Effective date: May 2026 (file retention corrected September 2026; Transcribe sub-processor added September 2026; recordings, voice data, and processor role clarified October 2026, effective for existing accounts October 22, 2026) · Entertainment Technologists Inc.
Botverse processes files — it does not store them. We collect the minimum data needed to operate the platform: account credentials, job metadata, and billing records. We do not read, index, or retain the contents of any file you submit beyond the automated processing you request. This policy explains exactly what we hold and why.
Contents
Botverse is operated by Entertainment Technologists Inc. (ETI), a company incorporated in Arizona, USA. ETI acts as the data controller for personal information you provide to us when creating or operating a Botverse account.
Contact our privacy team at privacy@botverse.cloud.
Botverse collects a limited set of personal information to operate the platform. We do not build user profiles, serve advertising, or sell data.
| Category | What we collect | Retention |
|---|---|---|
| Account | Email address; password hash (salted, one-way); 2FA enrollment status (no TOTP seed stored in plaintext) | Life of account + 30 days after closure |
| Billing | Payment method details (held by Stripe — we store only the last 4 digits and card type for display); wallet balance; top-up history | 7 years (legal/tax requirement) |
| API keys | Key name, service scope, creation date, expiry date, last-used timestamp, last-4-character fingerprint. Full key never stored. | Until revoked or account closure |
| Job metadata | Job ID, service type, input/output format, file size (bytes), processing duration, status, timestamp, billing deduction amount. No file contents. | 90 days |
| Server logs | IP address, request method, endpoint, HTTP status code, timestamp. Used for security monitoring and abuse detection. | 90 days |
| Support comms | Messages you send to support@botverse.cloud. Used solely to resolve your request. | 2 years |
What we do not collect. We do not collect: the contents of files you submit for processing (see Section 3); browsing history outside the Botverse dashboard; data from third-party services you may also use; or any information beyond what is listed above.
The content of files you submit is not retained. Input and output files are automatically deleted from our infrastructure 7 days after they are created. We do not read, index, analyse, or use file contents for any purpose other than completing the processing job you requested.
How it works. When your application or agent submits a file, it is uploaded to a temporary, private storage object associated with your job ID. An isolated processing worker handles the job. The output is written to a separate temporary storage object. Both objects are automatically deleted 7 days after they are created, regardless of whether you download the output. Download links expire after 24 hours; you can request a new link at any time while the file still exists. Job metadata (format, size, timing — not contents) is retained for billing and dispute purposes as described in Section 2.
We do not analyse your files for our own purposes. Some jobs work on file contents because that is the job you asked for. For example, Transcribe turns speech into text and names speakers. That output belongs to you and follows the same 7-day deletion. Beyond the job you request, ETI does not inspect, read, classify, or extract information from file contents. Processing is fully automated. No human at ETI reviews the content of your files unless you explicitly share content with our support team as part of a technical issue report.
Third-party processing infrastructure. Processing jobs run on our cloud infrastructure provider. It processes files only as a sub-processor under our direction and does not use your file content for any independent purpose. See Section 5 for a full list of sub-processors.
Recordings and voices (Transcribe). Recordings you submit to Transcribe contain the voices, and often the names and words, of other people. For that data, you are the controller and ETI is your processor (Terms of Service, Section 7C). Botverse does not record anyone. It processes only files that you already hold. Transcribe separates voices within a single file but does not identify anyone from their voice. It does not create, store, or reuse voiceprints or other biometric identifiers, and it does not compare voices across recordings or accounts. Speaker names come only from the attendee list you supply and from what is said in the recording. You must have every notice and consent the law requires before you submit a recording, including consents under all-party recording laws and biometric privacy laws such as the Illinois Biometric Information Privacy Act (Terms of Service, Section 7B).
If you were recorded. If you appear in a recording that a Botverse customer submitted and want to exercise your privacy rights, contact the organization that recorded you, because it controls that data. ETI does not know who is in a recording and cannot search recordings by person. If you contact us at privacy@botverse.cloud with enough detail to identify the customer, we will pass your request on to them. In any case, the files are deleted automatically within 7 days.
