Privacy Policy

Introduction

Hourzero is an AI agent builder for sales, customer support, and user engagement, operated by DIALOG AI SOLUTIONS SRL (“Hourzero”, “we”, or “us”).

We understand that you are aware of and care about your own personal privacy interests, and we take that seriously. This Privacy Notice describes Hourzero’s policies and practices regarding its collection and use of your personal data, and sets forth your privacy rights. We recognize that information privacy is an ongoing responsibility, and so we will from time to time update this Privacy Notice as we undertake new personal data practices or adopt new privacy policies.

Contacting us about data protection

Hourzero is headquartered in Bucharest, Romania. For any inquiries or concerns regarding our personal data policies, practices, or if you wish to exercise your privacy rights, please feel free to reach out directly to our Privacy Team. Our team is equipped and committed to assisting you with any questions you might have and ensuring your data is handled with the utmost care and respect.

Privacy Team Contact Information:

DIALOG AI SOLUTIONS SRL
Str. Râmnicu Vâlcea, nr. 8, sc. 1, bl. 1, et. 2, ap. 201, Sector 3, Bucharest, Romania
Trade Register no. J40/21736/2023, tax identification code 49129963
contact@hourzero.dev

How we collect and use (process) your personal information

Hourzero collects personal information about its website visitors and customers. With a few exceptions, this information is generally limited to:

• name
• job title
• employer name
• work address
• work email
• work phone number

We use this information to provide prospects and customers with services.

Where Hourzero acts as a controller, we process this information on the following legal bases under the GDPR: to perform our contract with you or to take steps at your request before entering into one; for our legitimate interests in operating, securing and improving our services and in communicating with customers and prospects; to comply with our legal obligations, such as accounting and tax requirements; and, where required, with your consent, which you may withdraw at any time.

We do not sell personal information to anyone and only share it with third parties who are facilitating the delivery of our services.

From time to time, Hourzero may receive personal information about individuals from third parties. Typically, information collected from third parties will include further details on your employer or industry. When you sign in with Google or with your organization’s single sign-on (SSO) provider, that provider shares your name, email address and profile image with us.

When a customer uses Hourzero to operate its own AI agents, that customer determines how personal data in its knowledge sources and conversations is used, and Hourzero processes that data on the customer’s behalf under our Data Processing Addendum. If you have interacted with an agent operated by one of our customers, please refer to that customer’s privacy policy and contact them to exercise your rights.

Use of the Hourzero website

As is true of most other websites, Hourzero’s website collects certain information automatically and stores it in log files. The information may include internet protocol (IP) addresses, the region or general location where your computer or device is accessing the internet, browser type, operating system and other usage information about the use of Hourzero’s website, including a history of the pages you view. We use this information to help us design our site to better suit our users’ needs. We may also use your IP address to help diagnose problems with our server and to administer our website, analyze trends, track visitor movements, and gather broad demographic information that assists us in identifying visitor preferences.

Hourzero has a legitimate interest in understanding how customers and potential customers use its website. This assists Hourzero with providing more relevant products and services, and with providing appropriate staffing to meet customer needs.

Cookies and tracking technologies

Hourzero makes available a comprehensive Cookie Policy that describes the cookies and tracking technologies used on the Hourzero website and provides information on how users can accept or reject them. To view the notice, see our Cookie Policy.

Sharing information with third parties

The personal information Hourzero collects from you is stored in one or more databases hosted by third parties, with our primary database located in the European Union. These third parties do not use or have access to your personal information for any purpose other than cloud storage and retrieval. On occasion, Hourzero engages third parties to send information to you, including information about our products, services, and events.

When an agent generates a response, the relevant message, conversation context, agent instructions and retrieved knowledge are sent to the AI model provider selected for that agent (such as OpenAI, Anthropic, Google or Mistral) solely to generate that response.

A list of our third-party sub-processors is available on request at contact@hourzero.dev.

We do not otherwise reveal your personal data to non-Hourzero persons or businesses for their independent use unless: (1) you request or authorize it; (2) the information is provided to comply with the law (for example, compelled by law enforcement to comply with a search warrant, subpoena, or court order), enforce an agreement we have with you, or to protect our rights, property or safety, or the rights, property or safety of our employees or others; (3) the information is provided to our agents, vendors or service providers who perform functions on our behalf; (4) to address emergencies or acts of God; or (5) to address disputes, claims, or to persons demonstrating legal authority to act on your behalf. We may also gather aggregated data about our services and website visitors and disclose the results of such aggregated (but not personally identifiable) information to our partners, service providers, advertisers, and/or other third parties for marketing or promotional purposes.

The Hourzero service connects with third party services such as Google, Meta (WhatsApp, Messenger and Instagram), Slack and Discord. If you choose to connect or share information through these services, you should review the privacy policy of that service. If you are a member of a third party service, the aforementioned connections may allow that service to connect your visit to our site to your personal data.

Transferring personal data outside the EEA

Hourzero is established in Romania, and our primary database is located in the European Union. Some of our sub-processors, including providers of application hosting, AI model inference, email delivery and payment processing, are located in, or may process information in, the United States or other countries outside the European Economic Area (“EEA”).

Where personal data is transferred to a country that has not received a finding of “adequacy” from the European Commission under Article 45 of the GDPR, Hourzero provides for appropriate safeguards pursuant to Article 46 of the GDPR, such as the European Commission’s standard contractual clauses, or relies on the recipient’s certification under the EU-U.S. Data Privacy Framework.

