Privacy Policy – AI Zone Labs

Who we are

AI Zone Labs (“we,” “us,” “our,” or “Company”) operates the AIZLabs Chat Agent WordPress plugin. This Privacy Policy explains how we collect, use, disclose, and otherwise handle your information when you use our plugin.

Contact Information:
Website: https://aizlabs.com
Email: [email protected]
About: https://aizlabs.com/about

What personal data we collect and why we collect it

Chat Messages and Conversations

When you interact with the AI Agent chat widget, we collect:

Your chat messages and conversation history
Session identifiers (UUID-based cookies for guest users)
IP address and browser user agent information
Timestamp of interactions
User location information (if provided)

Purpose of Collection: To provide the AI chat functionality, maintain conversation context, improve the service and user experience, detect and prevent abuse, ensure security and compliance, and troubleshoot technical issues.

Knowledge Base and Uploaded Documents

If you upload documents or files to the knowledge base, we collect:

File content and metadata
File names and descriptions
Upload timestamps
Associated user information
File size and format information

Purpose of Collection: To provide document search and retrieval functionality, train and improve the AI model, maintain knowledge base integrity, enable document management and organization, and support custom AI agent training.

API Integration and External Services

The AIZLabs Chat Agent plugin communicates with external services operated by AI Zone Labs. When you use this plugin:

Your chat messages are transmitted to our API servers at api.aizlabs.com
Messages may be processed by AI models (including OpenAI’s GPT models)
Custom function data is transmitted for processing
Conversation metadata is stored for analytics
Your data is subject to both this Privacy Policy and our service provider’s privacy policies

API Endpoints Used:
https://api.aizlabs.com/v1/api/collection (Knowledge base management)
https://api.aizlabs.com/v1/api/upload (Document uploads)
https://api.aizlabs.com/v1/api/task (Task processing)
https://api.aizlabs.com/v1/api/run (AI agent execution)
https://api.aizlabs.com/v1/api/presign (Secure file uploads)
https://api.aizlabs.com/v1/api/delete (Data deletion)

User Registration and Account Data

When users create accounts or register on your site with the plugin enabled, we may collect:

Username and email address
Password (encrypted and hashed)
User profile information
Account creation date
Last login information
User preferences and settings

Purpose of Collection: To provide personalized chat experience, enable user account management, track conversation history per user, support authentication and authorization, and provide user support and assistance.

Data Retention: Retained indefinitely unless the user requests deletion.

Comments

Suggested text: When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

Suggested text: If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

For documents uploaded to the knowledge base for the AIZLabs Chat Agent, ensure they do not contain sensitive personal information unless necessary for the AI agent’s functionality.

Cookies

Plugin-Specific Cookies

Session Tracking Cookies: We use UUID-based cookies to track guest user sessions and maintain conversation context. These cookies help us provide continuity in the chat experience and are stored in the visitor’s browser.

AJAX Nonce Cookies: Security cookies to prevent unauthorized API requests (aizl_setting, aizl_request, aizl_dashboard).

WordPress Standard Cookies

Suggested text: If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Suggested text: Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

Internal Sharing

AI Zone Labs API Services (api.aizlabs.com) – Your messages are transmitted to process AI responses
WordPress Site Administrators – Site administrators can view user data and chat histories in the plugin dashboard
Database Storage – Conversation history is stored in the WordPress database on your server

External Service Providers

Third-party AI Models – Messages may be processed by OpenAI or other AI service providers as configured by your instance
Cloud Storage Services – Documents may be stored on AWS S3 or equivalent services via presigned URLs
Custom Function Handlers – Data may be passed to custom functions you configure (WooCommerce order lookups, support ticket systems, etc.)

Suggested text: If you request a password reset, your IP address will be included in the reset email.

In the event of a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We may also disclose personal information when required by law or in good faith belief that such action is necessary to comply with legal obligations, protect our rights, or protect the safety of our users.

How long we retain your data

Suggested text: If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

AIZLabs Chat Agent Specific Retention

Chat Conversations: Retained indefinitely in the database unless manually deleted by administrators
Session Context: Conversation context retained for 10 minutes (configurable) during active chat sessions
Uploaded Documents: Retained indefinitely or until manually deleted by administrators
Session Cookies: Expire based on browser session closure or configured timeout
Error Logs: Retained for troubleshooting purposes
Security Events: Retained for security and compliance purposes

What rights you have over your data

Suggested text: If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Your Privacy Rights

You have the following rights regarding your personal data:

Right to Access: You have the right to request and receive a copy of the personal data we hold about you
Right to Export: You have the right to request an export of your personal data in a portable format
Right to Deletion: You have the right to request deletion of your personal data (with certain exceptions for administrative, legal, or security purposes)
Right to Rectification: You have the right to request correction of inaccurate personal data
Right to Restrict Processing: You have the right to request restriction of processing for certain purposes
Right to Object: You have the right to object to certain types of data processing
Right to Withdraw Consent: You have the right to withdraw consent to data processing at any time

How to Exercise Your Rights: To exercise any of these rights, please contact the website administrator. The administrator will verify your identity and process your request within 30 days.

Where your data is sent

Your data may be processed and stored in the following locations:

Primary Data Servers

AI Zone Labs Servers (api.aizlabs.com) – Primary location for chat processing and AI model execution
WordPress Database – Local or hosted server where your website is hosted
Cloud Infrastructure – May include services in the United States, Europe, or other regions

Cloud Services

AWS S3 or Equivalent – For document storage via presigned URLs
OpenAI Services – For AI model processing (if configured) – Privacy Policy: https://openai.com/privacy/

Data Transfer: All data transmission uses HTTPS encryption for security in transit. Ensure that your API keys and credentials are kept secure in the plugin configuration and do not share API keys publicly.

Some of our service providers may be located outside your country of residence. By using the Plugin, you consent to the transfer of your information to countries outside of your country of residence, which may have different data protection rules than your home country.

Suggested text: Visitor comments may be checked through an automated spam detection service.

Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the Internet is 100% secure.

Security Measures Include:

HTTPS Encryption – All data transmitted over secure HTTPS connections
Database Encryption – Sensitive data encrypted at rest (as configured)
Access Controls – Role-based access restrictions for administrators
API Authentication – Secure API key authentication for external services
Regular Audits – Security reviews and vulnerability assessments
Password Protection – Encrypted password storage using WordPress standards

Your Responsibility: Keep your login credentials confidential, use strong unique passwords, do not share API keys or access tokens, keep your WordPress and plugin installations updated, and enable two-factor authentication if available.

Third-Party Services and Privacy

The Plugin integrates with the following third-party services. Please review their privacy policies:

OpenAI: https://openai.com/privacy/
Gravatar: https://automattic.com/privacy/
AWS S3: https://aws.amazon.com/privacy/
AI Zone Labs: https://aizlabs.com/privacy-policy

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the date at the top of this document. Your continued use of the Plugin after such modifications constitutes your acceptance of the updated Privacy Policy.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, our privacy practices, or your personal data, please contact us:

AI Zone Labs
Email: [email protected]
Website: https://aizlabs.com
About: https://aizlabs.com/about

Response Time: We will respond to privacy inquiries within 30 days of receipt.