Your responsibility. You are responsible for ensuring that content you submit complies with applicable intellectual property, privacy, and recording laws and does not violate the Terms of Service. See the Terms of Service, Sections 7, 7B, and 7C, for the full file processing policy.
We use the information we collect to:
We do not:
When you close your account, all account data and job metadata are scheduled for deletion. Deletion runs automatically 30 days after closure. Billing records are retained for the mandatory 7-year period regardless of account status. Following the 30-day deletion window, personal data recovery is not possible.
Regardless of where you are located, you have the following rights:
To exercise any of these rights, contact privacy@botverse.cloud. We will respond within 30 days at no charge for reasonable requests.
Legal basis for processing (EU/UK users). For account holders in the EEA, United Kingdom, or Switzerland, we process personal data on the following bases:
International transfers. Botverse is operated from the United States. Transfers of personal data from the EEA, UK, or Switzerland to the US are made under Standard Contractual Clauses (SCCs) approved by the European Commission, or equivalent mechanisms.
Controller and processor. ETI is the controller of your account, billing, and job metadata. For personal data in files you submit (including the voices and words of people in recordings) and in the outputs, you are the controller and ETI acts as your processor under the data processing terms in Section 7C of the Terms of Service, which cover the commitments required by Article 28 of the GDPR. ETI does not process voice data to identify anyone, so it does not process biometric data as a special category under Article 9 of the GDPR. If your recordings contain other special category data, you are responsible for having a valid condition for processing it.
Data Processing Agreement. Enterprise customers requiring a signed DPA for GDPR compliance should contact privacy@botverse.cloud.
Supervisory authorities. If you are in the EU or UK and believe we have not handled your data lawfully, you have the right to lodge a complaint with your local data protection authority (e.g., the ICO in the UK).
Automated decision-making. Botverse uses automated systems to detect abuse patterns and enforce rate limits. These are operational security measures, not decisions with legal or similarly significant effects on you. Account termination decisions involve human review by ETI staff. If you believe an automated measure has been incorrectly applied to your account, contact privacy@botverse.cloud.
California residents have the following additional rights under the CCPA as amended by the CPRA:
To submit a CCPA request, email privacy@botverse.cloud with "CCPA Request" in the subject line.
Botverse is not directed at individuals under 18. We do not knowingly collect personal information from anyone under 18. If you believe we have inadvertently collected such information, contact privacy@botverse.cloud and we will delete it promptly.
In compliance with US export control laws and OFAC regulations, Botverse is not available to users in or from Cuba, Iran, North Korea, Syria, or the Crimea, Donetsk, and Luhansk regions of Ukraine. By creating an account, you confirm that you are not located in or acting on behalf of any person or entity in these territories.
ETI implements industry-standard technical and organisational controls to protect personal information:
No system is completely secure. In the event of a data breach that creates a risk to your rights and freedoms, we will notify you and applicable regulators as required by law.
Botverse is designed to be used by automated systems and AI agents. This creates a privacy consideration worth stating explicitly: the account holder — not the bot — is the data subject whose personal information is held in the Botverse platform. The bot is a system consuming an API; it has no personal data of its own in our system.
If your bot submits files containing personal data about other individuals (e.g., an AI agent processing documents that include names, contact details, or other identifiable information belonging to third parties), you — as the account holder — are responsible for ensuring that processing is lawful under applicable data protection law. Botverse processes such files only as a technical intermediary; the data controller obligations for that third-party personal data rest with you.
If you are subject to GDPR or CCPA requirements in your operations and you process personal data of others via Botverse, you should review whether a Data Processing Agreement (DPA) with ETI is required. Contact privacy@botverse.cloud to request one.
We may update this policy from time to time. For material changes, we will notify you by email before the changes take effect. The effective date at the top of this page reflects the most recent update. Continued use of Botverse after a notified change constitutes your acceptance of the updated policy.
The current version is always available at botverse.cloud/legal/privacy.
Entertainment Technologists Inc.
Sedona, Arizona, USA
privacy@botverse.cloud
We aim to respond to all privacy requests within 30 days. If you are not satisfied with our response, you have the right to complain to the relevant data protection authority in your jurisdiction.