Embodied Assistant
Privacy Policy
Last updated:
Your site runs the assistant. Your AI provider processes conversations using your account. Sentify Technology does not receive or maintain a central database of your visitors' conversations through the plugin's normal operation.
1. Scope and responsibilities
This policy covers Embodied Assistant's product website, publisher-hosted assets, licensing and support. The publisher is Sentify Technology OÜ, registry code 17313430, Estonia. Our postal address is listed in the company details. Contact info@sentifyd.io or +372 56397185.
We are the controller of personal data we use to run these publisher activities. The owner of a WordPress site decides how its assistant is configured and is responsible for its visitors' data, hosting and AI provider arrangements. Merely supplying the plugin does not give us access to that site's database or make us its conversation processor. If separately agreed support requires access to personal data on your behalf, appropriate access and data processing arrangements must be agreed first.
If you are using an assistant on someone else's website, read that site's privacy notice and contact its owner about the conversation. This policy explains the standard plugin behaviour but does not replace that notice.
2. Conversations and data on the site owner's systems
The owner configures OpenAI or Microsoft Azure with their own credentials, which stay on the WordPress server. To establish a session, WordPress sends the provider settings, instructions, tool definitions and connection data. The browser connects to the provider for microphone audio, typed messages, conversation context and tool results. Results can include public site or product information and, when enabled, the visitor's WooCommerce cart. Providers also receive connection metadata such as IP addresses.
The plugin does not record audio in WordPress or send conversations or provider keys to a Sentify Technology conversation backend. Processing and retention by the selected provider depend on the owner's account, configuration and provider agreement. See OpenAI's privacy policy and Microsoft's privacy statement.
- Browser storage: limited transcript and tool context are kept in the tab's session storage for continuity across pages. The plugin clears conversation context when the conversation ends or its identity changes. Consent state is also stored for the tab session.
- Visitor cookie: a first-party, HttpOnly cookie supports session authorisation and lasts up to 24 hours. WooCommerce and the website may use additional cookies under the owner's policy.
- WordPress records: session identifiers, hashed visitor/IP identifiers, authorisation state and limited tool results support access controls, usage limits and replay protection. Hashing does not necessarily make identifiers anonymous. Sessions last at most 90 minutes; hourly cleanup removes settled session and tool records after expiry plus one day in batches. Older budget records are eligible for cleanup after seven days. Delayed WordPress cron jobs can extend these periods.
- Statistics and diagnostics: daily session counts and elapsed seconds, without visitor identifiers or conversation content, are kept for up to 365 days. Diagnostics hold at most 300 redacted entries rather than a fixed number of days; debug mode may also write redacted errors to the site's server logs.
Settings and records reside on the owner's installation. Deactivation alone does not erase them. Uninstall cleanup depends on the owner's purge setting and whether another edition is active. Hosting logs, backups, WooCommerce records and other plugins have their own retention rules. The owner is responsible for deletion requests and site-specific retention.
3. Data we receive as publisher
- Website and asset delivery: our Azure hosting receives network request data such as IP address, requested path, time and browser information to deliver and protect the website and files. The static product website has no analytics scripts, advertising trackers or cookies of its own.
- Avatar downloads: opening the administrator's avatar picker requests catalog data and previews from
sentifydavatars.blob.core.windows.net. WordPress downloads the selected model to its uploads directory for local delivery. These requests expose ordinary network metadata, not conversations or AI credentials. - Optional animation downloads: enabling the Play avatar animation tool lets visitors' browsers request clips from
sentifydassetssc.blob.core.windows.net/animationclips/. Requests contain the file path, IP address and browser information; the referrer is suppressed. They do not include conversations or provider keys. This tool is off by default. Separately configured remote model hosts can also receive request metadata, potentially before conversation consent. - Orders and licenses: Freemius supplies checkout, account management and licensing. We receive relevant customer, order and license information, such as name, email, purchases and connected site details, to administer the product. Payment details are handled by Freemius and its payment providers; do not send card details to us.
