Privacy Policy for AirBot by Diot Siaci

Revision: 1.0 Last updated: 23/04/2026 Effective date: 23/04/2026

Introduction

This Privacy Policy applies if you reside in the European Economic Area (EEA), Switzerland, or the United Kingdom. If you reside outside of these areas, a modified version of our Privacy Policy may apply depending on your region.

At Diot Siaci, we respect your privacy and are firmly committed to ensuring the security of the information we collect from or about you. This Privacy Policy describes our practices regarding the Personal Data we collect when you interact with our virtual assistant application, AirBot by Diot Siaci, and related services (collectively, the “Services”).

Please note that AirBot by Diot Siaci is technically hosted, developed, and powered by our technical infrastructure partner, TeemantSoft.

This Privacy Policy does not apply to content we process on behalf of our corporate clients using specific offerings. Our use of this data is governed by the contractual agreements with these clients and applicable local regulations. For additional information on how learning data is collected and used to improve our services and language models, and the choices you have regarding this information, please see our data protection documentation.

Personal Data Collected

At Diot Siaci, we collect and process different categories of personal data to provide our services, optimize the user experience, and ensure the compliance of our platform. Here are the types of data we collect:

Information related to the Administrative Account

• Administrative Users (Administrators, Bot Builders, Bot Managers): We collect information such as first name, last name, phone number, email address, and language setting (locale) to create and manage administrative accounts on the platform.
• Bot Users: For end users of AirBot by Diot Siaci, we collect the same basic information (first name, last name, phone number, email address, and locale) whether provided directly or by the client company.

Transcripts of Conversations with Gemma (Virtual Assistant)

• Conversations: We record conversations between users and Gemma, the virtual assistant powering AirBot, to ensure the proper functioning of the services, manage customer support, and improve the platform.
• Sensitive Data in Conversations: In some cases, users may be prompted to provide personal or sensitive information through AirBot, such as first and last names, emergency contacts, or medical information in the event of an accident. We limit the collection of such data to what is strictly necessary.
• Protective Measures: Through our partner TeemantSoft, we use anonymization and pseudonymization practices where possible to protect user privacy. Explicit consent must be obtained when collecting sensitive information.

Communication Related Information If you contact us via email, customer support, or other means, we collect the information you provide (name, contact information, and message content) to respond to your inquiries, provide support, and improve our services.

Technical Information Collected Automatically When you use or interact with AirBot by Diot Siaci, we automatically collect certain technical data:

• Connection Data: We collect information such as IP address, browser type and version, date and time of your access, and your time zone.
• Device Information and Cookies: We collect information about device name, operating system, and device identifiers, as well as cookie data to facilitate login and improve your browsing experience.

Third-Party Personal Data As part of certain specific processes or interactions, you may transmit personal data concerning third parties (e.g., emergency contacts, medical information) via AirBot. Diot Siaci requires that you ensure you have obtained prior consent from any person whose data is provided, in accordance with the requirements of the GDPR.

Processing of Data by Third Parties

To provide enhanced functionality and a quality user experience, AirBot by Diot Siaci utilizes the infrastructure of TeemantSoft, which in turn collaborates with several third-party partners for the processing of certain data. Each of these partners adheres to rigorous GDPR compliance standards.

OpenAI (Artificial Intelligence API)

• TeemantSoft uses OpenAI services to operate the virtual assistant engine.
• Data processed: User interactions with AirBot may be sent to OpenAI to generate responses. These interactions are handled in accordance with OpenAI's privacy policy.
• OpenAI Privacy Policy (Chapter 1)

Mistral AI (Artificial Intelligence API)

• Services from Mistral AI are used in addition to OpenAI for certain natural language processing functionalities.
• Data processed: Messages sent by users in certain conversation scenarios can be shared with Mistral AI to generate relevant responses.
• Mistral AI Privacy Policy

Infobip (Multichannel Messaging APIs)

• Used to facilitate multi-channel communications, including those via WhatsApp.
• Data processed: Phone numbers and messages sent by users are transmitted through Infobip to ensure smooth and secure exchanges.
• Infobip Privacy Practices

Meta WhatsApp Business (Communication Channel)

• Communication services via WhatsApp are provided by Meta WhatsApp Business.
• Data processed: Messages and metadata from conversations on WhatsApp may be processed by Meta in accordance with established security and privacy practices.
• WhatsApp Privacy Policy
• WhatsApp Business Policy

Google Chat (Communication Channel)

