At Sarudo, we take your privacy seriously. This Privacy Policy explains how we collect, use, store, and protect information when you use our AI Employee platform and related services. By using our services, you agree to the collection and use of information in accordance with this policy.
One thing to understand first: your AI employee runs on a server you provision and inside third-party accounts opened in your own name. Most of the data it handles is held by you, in your own systems, under your own agreements with those vendors — not by Sarudo. Sarudo accesses it when performing the build and support work you engage us for. The sections below say which is which.
We collect the following types of information to provide and improve our services:
Business Information (held by Sarudo)
- Company name, industry, and business description
- Business contact details (email addresses, phone numbers, addresses)
- Billing and payment information for the build fee and support hours
- Team member names and roles for authorized users
- Support correspondence and records of hours worked
Knowledge Base Content (held in your systems)
- Documents, files, and materials you supply to train your AI employee
- Business processes, FAQs, and operational procedures you provide
- Product or service information, pricing data, and company policies
Conversation Data (held in your systems)
- Messages exchanged between your AI employee and end users
- Communication channel metadata (timestamps, platforms, message types)
- Instructions and configurations you provide to the AI employee
Usage Data
- Technical logs, error reports, and system diagnostics on your server
- Service usage patterns, feature utilization, and performance metrics that we review while performing build or support work
- Browser type, IP address, and device information when you access our website — this is held by Sarudo
We use the information we collect for the following purposes:
- Service Delivery: To build, configure, and support your AI employee on your own infrastructure, including loading your knowledge base and setting up how it handles communications on your behalf.
- Service Improvement: To monitor performance, diagnose issues, and improve the reliability and capabilities of our platform. We do not use your data to train AI models for other clients.
- Support: To provide technical support, respond to inquiries, and assist with troubleshooting and configuration changes.
- Communication: To send work-related notifications, invoices for build work and support hours, maintenance alerts, and policy updates.
- Legal Compliance: To comply with applicable laws, regulations, and legal processes.
3. Data Storage and Security
We take the security of your data seriously and implement robust measures to protect it:
- Your Own Infrastructure:Your AI employee runs on a server you provision and in accounts held in your name, so the data it works with is not co-mingled with other clients' data. The one exception is support: if you raise a ticket, its text and the diagnostics attached to it are stored in a support system we run, shared across clients.
- Encryption: Data in transit is encrypted using TLS 1.2 or higher.Data at rest is not encrypted by default— your AI employee runs on your hosting provider's standard volume. If you need encryption at rest we will configure it as part of the build or a support block; ask and we will quote the hours.
- Access Controls: Sarudo accesses your infrastructure using credentials you grant, on a need-to-know basis, and you can revoke that access at any time. Access is logged for audit purposes.
- Backups: Automated backups of your data and AI employee configuration are configured during the build and run on storage you provision. Details are in our Service Level Agreement.
- Monitoring: Monitoring is configured on your infrastructure during the build. Sarudo does not monitor your systems between engagements; where you want us watching, that is support work you can purchase.
4. Data Sharing
We do not sell your data. We do not share your personal or business information with third parties for marketing or advertising purposes.
We may share data with third parties only in the following limited circumstances:
- Your Own Vendors: The hosting, model, and infrastructure providers your AI employee uses are contracted by you, in your name. Your system sends data to them under your own agreements with those vendors. Sarudo does not resell them, does not receive your data from them, and is not a party to those agreements.
- Integration Partners: When you configure integrations with third-party services (e.g., email providers, messaging platforms, CRM systems), data is shared with those services as necessary to enable the integration. These integrations are under your control and authorization.
- Legal Requirements: We may disclose information if required by law, legal process, or a governmental request, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
5. AI Employee Data
Your AI employee processes and generates data as part of its operations. Here is how that data is handled:
- Knowledge Base:The documents, information, and training materials you provide are stored on your own infrastructure and used exclusively to power your AI employee's responses and capabilities.
- Conversation History:Conversations between your AI employee and end users are stored on your own infrastructure. They are used to provide context for ongoing conversations and to improve your AI employee's responses.
- Learning and Adaptation:Your AI employee may learn from interactions to improve its performance for your specific use case. This learning stays on your infrastructure and is not shared with or applied to other clients' AI employees.
6. Your Rights
Because your knowledge base and conversation history are held in your own accounts, you can access, correct, export, and delete most of that data yourself, without asking us. The rights below cover the data Sarudo itself holds:
- Access: You may request a copy of the data we hold about you and your business at any time.
- Correction: You may request correction of any inaccurate or incomplete data we hold about you.
- Deletion: You may request deletion of your data, subject to our retention obligations and any legal requirements.
- Data Export: You may request a full export of your knowledge base, conversation history, and AI employee configuration in a commonly used, machine-readable format.
To exercise any of these rights, please contact us at hello@sarudo.com. We will respond to your request within 30 days.
7. Data Retention
We retain your data as follows:
- During an Engagement: Data we hold is retained for as long as we are building or supporting your AI employee, so that we can do the work you have engaged us for.
- After an Engagement Ends: We retain the data we hold for 30 days to allow for export and for a possible re-engagement. After this period, it is permanently deleted from our systems, except for records we are required to retain by law.
- Immediate Deletion: You may request immediate deletion of the data we hold at any time. Upon receiving such a request, we will delete it within 14 business days, except for any data we are required to retain by law.
- Data in Your Own Systems: Data held on your server and in your own accounts is not affected by any of the above. It stays where it is, under your control, and is deleted when you delete it.
8. Cookies
Website: Our marketing website may use cookies for basic analytics purposes, such as understanding how visitors interact with our site. We do not use tracking cookies or share cookie data with advertisers.
AI Employee Platform: The AI employee interface and communication channels do not use tracking cookies. Necessary session cookies may be used for authentication and security purposes.
You can control cookie preferences through your browser settings. Disabling cookies may affect some functionality of our website but will not impact your AI employee's operation.
9. Children's Privacy
Sarudo's services are designed for business use and are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a person under 18, we will take steps to delete that information promptly.
10. Changes to Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by sending an email to the address associated with your account at least 30 days before the changes take effect. We encourage you to review this policy periodically.
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:
