Privacy Policy

Effective Date: 1st May 2025
Last Updated: 1st May 2025

Introduction

These Terms & Conditions ("Agreement") govern your use of the services provided by ClaimBot.ai ("we," "us," or "our"). By accessing or using our website or services, you agree to be bound by this Agreement.

ClaimBot.ai (“we”, “us”, or “our”) understands that your privacy is important. We respect and value the privacy of all our users and will only collect and use personal data in ways described in this Privacy Policy, in line with your rights and our legal obligations under applicable data protection laws, including the UK GDPR and EU GDPR.

1. Information About Us

ClaimBot.ai

Registered Address: UPDATE THIS

Email: support@claimbot.ai

Telephone Number: UPDATE THIS

2. What This Policy Covers

This Privacy Policy explains how we collect, use, and protect your personal data, including what data we collect, how we use it, your rights regarding your data, and how you can exercise those rights.

3. What Personal Data We Collect

Name
Date of birth
Gender
Address
Email address
Telephone number
Payment information
Mobile phone location
Gmail data (only necessary emails for processing claims, if applicable)
Google Account permissions (read/forward functionality via Gmail/Google Sheets, if used)

4. Legal Basis for Processing

We process your personal data under one or more of the following lawful bases:

Your consent
Performance of a contract
Compliance with a legal obligation
Legitimate interests (such as service improvement or fraud prevention)

5. How We Use Your Data

Providing and managing your account
Processing claims for delayed flights or train journeys
Communicating with you (email, SMS, or phone)
Personalising and improving the service
Complying with legal requirements
Forwarding relevant claim emails (if Gmail access is granted)

We will not sell or rent your data. Marketing communications will only be sent with your consent, and you may opt out at any time.

6. Data Retention

We retain your personal data only as long as necessary for the purpose for which it was collected, or until you request deletion. Emails accessed via Gmail are not stored and are discarded after processing.

7. Data Transfers Outside the UK/EU

Some of your data may be stored or processed in countries outside the UK or EU. Where this occurs, we ensure appropriate safeguards are in place, such as:

Transferring to countries with an adequacy decision from the European Commission
Standard contractual clauses (SCCs) or equivalent legal protections

8. Protecting Your Data

We implement appropriate technical and organisational safeguards to protect your data from unauthorised access, loss, or misuse. These include access controls, encryption, and secure servers. However, no internet transmission is entirely secure, and we cannot guarantee absolute security.

9. Your Rights

Under the GDPR, you have the right to:

Access the personal data we hold about you
Have inaccurate or incomplete data corrected
Request deletion of your personal data ("right to be forgotten")
Restrict or object to our processing of your data
Data portability (to reuse with another service)
Withdraw consent at any time (if processing is based on consent)

You may also revoke any permissions granted via your Google Account settings.

To exercise these rights, contact us at: support@claimbot.ai

10. Children's Privacy

ClaimBot.ai is not intended for users under the age of 13. We do not knowingly collect data from children. If we become aware of such data, we will delete it promptly.

11. Third-Party Services

We may use third-party services (e.g., payment processors, Gmail API, Google Sheets) to deliver our service. These providers process your data in accordance with their own privacy policies and applicable laws.

For Google’s services, see: Google Privacy Policy

12. Accessing Your Personal Data

To request a copy of your personal data (Subject Access Request), email us at: support@claimbot.ai. We will respond within one month, unless the request is complex, in which case we may extend this by up to two months and notify you accordingly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on our website with a revised effective date. Continued use of the service constitutes your acceptance of the updated policy.