1. Controller
The BOTrento service is provided by the operator of the BOTrento service (the “Operator”), contact email info@botrento.com. The Operator is the controller of the personal data described in this policy. Please send questions and requests to info@botrento.com.
2. What we process and why
2.1 Enquiries and trial sign-ups (forms and email)
- Data: name, email, phone, company, company website, team size, email system used, message text, selected plan or type of work.
- Enquiry origin data: visit source (UTM parameters), ad click identifiers (gclid, fbclid, msclkid), referring website, landing and current page, website language and domain, time of first visit; if you allowed analytics cookies, also the Google Analytics client ID.
- Purpose and legal basis: handling your enquiry and pre-contract negotiations (Art. 6(1)(b) GDPR); evaluating where enquiries come from (legitimate interest, Art. 6(1)(f) GDPR).
- Retention: 3 years from the last contact unless a contract is concluded.
2.2 Customers
- Data: contact and billing details, communication, account settings.
- Purpose and legal basis: performance of the contract (Art. 6(1)(b)), accounting and tax obligations (Art. 6(1)(c)).
- Retention: for the duration of the contract; accounting records for the period required by law (up to 10 years).
2.3 Data processed by the Service for customers
Emails, calendar, deals and other data a customer connects to the Service are processed by the Operator as a processor, on the customer's instructions and under a data processing agreement. We store data on servers in the EU (Germany, with the app database in Ireland). The language model processes only the text needed for the task — by default via our API account with a commercial provider, optionally via the API provider the customer chooses (own key) — see How we use AI.
2.4 Free materials (email templates, calculator result)
- Data: email address, optionally your name, for the calculator the values you entered and the result, visit origin data (as for enquiries), the time and wording of your consent, when emails were sent, clicks on links in them and unsubscribing.
- Purpose and legal basis: sending the material you requested and 3 follow-up emails with tips over 10 days — based on your consent (Art. 6(1)(a) GDPR). Withdraw it with one click on “Unsubscribe” in any of the emails or by writing to info@botrento.com. We send no other marketing on the basis of this consent and do not pass contacts to third parties.
- Retention: 12 months from the request; after unsubscribing we keep only the email address and the time of unsubscribing so we never email you again.
2.5 Website analytics
We use Google Analytics 4 only with your consent (Art. 6(1)(a) GDPR). You can withdraw consent at any time. Details on the Cookies page.
3. Recipients and processors
- Hetzner Online GmbH — servers and hosting (Germany).
- Supabase — database of the app.botrento.com application (EU region, Ireland).
- Cloudflare — website delivery and attack protection.
- Resend — sending emails (new enquiry notifications, requested materials and follow-up emails).
- Telegram — internal team notifications about new enquiries.
- Google (Google Analytics 4) — only with your consent.
- The language-model provider — for data processed by the Service: by default our API account with a commercial provider (e.g. Anthropic); with the customer's own API key, the customer's account with the provider (currently Anthropic).
Some of these recipients are based or process data outside the EU. Transfers happen only to the extent necessary and under the safeguards of Chapter V GDPR (for example an adequacy decision or standard contractual clauses).
4. Your rights
- access to your personal data and a copy of it,
- rectification of inaccurate data,
- erasure (“right to be forgotten”),
- restriction of processing,
- data portability,
- objection to processing based on legitimate interest,
- withdrawal of consent (for analytics via “Cookie settings” in the website footer),
- a complaint to the Czech Office for Personal Data Protection (www.uoou.gov.cz) or your local supervisory authority.
We handle requests without undue delay, at the latest within one month.
5. Contact
Contact the Operator: info@botrento.com