- Contact form: when you submit our contact form, Web3Forms processes your name, email address, message and connection metadata to deliver the enquiry and prevent spam. It acts as our processor and uses hosting, email and spam-protection providers. Its infrastructure can process data outside the EEA, including India, with safeguards described in its Data Processing Agreement. Web3Forms states that submissions are retained for up to three years unless deleted earlier or a shorter period applies. See its Privacy Policy. Our copy of your enquiry follows the support retention criteria below.
- Support: we receive your email and any information or diagnostic export you choose to send. Remove visitor content and secrets before sharing logs. The plugin does not automatically upload its local conversation history or diagnostics to our support team.
4. Freemius and optional connections
When included in your distribution, the Freemius integration handles account connection, licensing and updates. Connecting or activating sends the account, site URL, plugin/environment and license details described on its screen to Freemius. Optional diagnostic or usage sharing follows the choices shown there. Free features do not require an account connection; the hosted Free download signup is a separate account flow. Paid license activation requires relevant licensing information.
Freemius handles its own checkout and account processing under its Privacy Policy and explains SDK collection in its data practices. Its hosted pages have their own cookies and notices. This integration is separate from visitors' AI conversations.
5. Why we use data and who receives it
We use order, license and support data to fulfil our contract with you or respond before you purchase. For business contacts acting for an organisation, we rely on our legitimate interest in managing that relationship. Our legitimate interests also cover delivering files, securing systems, preventing abuse and resolving support issues, balanced against your rights. We process records required for accounting or legal duties on the basis of those obligations. Where optional processing requires consent, we request it separately; merely reading this policy is not consent.
Relevant data may be handled by Microsoft Azure for hosting and asset delivery, Freemius for commerce and licensing, Web3Forms for contact-form delivery and spam prevention, and providers helping us with email, support and professional accounting or legal services. We limit access to what is needed for those functions. We may disclose information where required by law or necessary to establish or defend legal claims. We do not sell personal data, share it for cross-context behavioural advertising, or use plugin conversations to train our own AI models. We do not make solely automated decisions with legal or similarly significant effects about you.
Some recipients process data outside the European Economic Area. For transfers for which we are responsible, we use an applicable adequacy decision or appropriate safeguards, such as EU standard contractual clauses, where required. Contact us for information about the relevant safeguards or a copy. The site owner is responsible for transfers under its own hosting and AI provider arrangements.
6. Retention and security
We retain publisher-held data only for as long as necessary for its purpose: support correspondence while resolving a request and any related dispute; customer and license records while administering the relationship and applicable claims; and accounting records for statutory retention periods. Hosting and security records are subject to the hosting service's configuration and are retained as needed for delivery, troubleshooting or investigation. We delete or anonymise data when no longer needed, except records we must keep by law. Contact us for the period applicable to your records.
We use access controls and appropriate technical and organisational safeguards, but no system is entirely risk-free. Site owners are responsible for securing their WordPress installations, provider accounts and backups. Information required for a purchase, license or support request must be provided for us to fulfil that request; optional information is not required.
7. Your choices and rights
Depending on applicable law, you may request access, correction, erasure, restriction or portability of your personal data, and object to processing based on legitimate interests. You may withdraw consent at any time without affecting earlier lawful processing. Email info@sentifyd.io; we may need proportionate verification and will respond within the applicable legal deadline. You may complain to the Estonian Data Protection Inspectorate or your local supervisory authority.
For conversations and records held by a site owner, contact that owner; we cannot retrieve or erase their database. You can stop an interaction, revoke microphone permission and clear browser storage. These actions do not erase data already held by the owner or AI provider. Manage Freemius account and privacy choices through its account tools or contact channels.
Our product sales and support are intended for adults administering websites. We do not knowingly seek children's personal data. Owners must assess their audience and implement any legally required safeguards or parental permissions before offering an assistant to children. Contact us if a child has supplied personal data to us.
8. Updates
We will update this page and its date when practices change, and give additional notice of material changes where required. New processing that requires consent will not be authorised simply by updating this policy.