Privacy Policy

Effective Date: 1 April 2025

Verbaco™ (“we”, “our”, or “us”) is committed to protecting the privacy and personal data of our users, clients, and their stakeholders. This Privacy Policy explains how we collect, use, share, and protect personal information when you interact with our platform, website, and support services.

1. Who We Are

Verbaco™ is a secure, AI-powered chatbot platform developed by Verbaco Limited, Company registered in England & Wales, No.16581829, Registered Office: Innovation Centre, Bristol & Bath Science Park, Dirac Crescent, Emersons Green, Bristol, England, BS16 7FR. Verbaco™ is designed to support public sector and enterprise organisations with intelligent, multilingual digital assistants.

2. What This Policy Covers

This Privacy Policy applies to:

  • Visitors to verbaco.io and associated subdomains
  • Users of the Verbaco™ chatbot platform
  • Admins and operators of client-deployed Verbaco™ instances
  • Individuals who contact our support or sales teams

This policy does not apply to chatbot end-users on a client’s website or service. In those cases, the client is the Data Controller and their privacy policy applies.

3. Data We Collect

We may collect the following types of personal data, depending on how you interact with us:

When using the website:

  • IP address and device/browser type (via analytics)
  • Cookies and usage logs (see Cookie Policy)

When using the Verbaco™ platform:

  • Name, email, and role (for admin account setup)
  • Login credentials (stored securely, never in plain text)
  • Activity logs (e.g. bot configurations, workflow edits)

When contacting support:

  • Name and contact information
  • Support case history and related technical logs

We do not knowingly collect special category data unless explicitly provided for support or compliance purposes.

4. How We Use Your Data

We use personal data to:

  • Provide, maintain, and improve the Verbaco™ platform
  • Authenticate users and manage access permissions
  • Respond to support queries and service requests
  • Send important updates (e.g. security notices, feature changes)
  • Comply with legal or contractual obligations

We do not sell or rent your personal data to third parties.

5. Legal Basis for Processing (UK/EU GDPR)

We process your data under the following lawful bases:

  • Contractual necessity (e.g. to provide platform access and support)
  • Legitimate interests (e.g. platform improvement, internal analytics)
  • Consent (e.g. optional cookies, newsletter signup)
  • Legal obligation (e.g. tax or audit requirements)

6. Data Retention

We retain personal data only as long as necessary for the purpose it was collected, or as required by law. You may request deletion of your data at any time (subject to exceptions under GDPR or sectoral compliance).

7. Sharing and Subprocessors

We may share data with trusted subprocessors who help deliver our service, including:

  • Microsoft Azure (UK-based hosting)
  • Analytics and support platforms (e.g. LogRocket, Intercom, or equivalent, if used)
  • Secure email or document management providers

All sub-processors are contractually bound to GDPR-compliant data handling and cannot use your data for their own purposes.

8. International Data Transfers

Where data is transferred outside the UK or EEA, we ensure it is protected by:

  • Adequacy decisions
  • Standard Contractual Clauses (SCCs)
  • Additional technical safeguards (e.g. encryption in transit and at rest)

9. Your Rights

Under the UK GDPR and EU GDPR, you have the right to:

  • Access your personal data
  • Correct inaccurate information
  • Request deletion (“right to be forgotten”)
  • Restrict or object to processing
  • Request data portability
  • Lodge a complaint with the UK Information Commissioner’s Office (ICO)

To exercise your rights, please contact us at:
privacy@verbaco.io

10. Security Measures

Verbaco™ implements a range of technical and organisational measures to protect your data:

  • Encrypted data in transit (TLS 1.3) and at rest
  • Role-based access control (RBAC)
  • Audit logging and change tracking
  • Regular security testing and monitoring

For details, see our Security Overview.

11. Third-Party Links

Our website and platform may link to third-party services (e.g. documentation, integration partners). We are not responsible for the privacy practices of those external sites.

12. Cookies

We use cookies to improve your browsing experience, monitor site traffic, and remember preferences. For details, refer to our [Cookie Policy].

13. Changes to This Policy

We may update this Privacy Policy periodically. Significant changes will be communicated via email or platform notification.

14. Contact Us

For privacy questions, requests, or complaints, contact:

Data Protection Lead
privacy@verbaco.io

Verbaco Limited
The Innovation Centre
Bristol & Bath Science Park
Dirac Crescent
Emersons Green
Bristol
England
BS16 7FR

Scroll to Top