Privacy Policy

1. Introduction

Promero, Inc  is dedicated to creating a safe and secure online environment for our clients and website visitors. We understand the importance of privacy and are committed to safeguarding your personal information. This Privacy Policy outlines our practices concerning the collection, use, and sharing of your data. We encourage you to review this policy regularly so we may update it periodically to reflect changes in our practices or legal requirements.

2. Information We Collect

We collect information in two primary categories: Personal Data you voluntarily provide, and Non-Personal Data collected automatically when you use our services. The subsections below describe each category in detail.

2.1 Personal Data

We collect Personally Identifiable Information ("Personal Data") that you voluntarily provide to us. This may include your name, email address, phone number, postal address, and payment information. You may provide this information when you sign up for our services, contact us for inquiries, or participate in surveys and promotions. We also collect details about your preferences and interests to tailor our services to your needs.

2.2 Non-Personal Data

In addition to Personal Data, we collect non-personal information ("Non-Personal Data") that cannot be used to identify you individually. This includes data such as your IP address, browser type, operating system, and the pages you visit on our website. We use this data to analyze trends, administer the site, track users' movements, and gather broad demographic information for our aggregate use.

3. How We Use Your Data

We process your information under several distinct lawful justifications, in strict alignment with regional and international data protection frameworks including POPIA and GDPR. We use your data to provide, configure, and improve the AI Chatbot platform, manage support requests, compute resource usage, and facilitate account operations. We also use it to identify malicious traffic, mitigate system failures, and comply with statutory obligations including tax administration and judicial directives.

4. Third-Party AI Providers

To generate fast, contextual natural language answers, AI Chatbot integrates with advanced external large language models, primarily provided by OpenAI and other certified hyperscale providers. Under this pipeline, the training content you supply and the specific text queries typed by your visitors are relayed dynamically to these partners.

We negotiate explicit custom commercial agreements with our LLM sub-processors ensuring your private uploads, source documentation, and visitor transcripts are never utilized to train public machine learning systems.

5. Data Sharing

We never share your personal data with third parties for marketing purposes. To deliver our SaaS product efficiently, we partner with specialized cloud infrastructure partners to handle storage, payment processing, application monitoring, and notification pipelines. Our business model relies entirely on subscription revenue - we do not sell, rent, or trade your personal records, training materials, or conversational transcripts to data brokers, ad networks, or third parties.

6. International Transfers

AI Chatbot is managed in  the United States and South Africa, utilizing a hybrid global hosting footprint predominantly housed on AWS infrastructure in  the North America, Europe and South Africa. Consequently, your information may flow across sovereign borders.

We guarantee all cross-border transmissions conform to strict compliance baselines including executed Standard Contractual Clauses (SCCs), POPIA Chapter 9 transfer provisions, and explicit data protection agreements with all receiving third parties.

7. Data Retention

We keep your information only as long as necessary to fulfill its original purpose, satisfy corporate audits, or resolve billing obligations. Below is a summary of our retention schedules:

8. Your Rights

Irrespective of your location, you have comprehensive actionable rights regarding your personal data, including the right to access and portability, correction of inaccurate records, erasure ("right to be forgotten"), the right to object or withdraw consent, and the right to lodge complaints with the relevant data protection authority. Contact our support team to exercise any of these rights.

9. Cookies

Our platform uses cookies and similar client-side web technologies to manage user sessions, store UI preferences such as dark/light display settings, and analyze application performance. We do not deploy invasive cross-site advertising trackers. You can configure your browser to decline operational cookies, though certain dashboard features may stop functioning as a result.

10. Children

Our platform is not intended for individuals under the age of 18. We do not knowingly collect personal data from minors. If you discover that a child has shared credentials or interactive logs with us, please contact us immediately to purge the records.

11. Policy Changes

We may update this policy occasionally to reflect changes in our technology platform, cloud hosting layout, or international data regulations. If we make significant updates, we will notify you through your admin dashboard or via email prior to the changes taking effect. We recommend reviewing the effective date at the top of this page regularly.

12. Contact

If you have questions about this policy, want to submit a data deletion request, or wish to reach our designated Information Officer, contact us at our dedicated privacy inbox: