Privacy Policy

Effective Date: 1st May 2025
Last Updated: 16th Sep 2025

Introduction

These Terms & Conditions ("Agreement") govern your use of the services provided by ClaimBot.ai ("we," "us," or "our"). By accessing or using our website or services, you agree to be bound by this Agreement.

ClaimBot.ai (“we”, “us”, or “our”) understands that your privacy is important. We respect and value the privacy of all our users and will only collect and use personal data in ways described in this Privacy Policy, in line with your rights and our legal obligations under applicable data protection laws, including the UK GDPR and EU GDPR.

1. Information About Us

ClaimBot.ai

Registered Address: UPDATE THIS

Email: support@claimbot.ai

Telephone Number: UPDATE THIS

2. What This Policy Covers

This Privacy Policy explains how we collect, use, and protect your personal data, including what data we collect, how we use it, your rights regarding your data, and how you can exercise those rights.

3. What Personal Data We Collect

  • Name
  • Date of birth
  • Gender
  • Address
  • Email address
  • Telephone number
  • Payment information
  • Mobile phone location
  • Email data (only necessary information for processing claims, if applicable, such as flight date & time, airline etc.)
  • Google Account permissions (read/forward functionality via Gmail, if used)

4. Legal Basis for Processing

We process your personal data under one or more of the following lawful bases:

  • Your consent
  • Performance of a contract
  • Compliance with a legal obligation
  • Legitimate interests (such as service improvement or fraud prevention)

5. How We Use Your Data

  • Providing and managing your account
  • Processing claims for delayed flights or train journeys
  • Communicating with you (email, SMS, or phone)
  • Personalising and improving the service
  • Complying with legal requirements
  • Forwarding relevant claim emails (if Gmail access is granted)

We will not sell or rent your data. Marketing communications will only be sent with your consent, and you may opt out at any time.

6. Data Retention

We retain your personal data only as long as necessary for the purpose for which it was collected, or until you request deletion. Emails accessed via Gmail are not stored and are discarded after processing.

7. Data Sharing

We do not sell Google user data to third parties.

We share limited information with third-party service providers strictly as needed to operate and maintain our application (for example, cloud hosting and infrastructure providers). These providers are contractually obligated to protect your data and may not use it for any other purpose.

We also share relevant information with airlines, train companies or other ticket sellers/relevant bodies with whom we make a request on a user’s behalf for a refund, which is required as part of the process.
We may also disclose data if required by law, regulation, or legal process.

8. Data Storage and Security

All Google user data is stored on secure web servers.

We use industry-standard security measures to protect your data, including encryption in transit (HTTPS/TLS) and restricted access controls.
Authorized personnel may only access this data in limited circumstances, such as when:

  • investigating or resolving a technical issue affecting the service, or
  • responding to a valid legal request from law enforcement.

9. Data Transfers Outside the UK/EU

Some of your data may be stored or processed in countries outside the UK or EU. Where this occurs, we ensure appropriate safeguards are in place, such as:

  • Transferring to countries with an adequacy decision from the European Commission
  • Standard contractual clauses (SCCs) or equivalent legal protections

10. Protecting Your Data

We implement appropriate technical and organisational safeguards to protect your data from unauthorised access, loss, or misuse. These include access controls, encryption, and secure servers. However, no internet transmission is entirely secure, and we cannot guarantee absolute security.

11. Your Rights

Under the GDPR, you have the right to:

  • Access the personal data we hold about you
  • Have inaccurate or incomplete data corrected
  • Request deletion of your personal data ("right to be forgotten")
  • Restrict or object to our processing of your data
  • Data portability (to reuse with another service)
  • Withdraw consent at any time (if processing is based on consent)

You may also revoke any permissions granted via your Google Account settings.

To exercise these rights, contact us at: support@claimbot.ai

12. Children's Privacy

ClaimBot.ai is not intended for users under the age of 13. We do not knowingly collect data from children. If we become aware of such data, we will delete it promptly.

13. Third-Party Services

We may use third-party services (e.g., payment processors, Gmail API, Google Sheets) to deliver our service. These providers process your data in accordance with their own privacy policies and applicable laws.

For Google’s services, see: Google Privacy Policy

14. Accessing Your Personal Data

To request a copy of your personal data (Subject Access Request), email us at: support@claimbot.ai. We will respond within one month, unless the request is complex, in which case we may extend this by up to two months and notify you accordingly.

15. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on our website with a revised effective date. Continued use of the service constitutes your acceptance of the updated policy.

Help & Support

Legal Stuff