
• Complying with legal obligations

Information Sharing and Disclosure

We do not sell your personal information. We may share information in the following circumstances:

Third-Party Authentication Providers

We may offer authentication through third-party providers including Google, Facebook, and Microsoft. When you choose to authenticate using these services, you are also subject to their respective privacy policies and terms of service. We receive limited information from these providers as necessary to create and maintain your account.

Service Providers and Third-Party Tools

We work with trusted third-party service providers who assist us in operating our platform, including:

• Cloud hosting and infrastructure providers
• Payment processing services
• Authentication services (including Clerk Auth)
• AI processing services (including OpenAI for AI-powered features)
• Analytics and monitoring tools (including Microsoft Clarity)
• Customer communication platforms
• Email delivery and marketing automation services

These service providers are contractually obligated to protect your information and use it only for the specific services they provide to us. Each service provider operates under their own privacy policy and data protection practices.

Legal Requirements

We may disclose information when required by law or to:

• Comply with legal processes or government requests
• Protect our rights, property, or safety
• Investigate potential violations of our terms
• Prevent fraud or security threats

Data Security

We implement appropriate technical and organizational measures to protect your information:

• Encryption of data in transit and at rest
• Regular security assessments and monitoring
• Access controls and authentication requirements
• Employee training on data protection practices
• Incident response and breach notification procedures

Your Rights and Choices

Depending on your location, you may have the following rights:

• Access to your personal information
• Correction of inaccurate data
• Deletion of your personal information
• Portability of your data
• Restriction of processing activities
• Objection to certain uses of your information

To exercise these rights, please contact us at privacy@helpninja.ai.

Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this policy. Specific retention periods depend on the type of information and applicable legal requirements.

International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your information during such transfers.

Children's Privacy

Our services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website and updating the "Last Updated" date.

Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us:

AI Processing and Data Usage

Our AI-powered features may process your support conversations and knowledge base content to:

• Generate automated responses and suggestions
• Improve our AI models and service quality
• Analyze support patterns and effectiveness
• Provide personalized recommendations

We use third-party AI services (including OpenAI) to power these features. These providers process your data according to their own privacy policies and our data processing agreements with them. We do not use your data to train third-party AI models unless explicitly disclosed.

Analytics and Tracking

We use analytics tools to understand how our services are used and to improve user experience:

• Microsoft Clarity for user behavior analytics and heatmaps
• Usage tracking for feature adoption and performance metrics
• Error monitoring and performance optimization tools

These tools may collect information about your interactions with our platform, including page views, clicks, and navigation patterns. You can opt out of certain analytics tracking through your browser settings or by contacting us.