Edubot service terms & privacy policy

Front AI LTD Terms of Edubot Service

Privacy Policy

FRONT AI LTD TERMS OF EDUBOT SERVICE

1. Parties
Service Provider: Front AI Ltd, a Finnish limited liability company, business ID code: 2990106-4

Customer: The legal entity (Educational Institution, University or School) which has agreed to the terms of this agreement.
End User?: The person using and interacting with the Front AI Edubot chatbot service.

2. Purpose of the agreement
The purpose of this agreement is to specify the terms and conditions under which Front AI will provide the Edubot chatbot online services to the Customer and End Users.

3. Description of service
Front AI is providing cloud-based online Edubot chatbot services to customers worldwide. The services are further described on the Front AI website and other documentation provided by the Service Provider to the Customer. The Customer will install and set up the service itself by installing a script on its website.
The Service Provider aims to deliver the agreed service in a timely and diligent manner. If the Customer recognizes errors or deficiencies in the service, the Service Provider commits to fix those in a reasonable time without extra charge. The Service Provider does not guarantee, and shall not be responsible for ensuring, that the service is always available or that there will be no errors in the service or that all errors can always be fixed.

4. Intellectual property
All Front AI services are provided as SaaS services. No license or other rights, including intellectual property rights or distribution rights to the software, technology, trademarks, inventions, data, website features, or other IP rights regarding the Front AI services are transferred to the Customer or End User. All intellectual property rights to Front AI services and any modifications, derivations or adaptations thereof are and shall remain the sole property of the Service Provider.

5. Changes to service
The Service Provider has the right to make at any time such changes to the service which provide new features or improvements to the service. The Service Provider may inform Customers of such changes in advance. The Service Provider also reserves the right to make such changes immediately without prior notice when they (a) solely concern the technical environment without any impact to the content of the service, (b) are needed to prevent serious security risk, or (c) are required by law or other orders by authorities.

6. Service breaks
The Service Provider has the right to stop the service for a reasonable time during Monday to Friday between 18:00 – 8:00 (+2 CET), on Saturday, on Sunday, or on public holidays, if the service break is needed to install, change or maintain the service. The aim is for those actions to be planned and executed when they will have minimum impact on customers. The Service Provider has the right to stop the service at any time if there is maintenance work to public network connections, a serious risk to the security of the service, or if the law or other orders by authorities require a pause or halt to the provision of the service. The Service Provider will inform customers about these service breaks beforehand wherever possible.

7. Customer's responsibilities
• When using the Front AI service on any website, the Customer is responsible for acquiring all applicable and/or necessary consents from the website visitors and End Users (such as the consent to use cookies and to collect personal data) as necessary for the delivery of the service by the Service Provider.
• The Customer is responsible for using the service in accordance with the law. By and when using the Front AI services, the Customer warrants that it is doing so in good faith and in accordance with all applicable consumer, data privacy and industry-specific legislation.

8. Personal data and privacy (see our Privacy Policy (hyperlink) for full details)
Customers: The Service processes personal data. Please see our Privacy Policy for full details.
Customers of the service and Front AI are able to follow and monitor the traffic of Customer websites and the Edubot service. Information collected about the traffic can be utilized to improve, for example, the End User or Customer experience.
All Customer data collected or generated through the Front AI Edubot services (such as chat logs or customer feedback) shall be available for the Customers of the service (educational institutions, universities and schools).
Additionally, the Customer acknowledges and accepts that the service collects anonymous Benchmark Data from all users of the service, as specified below.
Front AI Benchmark Data is collected and used across Front AI services to provide a better service for all Front AI customers. It is stored and handled separately from Customers’ End User Data. It does not contain data which could be associated with a particular person. Benchmark Data is proprietary to Front AI. The Benchmark Data collected is limited to technical information such as:

• Visited URLs
• Referrer URL
• Timestamp
• Operating system
• Device
• Browser type

9. Cookies
The Front AI service collects information by using cookies, including unique cookie identifiers. For more information on how we use cookies please read our Privacy Policy.
Cookies allow us to identify, profile and track computers which are used to visit our website or those websites which use Front AI services. With cookies we collect general, unidentifiable data about End User browsing patterns. By accessing our website or websites which use Front AI services, End Users accept the use of cookies and profiling, as well as the collection of Benchmark Data for the purposes stated above.
Most browsers accept cookies automatically. However, End Users can change their browser settings to erase cookies or prevent them being stored locally. If the End User chooses to do this, we cannot guarantee that our website or services will provide the End User or the Customer with the intended user experience.

10. Limitation of Liability
The Service Provider shall not be responsible for any indirect or consequential damages, including but not limited to: loss of business, loss of goodwill, or loss of data, caused to the Customer or End User. The total aggregate liability of the Service Provider to the Customer under the Edubot service shall in all cases be limited to the limits defined by the Customer contract.

11. Reference use
The Service Provider has the right to use the Customer as a reference in its own marketing and sales activities. The use of the Customer as a reference will be made according to good industry practice.

12. Applicable law and dispute resolution
This Terms of Service shall be governed by the laws of Finland, excluding its choice of law provisions.
Any dispute, controversy or claim arising out of or relating to this agreement, or the breach, termination or validity thereof shall be finally settled by arbitration in accordance with the Arbitration Rules of the Finnish Central Chamber of Commerce. The arbitration shall be conducted in Helsinki, Finland.
For further information regarding these Terms of Service or the Privacy Policy, please contact info@front.ai

PRIVACY POLICY

Edubot register

1. Registrar
Front AI Ltd, Lapinlahdenkatu 16, 00180 Helsinki

2. Contact person
Jari Annala, CEO, jari.annala@front.ai , +358 400 338 585

3. Name of the register and registered data
Edubot register. We maintain a register of the usage and registered AI Trainers of the Edubot service. When using Front AI Ltd ("us", "we", or "our") Edubot Service (“Service”), we receive and process information as described in this privacy policy. We automatically collect and store certain information as described below. Please take the time to carefully read this Privacy Policy.