• Communication services via Google Chat (where the AirBot by Diot Siaci application is deployed) are provided by Google.
• Data processed: Messages and metadata from conversations on Google Chat may be processed by Google in accordance with their security and privacy practices. This helps ensure reliable and secure exchanges.
• Google Privacy Terms
• Google Chat Privacy Policy

Microsoft Teams (Communication Channel)

• Microsoft Teams may be used as an additional communication channel.
• Data processed: Messages, shared files, and metadata from conversations conducted via Microsoft Teams may be processed by Microsoft. Microsoft Teams may also collect technical data relating to the devices used (IP address, browser type, etc.).
• Microsoft Privacy Statement
• Microsoft Teams Specific Terms

Mistral OCR (Optical Character Recognition)

• Used to automatically extract information from structured visual documents.
• Data processed: Images or PDFs of documents (statements, forms, supporting documents) transmitted via the platform may be analyzed for automated data extraction. These documents may contain Personal Data.
• Mistral AI Privacy Policy

Microsoft OCR (Optical Character Recognition)

• Document recognition services offered by Microsoft (Azure Document Intelligence) are used for advanced extractions from structured forms.
• Data processed: Documents provided can be analyzed to extract the information needed to automate administrative or reporting tasks.
• Microsoft Privacy Statement

ScaleWay (Data Hosting)

• TeemantSoft hosts the backend infrastructure for AirBot by Diot Siaci at ScaleWay for secure storage.
• Data processed: ScaleWay manages the secure hosting of personal data, interaction files, and user settings.
• ScaleWay Privacy Policy

Responsibility for Data Collected

As the provider of AirBot by Diot Siaci, Diot Siaci acts as the Data Controller for the information collected. This means that:

• Data Retention: Diot Siaci defines the retention period of the collected data based on legal and business requirements.
• Legal Basis for Processing: Diot Siaci ensures there is an adequate legal basis to collect and process this data in accordance with the GDPR.
• Anonymization and Deletion: Diot Siaci is responsible for deciding if and when to anonymize or delete this data, in coordination with our technical processor, TeemantSoft.

Use of Data

We use the personal data collected for several purposes, in compliance with the principles of security and confidentiality:

Provision of Services

• Account Access and Management: Account information is essential for administrators to log in and manage the platform.
• Interactions with AirBot: Conversations between users and the virtual assistant are processed to provide accurate answers and execute requested tasks.

Improvement of Services and Technical Support

• Conversation analysis: We anonymously analyze conversation threads to improve the accuracy and relevance of the responses provided by the virtual assistant.
• Technical support: The information collected allows our support teams (and our technical partner TeemantSoft) to provide assistance and quickly resolve technical issues.

Security and Data Protection

• Fraud prevention: Login information and device identifiers are used to monitor and prevent unauthorized access.
• Encryption and anonymization: We use anonymization and pseudonymization techniques to protect data, especially when sensitive information is processed.

Legal and Regulatory Compliance

• Legal requirements: We may be required to retain certain information or disclose it to competent authorities if required by law.
• Contractual compliance: Processing is carried out in accordance with our terms of service and legal obligations.

Data Sharing

To provide our services and optimize the functionality of AirBot by Diot Siaci, data is shared with external partners through our infrastructure provider, TeemantSoft. We ensure that all partners comply with privacy standards and GDPR requirements.

• Partners for Artificial Intelligence: We share conversation information with OpenAI and Mistral AI to generate accurate and personalized responses.
• Multichannel Communication Partners: We share contact data and message content with Infobip, Meta WhatsApp Business, Google Chat, and Microsoft Teams to facilitate real-time, secure communication depending on the channel you use.
• OCR Partners: For text extraction from visual documents, relevant files are shared with Mistral OCR or Microsoft OCR (Azure Document Intelligence). Documents are processed solely for extraction and are not retained by these sub-processors after processing.
• Hosting Partner: All infrastructure is securely hosted on ScaleWay, ensuring the safe keeping of personal data.

Contractual Framework and Security of Shared Data Through TeemantSoft, we require all partners to implement GDPR-compliant data protection practices. Each partner is bound by contractual agreements to ensure the confidentiality, integrity, and security of the shared data. Information is shared only to the extent strictly necessary.

User Rights

Under the GDPR, users of AirBot by Diot Siaci retain full rights regarding their personal data, including the right of access, rectification, deletion, and limitation of processing.

To exercise these rights, or if you have any questions regarding how your data is handled by AirBot by Diot Siaci, please contact the Diot Siaci support or data privacy team directly through your standard corporate communication channels or via the contact details provided in your Diot Siaci service agreement.