Privacy Policy
At Troots AI, your privacy is fundamental to everything we build. This policy explains what data we collect, how we use it, and the rights you have over your information.
Last updated: March 2025
Information We Collect
Information you provide
When your customers complete a Troots AI survey, we collect their responses, feedback, and any optional contact details they choose to share. When you register as a business, we collect your name, email address, company name, and billing information.
Automatically collected data
We automatically collect certain technical information when you or your customers interact with our platform, including IP addresses, browser type, device identifiers, pages visited, and the time and date of interactions. This data is used solely to improve platform performance and security.
Survey response data
All customer survey responses — including emoji ratings, written feedback, and sentiment scores — are collected and stored on your behalf. You retain ownership of your survey data at all times.
How We Use Your Information
Providing the service
We use collected information to operate, maintain, and improve the Troots AI platform — including generating analytics dashboards, sentiment reports, and AI-powered insights for your business.
Communications
We may use your email address to send service-related notifications, product updates, and — with your consent — marketing communications. You can opt out of marketing emails at any time.
AI and analytics
Aggregated and anonymised survey data may be used to train and improve our AI models. We never use your identifiable customer data to train models shared with other businesses.
Data Sharing and Disclosure
We do not sell your data
Troots AI does not sell, rent, or trade your personal information or your customers' data to third parties for marketing or any other commercial purpose.
Service providers
We work with a limited number of trusted third-party service providers (such as cloud hosting and payment processors) who access data only as necessary to deliver services on our behalf and are bound by strict confidentiality obligations.
Legal requirements
We may disclose information if required by law, court order, or governmental authority, or where we believe disclosure is necessary to protect the rights, property, or safety of Troots AI, our customers, or the public.
Data Retention
Retention periods
Survey response data is retained for the duration of your active subscription plus 90 days after account closure. You may request earlier deletion of your data at any time by contacting us.
Anonymised data
We may retain anonymised, aggregated data indefinitely for statistical and product improvement purposes. This data cannot be used to identify any individual.
Your Rights
Access and portability
You have the right to request a copy of the personal data we hold about you, in a structured and machine-readable format.
Correction and deletion
You may request correction of inaccurate data or deletion of your personal data. We will respond to such requests within 30 days.
Withdrawal of consent
Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of prior processing.
Security
Technical safeguards
We implement industry-standard security measures including TLS encryption in transit, AES-256 encryption at rest, access controls, and regular security audits to protect your data.
Breach notification
In the unlikely event of a data breach affecting your information, we will notify affected parties within 72 hours of becoming aware, in accordance with applicable regulations.
Cookies
Essential cookies
We use strictly necessary cookies to operate the platform — including session authentication and security tokens. These cannot be disabled.
Analytics cookies
With your consent, we use analytics cookies to understand how our platform is used and to improve the user experience. You can manage cookie preferences through your browser settings.
Changes to This Policy
Notification of changes
We may update this Privacy Policy from time to time. We will notify registered business accounts of material changes via email and will always display the date of the most recent revision at the top of this page.
Contact Us
Get in touch
If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact our team at privacy@trootsai.com. We aim to respond to all inquiries within 5 business days.
Have a question about your data?
hello@trootsai.com