Elk Agent ("Elk Agent", "we", "our", "us") provides an AI automation and customer support platform that helps businesses interact with their users. This Privacy Policy explains how we collect, use, protect, and share personal information when you access our website, dashboard, APIs, widgets, integrations, or any other part of the Elk Agent service ("Service").

We respect your privacy, and we handle personal data with transparency and care. We may update this policy periodically as our business practices evolve. We will notify you of material changes.

1. Contacting Us About Privacy

Elk Agent is operated by Elk Innovations LLP.

If you have questions, privacy concerns, or wish to exercise your data rights, please contact at support@elkagent.com

We respond to all verified requests within a reasonable timeframe.

2. Information We Collect

We collect different categories of information depending on how you use Elk Agent.

2.1 Information You Provide

This includes details you give us directly when creating an account or using the Service:

• Name
• Email address
• Company or organization name
• Job title
• Billing details (handled securely by our merchant of record)
• Support messages
• Files, content, or data you upload to your Elk Agent workspace ("User Submissions")

2.2 Automatically Collected Information

Like most modern SaaS platforms, Elk Agent automatically collects technical data to operate and secure the Service:

• IP address
• Device type
• Browser details
• Operating system
• Log data and timestamps
• Referrer URLs
• Pages viewed and interactions
• General location (city/country)

We use this data to maintain performance, detect abuse, and improve usability.

2.3 Third-Party Sources

We may receive information from:

• CRM or analytics tools you integrate
• Authentication providers (e.g., Google OAuth)
• Business profile platforms (e.g., LinkedIn)
• Payment processors (limited billing metadata)

We do not buy personal data from data brokers.

3. How We Use Your Information

Elk Agent processes personal information for the following purposes:

• Providing the Service (core functionality, analytics, chatbot behavior)
• Managing your account and contacting you about important updates
• Improving platform performance, reliability, and accuracy
• Preventing abuse, fraud, or security threats
• Offering customer support and technical assistance
• Sending product updates, onboarding materials, or newsletters (you can opt-out)

Important:

We do not sell your personal data. We do not use your User Submissions to train generalized AI models.

4. Cookies and Tracking Technologies

Elk Agent uses cookies and similar technologies to:

• Remember your login session
• Maintain dashboard functionality
• Analyze usage patterns
• Improve site performance

You may disable cookies via your browser, but some features may not work properly.

A detailed Cookie Policy is provided separately.

5. Sharing Your Data

We only share personal data with:

5.1 Essential Service Providers

Such as:

• Cloud hosting (e.g., AWS, Vercel, Supabase)
• Email delivery services
• Analytics tools
• Payment processors (for secure handling of payments)

These providers access your data only to perform services on our behalf.

5.2 Legal or Regulatory Requirements

We may disclose data if required to:

• Comply with law enforcement requests
• Protect the rights, safety, or property of Elk Agent or users
• Respond to legal obligations or court orders

5.3 Business Transfers

If Elk Agent is involved in a merger, acquisition, or asset sale, personal data may be transferred as part of that transaction with appropriate safeguards.

5.4 No Selling or Renting of Data

Elk Agent does not sell, rent, or trade your personal information.

6. International Data Transfers

Elk Agent stores and processes data in secure data centers located in:

• India
• The United States
• The European Union (for certain customers)

By using the Service, you consent to the transfer of personal data to these regions.

Where required, we use GDPR-compliant Standard Contractual Clauses and additional safeguards to protect international data transfers.

7. Data Security

We implement strong security controls to protect data:

• Encryption in transit (TLS)
• Encryption at rest
• Strict access controls and permission levels
• Infrastructure firewalls and rate-limiting
• Continuous monitoring and logging
• Domain allowlisting for embedded chat widgets
• Routine penetration testing
• Principle of least privilege for employees

While no system is 100% secure, we work to minimize risk and respond quickly to potential issues.

8. Data Retention

We retain personal information only as long as necessary for:

• Providing the Service
• Legal or accounting obligations
• Preventing misuse

You may request deletion of your account and data at any time by emailing privacy@elkagent.com, and we will securely erase your information unless legal retention requirements apply.

9. User Submissions (Your Data)

User Submissions include:

• Text uploaded for training
• Documents
• Chat logs
• Knowledge bases
• Custom data you provide to your workspace

You retain full ownership of User Submissions.

Elk Agent only uses this data to:

• Provide your chatbot responses
• Enhance your workspace’s internal performance
• Operate and maintain functionality

We do not use User Submissions to train generalized AI models.

10. Your Privacy Rights

Depending on your region, you may have rights under GDPR, CCPA, or similar laws.

These rights may include:

• Right to access — request a copy of your personal data
• Right to correction — fix inaccurate data
• Right to deletion — request erasure of your data
• Right to restrict processing
• Right to portability — receive your data in a machine-readable format
• Right to object to marketing
• Right not to be subject to automated decision-making

To exercise your rights, contact us at: privacy@elkagent.com

We may need to verify your identity before processing requests.

11. Children’s Privacy

Elk Agent does not knowingly collect or process personal information from children under 13 years of age. If you believe a child has used our Service, contact us immediately.

12. Google Workspace or OAuth API Use

Elk Agent may offer integrations that use Google Workspace or Google OAuth APIs.

We explicitly confirm:

• Data obtained from Google APIs is only used to provide the requested features
• Data is not used to train or improve AI/ML models
• Data is not sold or shared with external parties
• Access is limited to the minimum required scopes

This is consistent with Google API Services User Data Policy.

13. Changes to This Policy

We may update this Privacy Policy periodically. If changes are material, we will notify you via:

• Email, or
• Prominent notice inside the dashboard

Continued use of the Service constitutes acceptance.

14. Questions, Concerns, or Complaints

You may contact us at support@elkagent.com

We take privacy seriously and respond quickly to all inquiries.