Privacy Policy

1. Overview

This Privacy Policy explains how ChatOman (“we,” “us,” or “our”) collects, uses, and discloses your information when you visit chatoman.co (the “Website”) and interact with our artificial intelligence chatbot services (the “Chatbot Services”). We are committed to protecting your personal data and to handling it in line with the principles of the Personal Data Protection Law of the Sultanate of Oman (Royal Decree No. 6/2022) and its Executive Regulations (Ministerial Decision No. 34/2024), as overseen by the Ministry of Transport, Communications and Information Technology, as well as recognised international data-protection standards such as the GDPR. Your data remains yours, and we never sell it.

2. Information we collect

We collect the following categories of information:

• Information you provide directly. When you complete our contact forms, inquiry forms, or chatbot setup forms, we collect personal details such as your name, email address, phone number, business name, and business address.
• Client training data. When you become a client, you provide business information such as FAQs, product and service details, website content, and documents that are used solely to train and improve your chatbot.
• Communications. Records of your correspondence with us, including emails and interactions with our support team.
• Usage data. Information collected automatically when you use the Website or Chatbot Services, such as your IP address, browser and device type, the pages you visit, the time and date of your visit, and diagnostic data.
• Chatbot interaction data. Transcripts of conversations with the Chatbot Services, excluding sensitive personal data as described in our usage disclaimer, used to analyse and improve performance.

3. Legal basis and consent

We obtain your consent before processing your personal data and provide this notice before processing begins. Where we send commercial or marketing communications, we obtain your prior consent. You may withdraw your consent at any time, as described in Section 8.

4. How we use your information

We use the information we collect to provide, operate, and maintain the Website and Chatbot Services; to set up, train, customise, and continuously improve your chatbot; to communicate with you, respond to your inquiries, and provide support; to process your subscription and manage your account; to analyse usage and improve accuracy and performance; to detect, prevent, and address technical issues or fraudulent activity; and to comply with our legal obligations.

5. How we share your information

We share information with trusted third-party service providers who perform services on our behalf. These providers are bound by confidentiality obligations, may use the information only for the purposes for which we disclose it, and may process data outside the Sultanate of Oman. Our principal service providers are:

• Chatbase — the platform that hosts, trains, and operates your chatbot.
• Make — automation and workflow services used to process and route enquiries and form submissions.
• Google — email and spreadsheet services used to manage enquiries and client records.
• Cal.com — appointment scheduling.
• forms.app — onboarding and intake forms.

We may also disclose information in connection with a business transfer, to affiliates who agree to honour this Policy, to comply with the law or valid requests by public authorities, or with your consent.

6. International transfers

Certain of the service providers described above store or process personal data outside the Sultanate of Oman. Where we transfer personal data abroad, we rely on your consent and apply appropriate safeguards, in line with the principles of the Personal Data Protection Law and its Executive Regulations.

7. Data retention

We retain personal data only for as long as necessary for the purposes set out in this Policy, unless a longer retention period is required or permitted by law. Client training data is retained for the duration of the client’s active subscription and for up to ninety days after cancellation, unless earlier deletion is requested in writing. When we no longer have a legitimate need to process personal data, we delete or anonymise it, or securely isolate it from further processing until deletion is possible.

8. Your rights

Subject to applicable law, you have the right to access the personal data we hold about you; to request the correction of inaccurate or incomplete data; to request deletion of your data; to object to or restrict its processing; to request data portability; and to withdraw your consent. To exercise any of these rights, contact us at info@chatoman.co; we may ask you to verify your identity before responding. You also have the right to lodge a complaint with the Ministry of Transport, Communications and Information Technology.

9. Security and breach notification

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, use, disclosure, alteration, or destruction. Where a personal-data breach occurs that may result in unlawful access to, or disclosure, alteration, or destruction of, personal data, we will notify the Ministry of Transport, Communications and Information Technology and affected individuals as required by law. No method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.

10. Third-party links

The Website and Chatbot Services may contain links to websites we do not operate. We are not responsible for the content or privacy practices of those sites, and we encourage you to review their privacy policies.

11. Changes to this Policy

We may update this Privacy Policy from time to time. We will post the updated Policy on this page, update the “Last updated” date above, and, before any material change takes effect, provide notice by email or a prominent notice on the Website.

12. Governing law

This Privacy Policy is governed by and construed in accordance with the laws of the Sultanate of Oman, without regard to its conflict-of-law principles.

13. Contact

For questions about this Privacy Policy or to exercise your rights, contact ChatOman at info@chatoman.co.