Privacy Policy

Last Updated: May 2026

Contents

  1. 01. Information We Collect
  2. 02. How We Use Your Information
  3. 03. Legal Basis for Processing
  4. 06. Third-Party Sub-Processors
  5. 09. Data Storage & Security
  6. 10. Data Retention
  7. 14. Contact Us

01Information We Collect

When you interact with Otomax, we collect the following categories of personal data:

CategoryExamples
Contact InformationName, email address, phone number, company name
Inquiry DataLinks to social media pages and website URLs
Chat Conversation DataMessages, attachments, and conversation history with our AI chat agent
Knowledge Base DataAll the data in all formats that are provided by the client for feeding into the AI agents with the intent of integrating into their business
Integrated DataData from the clients existing databases that are integrated with our services.
Forms DataAll the information that is filled in the various forms in our website
Technical DataIP address, browser type, device type, operating system, pages visited, timestamps
Usage DataHow you interact with our website and services, session duration, page views

02How We Use Your Information

We use the information we collect for the following purposes:

  • →Service Delivery: Responding to inquiries and delivering project proposals.
  • →Sales & Marketing: Following up on leads and sending service announcements.

03Legal Basis

Type of ProcessingLegal Basis
Service DeliveryContractual Obligation
Marketing & Lead NurturingLegitimate Interest
Website AnalyticsLegitimate Interest
Security & Fraud PreventionLegitimate Interest
Compliance with LawsLegal Obligation

06Third-Party Sub-Processors

Trusted third-party sub-processors that handle data on our behalf:

Sub-ProcessorPurposeData SharedPrivacy Policy
OpenAI (ChatGPT)Powers AI chat agent responsesChat conversation contentopenai.com/privacy
Google (Gemini)Powers AI chat agent responsesChat conversation contentpolicies.google.com/privacy
n8nWorkflow automationContact data, chat datan8n.io/privacy
ChatwootCustomer communication platformChat history, namechatwoot.com/privacy-policy
Hostinger VPSCloud infrastructure hostingAll stored client datahostinger.com/privacy-policy
PostgressDatabaseChat conversation, contact, inquiryhttps://www.postgresql.org/about/policies/privacy/
Google AnalyticsWebsite usage analyticsTechnical and Usage Datapolicies.google.com/privacy

09Data Storage & Security

Your data is stored in a self-hosted PostgreSQL database on a secure VPS provided by Hostinger.

Security: All data transmission is encrypted via HTTPS/TLS, and access is restricted to authorized personnel.

10Data Retention

Data TypeRetention Period
Contact form submissions12 months from last interaction
AI chat conversation logs12 months from date of conversation
Client data (active)Duration of relationship + 3 years
Email communications3 years from last interaction

14Contact Us

Questions or Concerns?

For any inquiries relating to this Privacy Policy or your personal data, please reach out to our team.

Otomax Digital Solutions

info@otomax.tech