Depending on the circumstance, Hourzero also collects and transfers personal data with consent; to perform a contract with you; or to fulfill a compelling legitimate interest of Hourzero in a manner that does not outweigh your rights and freedoms. Hourzero endeavors to apply suitable safeguards to protect the privacy and security of your personal data and to use it only consistent with your relationship with Hourzero and the practices described in this Privacy Statement. Hourzero also enters into data processing agreements and model clauses with its vendors whenever feasible and appropriate.

For more information or if you have any questions, please contact us at contact@hourzero.dev.

Data Subject rights

The European Union’s General Data Protection Regulation (GDPR) and other countries’ privacy laws provide certain rights for data subjects. Data Subject rights under GDPR include the following:

• Right to be informed
• Right of access
• Right to rectification
• Right to erasure
• Right to restrict processing
• Right of data portability
• Right to object
• Rights related to automated decision making including profiling

This Privacy Notice is intended to provide you with information about what personal data Hourzero collects about you and how it is used.

If you wish to confirm that Hourzero is processing your personal data, or to have access to the personal data Hourzero may have about you, please contact us.

You may also request information about: the purpose of the processing; the categories of personal data concerned; who else outside Hourzero might have received the data from Hourzero; what the source of the information was (if you didn’t provide it directly to Hourzero); and how long it will be stored. You have a right to correct (rectify) the record of your personal data maintained by Hourzero if it is inaccurate. You may request that Hourzero erase that data or cease processing it, subject to certain exceptions. You may also request that Hourzero cease using your data for direct marketing purposes. You have a right to lodge a complaint with the appropriate data protection authority if you have concerns about how Hourzero processes your personal data. When technically feasible, Hourzero will—at your request—provide your personal data to you.

Reasonable access to your personal data will be provided at no cost. Hourzero will respond to your request within one month of receipt. If more time is needed, as permitted by the GDPR, Hourzero will explain why and provide you with a date when the information will be provided. If for some reason access is denied, Hourzero will provide an explanation as to why access has been denied.

For questions or complaints concerning the processing of your personal data, you can email us at contact@hourzero.dev. Alternatively, you can lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP) (opens in a new tab) or with the data protection authority in the country where you live or work.

Use of Google APIs

Hourzero uses Google APIs to let you sign in with your Google account. We want to explicitly affirm that any data obtained through Google APIs is not used to develop, improve, or train generalized AI and/or ML models. The data accessed through these APIs is solely used for the specific purposes of providing our service features and is handled in accordance with our privacy practices as outlined in this policy. Hourzero’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy (opens in a new tab), including the Limited Use requirements.

Data Protection Mechanisms

At Hourzero, we implement robust data protection mechanisms to safeguard your sensitive information:

• Encryption: All customer data is encrypted using industry-standard encryption algorithms both at rest and in transit.
• Access Control: We employ user roles and permissions, together with multi-factor authentication and single sign-on (SSO), to ensure that only authorized users can access sensitive data.
• Rate Limiting: To protect against abuse, we implement rate limiting on our agents, controlling the number of messages they accept within a given period.
• Domain Allowlist: We provide controls to specify which domains your agent can be embedded on, adding an extra layer of security.
• Infrastructure Security: Our database runs on AWS infrastructure in the European Union (eu-central-1), managed by Supabase, and our application is hosted on Vercel.
• Compliance: We design our processing to comply with the GDPR and applicable Romanian data protection law.
• No AI Training: We do not use your data to train AI models. We use Retrieval-Augmented Generation (RAG) to generate responses without compromising your data.

For more detailed information about our security practices, see Exhibit C of our Data Processing Addendum.

Data storage and retention

Your personal data is stored by Hourzero on its servers, and on the servers of the cloud-based database management services Hourzero engages, with our primary database located in the European Union.

Personal data that Hourzero processes on a customer’s behalf, including personal data in conversation content, attachments, knowledge sources, end-user contact information and interaction metadata, is subject to our Data Processing Addendum. Hourzero deletes this data within thirty (30) days of receiving the customer’s written deletion request or termination of the agreement, whichever occurs first. A request may cover all or a specified portion of the data; on termination, deletion applies to all personal data processed on the customer’s behalf. The customer may choose return or deletion. If return is chosen, Hourzero returns the data and deletes all remaining copies within the same period. This deadline includes copies and backups held by Hourzero and its sub-processors.

Such customer data may be retained beyond that deadline only to the extent and for the period required by applicable law. Retained data must be isolated, protected and used only to meet that legal requirement, and deleted when the requirement ends. We do not retain this customer data beyond the deadline for our own analysis, historical or archiving purposes.

Account and billing information that Hourzero processes independently as a controller is separate from personal data processed on a customer’s behalf. We retain that account and billing information only for as long as necessary for account administration, billing and applicable tax, accounting or other legal obligations, in accordance with applicable law. This separate retention does not extend the retention of personal data processed on a customer’s behalf.

Hourzero retains prospect data until such time as it no longer has business value and is purged from Hourzero systems. All personal data that Hourzero controls may be deleted upon verified request from Data Subjects or their authorized agents. For more information on where and how long your personal data is stored, and for more information on your rights of erasure and portability, please contact us at contact@hourzero.dev.

Children’s data

We do not knowingly attempt to solicit or receive information from children.

Questions, concerns or complaints

If you have questions, concerns, complaints, or would like to exercise your rights, please contact us at:

DIALOG AI SOLUTIONS SRL
Str. Râmnicu Vâlcea, nr. 8, sc. 1, bl. 1, et. 2, ap. 201, Sector 3, Bucharest, Romania
contact@hourzero.dev