Tradebot & GDPR Compliance
May 25th this year, the new General Data Protection Regulation (GDPR) will be in effect.
The GDPR is an EU regulation that will focus on strengthening and unifying the data protection laws for everyone who lives in the EU.
Before we continue, here are a few definitions you need to know when reading ahead and to understand GDPR.
Processor:
This is us, Tradebot (c/o IronDice), we process the data for you the controller
Controller:
This is you, the Tradebot service user, who controls the data for the data subject
Data Subject:
The visitor on your website who data is gathered about
During the next months, you will see various changes or additions to both our terms & agreement and to our products. You will find everything you need below.
What We Are Doing?
Chatlog Review
To make it easier for you to see exactly what data you have collected in your Tradebot about individual people we will add the ability to
At present, you can manually request these actions and details.
Automatically deleting submitted data after 3 months.
We will start to automatically delete data collected through Tradebot older than 3 months. This will be in effect from 1st of June and forward and means that the first time we actually delete data is the 1st of September.
Access your data
We now offer everyone with a Tradebot account a summary of all the information we have in our systems, including anything shared with third-party tools we use.
How to get your data:
To make a ‘right to access’ request, contact us via email. Use the email address you used to create your Tradebot account, and we’ll send you a list of all the personal data and supplementary information we hold about you as soon as we can.
Right to rectification
GDPR enables to rectify or change all personal data a company holds about you. This means you can do this with your Tradebot data. Below we are explaining how to rectify, complete, or delete the data held in your Tradebot account.
Here’s a list of the data you can fix or change in your account:
Delete all data
All your data, including analytics data will be completely deleted on your request.
So if you want to be forgotten or erased, you just have to ask! We’ll delete all the information we keep about you, with the exception of anything required to comply with the law.
Account deletion includes chatbot workflows you’ve created, as well as user chats collected by your bots.
Just contact our customer success team and tell us you want all data deleted, and we will do so (Note it make take a few days to be in effect).
Once you confirm that you want to delete your account, we’ll remove/anonymize all the information we have about you in our systems within 90 days (we need this time to ensure that everything is removed from our back up systems, too). We’ll also delete your information from all our activity logs and data stored in third-party systems. This process may take up to 90 days.
We will ask for your final confirmation and only then go about doing the account deletion process. This is because deleting a Tradebot account is an irreversible process, and we don’t offer a backup solution. This means that deleted accounts, chatbots or responses cannot be recovered. We cannot offer refunds for any unused or partially-used subscriptions.
What Should You Do?
Sign a Data Processing Agreement. If you are in the European Union you want to sign a DPA with Tradebot. The DPA will reflect our agreement that will govern the processing of personal data.
In other words, it’s an agreement that we, Tradebot, can process personal data on your behalf, and what that ensues.
Contact your account manager, or complete a contact form and we will send you a pre-signed copy of our DPA. This can be downloaded or printed for your records.
Confirm by return email that you have reviewed and accepted the DPA in its entirety. At this time we will store you name, IP address and time of signing.
Update your own Terms and Agreement. To be compliant with the GDPR, your terms and agreement must reflect that you are collecting personal data.
You can also decide here to inform what data you are collecting with Tradebot (or other similar tools)
Determining a legal reason for collecting data.
A big part of the GDPR is to make sure you have a legal basis for collecting personal data.
There are 6 legal reasons, but we recommend using either the first or the last.
The first is consent. Consent means that the visitor is agreeing to you collecting the data, that means that all Tradebots should have conversational text that clearly states and allows the visitors to agree to you collecting and storing the data.
Remember to inform that you are using Tradebot in your GDPR compliance policies and statements..
For analytics data, you can decide to either user consent or legitimate reasons
If you decide to use consent, all visitors on your site must be informed and agree to you gathering data, (just like a cookie bar)
If you decide to use legitimate reasons, you have to inform in your terms and agreement that you are gathering the analytics data, and what you are using it for.
These reasons could be:
The GDPR is an EU regulation that will focus on strengthening and unifying the data protection laws for everyone who lives in the EU.
Before we continue, here are a few definitions you need to know when reading ahead and to understand GDPR.
