1. Introduction
SpotBeam.ai (“SpotBeam”, “we”, “our”, or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, platform, and AI-based services (collectively, the “Services”). By accessing SpotBeam.ai, you agree to the practices described in this Privacy Policy.
2. Information We Collect
2.1 Information You Provide
We collect information you provide directly:
Account information (name, email address, password)
Company information (company name, website)
Payment information (processed securely by our payment providers)
Communications with our support team
Preferences and settings within the platform
2.2 Information Collected Automatically
IP address, browser type, device information
Usage patterns (pages visited, features used, timestamp logs)
AI interaction data (prompts, responses, generated content)
Cookies and tracking technologies for analytics
2.3 Third-Party Integrations
When you connect external accounts, we may access the following to operate the service:
Google Business Profile
Reviews
Review replies
Business info & updates
Insights/analytics
Meta (Facebook & Instagram)
Page access
Post scheduling and publishing
Ad account configurations
Ad performance metrics
Incoming messages
Lead details
Automated replies
We only access the data required to deliver the features you choose to use.
3. How We Use Your Information
We use your information to:
Provide and improve SpotBeam services
Automate review replies, posts, ads, and lead responses
Synchronize your business data with Google, Meta, and WhatsApp
Offer insights, analytics, and performance dashboards
Personalize AI-generated content
Prevent fraud and ensure platform security
Communicate updates, billing reminders, and support responses
4. How We Store & Protect Your Data
All data is encrypted at rest and in transit.
Access is limited to authorized personnel.
Cloud infrastructure follows industry security standards.
Regular audits and system monitoring protect against vulnerabilities.
You are responsible for maintaining the confidentiality of your password.
5. AI Data Handling
AI inputs (reviews, prompts, messages, content) are processed solely to generate outputs for your account.
We do not use customer data to train external or public AI models.
You can request deletion of your stored data anytime.
Data Sharing and Disclosure
We share your information only in these circumstances:
5.1 Service Providers
We work with third-party service providers:
Cloud hosting providers (AWS, Google Cloud)
Google, Meta, WhatsApp APIs only when you connect your accounts
Payment processors (Stripe)
Email delivery services
AI processing (OpenAI)
Analytics and monitoring tools
5.2 Legal Requirements
We may disclose information if required by law, court order, or government request.
5.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
5.4 What We Don't Do
We never:
Sell your personal data to third parties
Share your analytics data with competitors or advertisers
Use your data to train AI models for other customers
6. Data Security
We implement industry-standard security measures:
Encryption in transit (TLS 1.3) and at rest (AES-256)
OAuth 2.0 for secure third-party authentication
Regular security audits and penetration testing
Access controls and least-privilege principles
SOC 2 compliance (Type II)
Secure data centers with physical security
Regular backups with encrypted storage
7. Data Retention
We retain your data as follows:
Active accounts: Data retained while your account is active
Canceled accounts: Data deleted 30 days after cancellation
Analytics data: Retained for up to 13 months for historical comparisons
Logs and security data: Retained for 90 days
Financial records: Retained for 7 years for tax and legal compliance
You can request immediate data deletion by contacting support.
8. Your Rights and Choices
You have the right to:
Access: Request a copy of your personal data
Correction: Update inaccurate or incomplete information
Deletion: Request deletion of your data (right to be forgotten)
Export: Download your data in a portable format
Opt-out: Unsubscribe from marketing emails
Revoke consent: Disconnect third-party integrations at any time
Object: Object to processing for legitimate interests or direct marketing
To exercise these rights, contact us at info@spotbeam.ai or through your account settings.
9. Cookies and Tracking
We use cookies and similar technologies:
Essential cookies: Required for authentication and security
Functional cookies: Remember your preferences and settings
Analytics cookies: Understand how you use our service
Marketing cookies: Deliver relevant ads (with consent)
You can control cookies through your browser settings. Note that disabling essential cookies may affect functionality.
10. International Data Transfers
Spotbeam operates globally. Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including:
Standard Contractual Clauses approved by the EU Commission
Data Processing Agreements with all service providers
Adequacy decisions where applicable
11. Children's Privacy
Spotbeam is not intended for users under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately
12. California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
Right to know what personal information is collected
Right to know if personal information is sold or disclosed
Right to say no to the sale of personal information (we don't sell data)
Right to access your personal information
Right to deletion of personal information
Right to non-discrimination for exercising your rights
13. GDPR Compliance (European Users)
For users in the European Economic Area (EEA), UK, and Switzerland, we comply with GDPR requirements. Our legal basis for processing includes:
Contract performance: Processing necessary to provide the Service
Consent: For marketing communications and optional features
Legitimate interests: For service improvement and security
Legal obligations: For compliance with laws
14. Changes to Privacy Policy
We may update this Privacy Policy periodically. We will notify you of material changes via:
Email notification to your registered email address
Prominent notice within the Service
Update to the "Last Updated" date at the top of this page
Continued use of Spotbeam after changes constitutes acceptance of the updated policy.
15. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your data:
Email: info@spotbeam.ai
Data Protection Officer: info@spotbeam.ai
We aim to respond to all inquiries within 30 days.