Privacy Policy

1. Data Controller

The entity responsible for your personal data is TopicPen, an Israeli company. You may contact us at any time regarding this policy or your data: Email: topicpen@gmail.com

2. What Data We Collect

When you fill out a contact form or interact with our AI chatbot, we collect the following personal information:

• Full name, phone number, and email address (contact form only)
• Chat messages and conversation history (when using the AI chatbot)
• Voice conversation transcripts (when using the voice chat feature)
• Phone number and appointment details (when scheduling a consultation via the AI chatbot)

We do not collect any sensitive personal data, financial information, or identification numbers.

3. Purpose of Data Collection

We collect your personal data for the following purposes:

• To contact you and offer a free consultation about building a custom AI chatbot for your business (contact form data).
• To provide you with a demonstration of our AI chatbot service (chat and voice conversation data).
• To improve the quality of our AI system by reviewing conversation exchanges internally (chat data).

We will not use your data for any purpose beyond what is described in this policy without obtaining your separate consent.

4. Legal Basis for Processing

The legal basis for processing your personal data is your consent. By submitting the contact form on our website, you consent to the collection and processing of your personal data as described in this policy.

5. Consequences of Not Providing Data

Providing your personal data is entirely voluntary. However, if you choose not to provide the requested information, we will not be able to contact you to schedule a free consultation.

6. Third Parties Receiving Your Data

To provide our services, your data may be processed by the following third-party service providers, all acting as data processors on our behalf:

• A form processing service (United States): Receives and stores contact form submissions.
• An AI language model provider (United States): Processes your chat messages and voice transcripts to generate AI responses.
• A voice communication service provider (United States): Handles voice call infrastructure and transmits voice data for AI processing.
• A cloud database provider (United States): Stores chat histories and conversation data in our database.
• A WhatsApp messaging service provider: Sends appointment confirmations and reminders to your WhatsApp number.

Beyond these processors, we do not sell, rent, or share your personal data with any other third parties.

7. Cross-Border Data Transfer

By using our contact forms, AI chatbot, or voice chat features, your personal data may be transferred from Israel to the United States, where our service providers operate their servers. Each provider maintains security measures to protect your data. By using our services, you acknowledge and consent to this cross-border data transfer.

8. Data Retention

We retain your personal data as follows:

• Contact form data: Retained until you request deletion.
• Chat and voice conversation data: Retained until you request deletion.
• Appointment data and phone numbers: Retained until you request deletion.

You may request deletion of your data at any time by contacting us at topicpen@gmail.com.

9. Your Rights

Under the Israeli Privacy Protection Law, you have the following rights:

• Right of access: You may request to review the personal data we hold about you.
• Right of correction: You may request that we correct any inaccurate or incomplete data.
• Right of deletion: You may request that we delete your personal data.
• Right to object to marketing: You may object to receiving marketing communications from us at any time.

To exercise any of these rights, please contact us by email at topicpen@gmail.com. We will respond to your request within 30 days.

10. Cookies

Our website uses a single cookie named "cookie-consent" to remember that you have seen our cookie disclosure banner. This cookie contains no personal data - only the word "dismissed" - and expires after one year. We do not use tracking cookies or advertising cookies. You can delete this cookie at any time through your browser settings.

11. Site Analytics

We use an analytics system to understand how our site is used. It collects only anonymous, aggregated counters (e.g. page views, form submissions), no names, emails, IP addresses, or any data that could identify you.

• Data is stored on a cloud database in the United States, as described in Section 7.
• Aggregated counters are retained indefinitely.

12. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

13. Contact Us

If you have any questions about this privacy policy or wish to exercise your rights, please contact us: TopicPen Email: topicpen@gmail.com