Processor:
This is us, Tradebot (c/o IronDice), we process the data for you the controller
Controller:
This is you, the Tradebot service user, who controls the data for the data subject
Data Subject:
The visitor on your website who data is gathered about
During the next months, you will see various changes or additions to both our terms & agreement and to our products. You will find everything you need below.
What We Are Doing?
Chatlog Review
To make it easier for you to see exactly what data you have collected in your Tradebot about individual people we will add the ability to
- See and/or delete all data collected for an individual person (data subject)
This is done by entering an email and we will show you what you have collected, and you can then choose to delete it. - IP address will be added to the data collected through Tradebot, so you as controller of the data, can verify that the data collected, was given by the data subject
If you end in a dispute where a data subject claims never to have given you the information, you can use the IP address to prove where for example the newsletter signup came from.
At present, you can manually request these actions and details.
Automatically deleting submitted data after 3 months.
We will start to automatically delete data collected through Tradebot older than 3 months. This will be in effect from 1st of June and forward and means that the first time we actually delete data is the 1st of September.
Access your data
We now offer everyone with a Tradebot account a summary of all the information we have in our systems, including anything shared with third-party tools we use.
How to get your data:
To make a ‘right to access’ request, contact us via email. Use the email address you used to create your Tradebot account, and we’ll send you a list of all the personal data and supplementary information we hold about you as soon as we can.
Right to rectification
GDPR enables to rectify or change all personal data a company holds about you. This means you can do this with your Tradebot data. Below we are explaining how to rectify, complete, or delete the data held in your Tradebot account.
Here’s a list of the data you can fix or change in your account:
- Name - contact us with 'NAME SETTINGS' in the subject line and we will amend this to your preferred name.
- Email address - contact us with 'EMAIL SETTINGS' in the subject line and we will amend this to your preferred email.
- Payment details - to change any of the payment related details, please drop us a mail at team@tradebot.ie and we will be happy to help you out.
Delete all data
All your data, including analytics data will be completely deleted on your request.
So if you want to be forgotten or erased, you just have to ask! We’ll delete all the information we keep about you, with the exception of anything required to comply with the law.
Account deletion includes chatbot workflows you’ve created, as well as user chats collected by your bots.
Just contact our customer success team and tell us you want all data deleted, and we will do so (Note it make take a few days to be in effect).
Once you confirm that you want to delete your account, we’ll remove/anonymize all the information we have about you in our systems within 90 days (we need this time to ensure that everything is removed from our back up systems, too). We’ll also delete your information from all our activity logs and data stored in third-party systems. This process may take up to 90 days.
We will ask for your final confirmation and only then go about doing the account deletion process. This is because deleting a Tradebot account is an irreversible process, and we don’t offer a backup solution. This means that deleted accounts, chatbots or responses cannot be recovered. We cannot offer refunds for any unused or partially-used subscriptions.
What Should You Do?
Sign a Data Processing Agreement. If you are in the European Union you want to sign a DPA with Tradebot. The DPA will reflect our agreement that will govern the processing of personal data.
In other words, it’s an agreement that we, Tradebot, can process personal data on your behalf, and what that ensues.
Contact your account manager, or complete a contact form and we will send you a pre-signed copy of our DPA. This can be downloaded or printed for your records.
Confirm by return email that you have reviewed and accepted the DPA in its entirety. At this time we will store you name, IP address and time of signing.
Update your own Terms and Agreement. To be compliant with the GDPR, your terms and agreement must reflect that you are collecting personal data.
You can also decide here to inform what data you are collecting with Tradebot (or other similar tools)
Determining a legal reason for collecting data.
A big part of the GDPR is to make sure you have a legal basis for collecting personal data.
There are 6 legal reasons, but we recommend using either the first or the last.
The first is consent. Consent means that the visitor is agreeing to you collecting the data, that means that all Tradebots should have conversational text that clearly states and allows the visitors to agree to you collecting and storing the data.
Remember to inform that you are using Tradebot in your GDPR compliance policies and statements..
For analytics data, you can decide to either user consent or legitimate reasons
If you decide to use consent, all visitors on your site must be informed and agree to you gathering data, (just like a cookie bar)
If you decide to use legitimate reasons, you have to inform in your terms and agreement that you are gathering the analytics data, and what you are using it for.
These reasons could be:
- To better the experience of visiting your site.
- To personalize the experience of website or newsletter.
- To track how you website performs.