4. Data processing
The data collected by the Services is split into two categories:

Customer Data of the Edubot Service is data owned and processed by Front AI. Customer data contains personal data, such as full IP addresses and the contents of chat conversations or End User feedback. Most of this data is provided by End User themselves during a chat conversation. The purpose of the processing and storing of this data is for the provision of the Edubot chatbot service on the Customer’s website. The Edubot Data is owned by Front AI. With regards to data, Front AI is the data controller and our subcontractor Boost.ai AS is the data processor, according to the definition of those roles in EU data protection legislation.

The Customer Data categories are fully listed in the table below.

Benchmark Data is anonymous analytics data that pertains to the use of the Services which we collect for our own purposes. We use it across Front AI Services to provide better Service. Benchmark Data is stored and handled separately from Customer Data. It does not contain personal data, nor is it ever combined, analyzed or stored together with personal data. Benchmark Data is proprietary to us. The Benchmark data categories are listed in the table below.

The use of Benchmark Data is limited to the following:
• Improving the quality of our Service
• Keeping our Services and integrations safe and secure
• Troubleshooting and testing
• Data analysis (e.g. industry benchmarking) and research purposes
• Trend detection
• User profiling
• Content ranking and recommendations

Customer Data
1. Web Analytics Data (per End User)
• Customer specific cookie identifier (CID)
• IP address
• Visited URLs
• Referrer URL
• Timestamp
• Operating system
• Device
• Browser
2. AI Trainer data (registered users responsible for training the AI)
• Name
• Email address
• Additional user-provided information
• Time online and changes to system data
3. Chat log data
• Content of the conversations
• References to web analytics data
• Customer feedback
4. Additional data provided by the Customer
• Data provided through the API 1. Web Analytics Data (per visitor)

Front AI Benchmark Data*
1. Web Analytics Data (per visitor)
• Generic cookie identifier (GID)
• Visited URLs
• Referrer URL
• Timestamp
• Operating system
• Device type
• Browser type

*Anonymous data used by Front AI for troubleshooting, Service improvements, statistics and trend detection. Benchmark data is stored and processed separately from Customer Data.

5. Cookies
Our Services uses cookies, including unique cookie identifiers, as well as similar local storage technologies such as browser web storage and application data caches.
Cookies are used for tracking visitors and their browsing patterns. Cookies allow us to identify, profile and track computers which are used to visit our Service. By accessing websites which use Front AI Services, you accept the use of cookies and tracking, as well as the collection of Benchmark Data for the purposes stated above.
Most browsers accept cookies automatically. However, you can change the settings of your browser to erase cookies or prevent them being stored locally. If end users choose to do this, we cannot guarantee that our website or Service will be able to provide End Users or Customers with the intended user experience.

6. End User consents
In using the Front AI Service the End User gives their consent to our storing the chat logs and End User feedback for the Service.

7. End User Personal Data
The Service Provider will regularly (currently once every hour) anonymize chat log conversations and End User feedback containing any personal data protected by the General Data Protection Regulation.
The End User has the right to erase (fully anonymize) the chat conversations when the conversation has finished before ending the session. After closing the session, the conversation cannot be linked with any individual End User.

8. Provision of information
All Customer Data collected or generated through the Front AI Edubot services (such as chat logs or customer feedback) shall be available for the Customers of the Service (educational institutions, universities and school) for Edubot service analysis and service development purposes in anonymized form as defined in 7. End User Personal Data clause.

9. Servers and data storage
All Data is physically stored within the European Union and processed within the European Economic Area. The servers are provided by credible subcontractors.

10. Duration of data processing
Unless otherwise agreed, we store Customer Data for 5 years.
All Chat logs containing End User conversations will be fully anonymized after a defined period, currently 30 days.

11. Technical and organizational measures
We hereby confirm that we have the appropriate technical and organizational measures in place to meet the data processing requirements of the General Data Protection Regulation. Our security guidelines are based on ISO27001.
We have appointed a Data Protection Officer.
The Services are TLS protected. At-rest data encryption, IP access controls and high-security password controls are provided as a separate security tool.

12. Sub-processors
Credible third party subcontractors may be engaged in the data processing process for the Edubot Conversational AI platform and data storage purposes.
We will provide Customers with written notice before engaging sub-processors for other purposes.

13. Confidentiality
We respect the confidentiality of your personal information. The registry is secure and accessible only by people authorized by Front AI.

14. Data breach notices
In the event that we become aware of a data security breach affecting personal data, we will report this to the Customer within a timeframe of 48 hours. In such cases, we will coordinate and assist the Customer in minimising any damage and provide the Customer with the required information about the breach.

15. Data subject rights
We are committed to assisting our Customers with their responsibilities regarding data subject rights. Our contact for this type of requests is: info@front.ai
In cases where such assistance causes us a substantial amount of work, we reserve the right to invoice such work in accordance with our standard hourly fees.

16. Contact
For questions regarding privacy, please contact: info@front.ai

17. Changing the privacy statement
We are continually developing our services and we reserve the right to change this privacy statement. If and when we do so, we will notify users on this page.

Policy last modified: May 2021

Edubot service terms & privacy policy

Front AI LTD Terms of Edubot Service

Privacy Policy

FRONT AI LTD TERMS OF EDUBOT SERVICE

PRIVACY POLICY

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