AntBuddy App for AI Assistants — Privacy Policy

Effective date: September 30, 2026
Last updated: October 15, 2026

1. About this policy

This Privacy Policy explains how AntBuddy Joint Stock Company ("AntBuddy", "we", "us" or "our") collects, uses, shares, retains and protects personal data when you use the AntBuddy app for AI assistants (the "App"). An "AI assistant" is a third-party AI chat service that you connect the App to, such as ChatGPT. Section 6 lists the AI assistants where the App is available.

The App lets AntBuddy users work with their AntBuddy workspace from inside an AI assistant: view customer conversations, read a conversation, send a reply, switch between workspaces, and ask questions about AntBuddy products.

AntBuddy's other products and our website are covered by our general privacy policy.

2. Who this policy applies to

App users. Business owners, administrators and agents who connect the App to their AntBuddy account.

End customers of our business customers. People who message a business through a channel that business has connected to AntBuddy (such as Facebook Messenger, Zalo or Telegram). Their conversations may be shown to that business's users through the App. For this data, the business that uses AntBuddy is the controller: it decides why the data is processed, and AntBuddy processes it on that business's behalf as its processor.

For the account, sign-in and security information described in Sections 4.1 and 4.4, AntBuddy is the controller.

3. What the App does and what data each action uses

The App only works after you connect it in your AI assistant and sign in with your AntBuddy account. It can only access workspaces that your account belongs to, within the permissions your account has in each workspace. Workspace membership is checked on every request.

Show your conversations. When you ask to see your conversations (optionally filtered by channel, read status, tag or date), the AI assistant sends AntBuddy the filters you asked for. AntBuddy returns, for each conversation: the customer's display name and picture, the name and picture of the business page or channel it came in on, the channel, its read and open/done status, the assigned agent's name, tags, a preview and the time of the last message, whether the last reply came from an agent, and the IDs needed to open it.

Open a conversation. The AI assistant sends the conversation's IDs and your time zone (see below). AntBuddy returns the recent messages in that conversation: their text and time, whether the customer, an agent or an automated bot sent each one, the agent's name, the text of a message being replied to, the type and link of any attachment, and message IDs.

Send a reply. The AI assistant sends the conversation's IDs and the reply text that you approved. AntBuddy returns whether the message was sent, and its message ID.

List or switch workspaces. When you switch, the AI assistant sends the workspace you chose. AntBuddy returns workspace names, web addresses and logos, and which workspace is active.

Ask a question about AntBuddy products. The AI assistant sends your question. AntBuddy returns an answer from its product documentation.

See what the App can do. Nothing is sent. AntBuddy returns a list of the App's features.

Time zone. When the AI assistant provides it, the App uses your time zone (for example "Asia/Ho_Chi_Minh") only to show message times in your local time. It is not stored. The App does not request your precise location.

Apart from sending replies you approve, the App does not create, edit or delete customers, conversations, tickets, orders or deals. It does not send a message unless you ask it to and approve the text. A sent message is delivered to the customer and cannot be recalled.

4. Information we collect

4.1 Account information

Your AntBuddy account email address.
The AntBuddy workspaces you belong to, and which one is active in the App. When you switch workspaces, we remember your choice so that later requests use the same workspace.
Sign-in tokens. When you connect the App, you sign in through AntBuddy's identity service (id.antbuddy.com), which issues access and refresh tokens. We keep a copy only so that the App can act on your behalf.

We use this information only to check who you are and which workspaces you can access, and to call AntBuddy on your behalf. Your sign-in tokens are never included in the results shown in the AI assistant.

4.2 Customer conversation data

The conversation data described in Section 3: customer display names and pictures, business page names and pictures, channel, message text and attachment links, timestamps, read and open/done status, assigned agent's name and tags. The App reads this data from your AntBuddy workspace only when you ask for it. It is already stored in AntBuddy as part of the AntBuddy service; the App does not keep a separate copy.

The App does not return customers' phone numbers, email addresses or other contact details, internal database identifiers other than those needed to open a conversation, or other agents' pictures.

4.3 What you send through the App

Reply text you approve for sending to a customer.
Questions you ask about AntBuddy products.
Filters and choices you make, such as a channel or a workspace.

The App receives only the information needed for the action you request. It does not request or retrieve your full conversation history with the AI assistant. Any text you include in a request (for example, in a question or a reply) is processed to carry out that request. Do not use the App to send passwords, sign-in codes, payment card details or government ID numbers.

4.4 Technical and security information

Server logs: a pseudonymous identifier derived from your account (not your email address itself), time of the request, the App action performed, the workspace, and error details. Logs do not contain message text, reply text or the questions you ask.
Network information such as IP address, which we use for security and troubleshooting.
Aggregate usage counters per workspace, such as the number of documentation questions and the AI tokens they used. These counters are not linked to individual users.

5. How we use information

We use this information to:

Carry out the action you asked for in the AI assistant (Section 3).
Authenticate you and enforce workspace membership and permissions.
Keep the App secure: detect and prevent unauthorized access and abuse.
Troubleshoot problems and keep the App reliable.
Comply with legal obligations.

We do not sell personal data. We do not use conversation data, your requests or the App's results for advertising, and we do not use them to train AI models.

6. Who we share information with

The AI assistant you use. Your requests to the App and the results it returns are shown in the AI assistant you connected it to. The company that operates it handles them as a separate controller under its own privacy policy and your settings there, and AntBuddy does not control how it stores your chats. The App is currently available in ChatGPT, operated by OpenAI (see OpenAI's Privacy Policy: https://openai.com/policies/privacy-policy).

OpenAI API, for documentation questions. Whichever AI assistant you use, to answer questions about AntBuddy products we send your question to the OpenAI API, which searches AntBuddy's own documentation and writes the answer. We send only the question, not your conversations or customer data. OpenAI processes it under its API data policies.

Messaging platforms. When you send a reply, the message goes to the customer through the platform the conversation belongs to, such as Meta (Facebook Messenger), Zalo or Telegram. That platform handles it under its own terms.

Infrastructure providers that host and run AntBuddy for us, including our file storage provider (CMC Cloud, Vietnam). They process data only on our instructions.

Your organization. Other authorized users in your AntBuddy workspace can see the workspace's conversations, including replies sent through the App, according to the permissions set by your organization's administrator.

Legal requirements. When required by law, legal process or a valid request from a government authority.

7. How long we keep information

Sign-in tokens. We keep the sign-in tokens held by the App only until the access token expires, usually within minutes. The AI assistant keeps the refresh token issued when you connected, under its own policies, until you disconnect or it expires.

Your active workspace choice. We keep it for 90 days from the last time you switched workspaces. After that, the App returns to your default workspace.

Account information. We keep it while your AntBuddy account is active, and for up to 90 days after it is closed, unless the law requires longer.

Customer conversation data. It stays in AntBuddy while the business's AntBuddy account is active, or until the business deletes it. The App does not keep its own copy.

Replies sent through the App. They are stored in the conversation, like any other reply sent from AntBuddy.

Documentation questions. AntBuddy does not store them. Only the number of questions is counted, in the usage counters below.

Aggregate usage counters per workspace. Daily counters are kept for 90 days and monthly counters for 1 year. Running totals are kept while the workspace is active.

Server and security logs, including IP addresses. We keep them for up to 30 days, unless they are needed longer to investigate a security incident or the law requires it.

Data at the AI assistant provider. It is kept under that provider's own policies and your settings there. Documentation questions sent to the OpenAI API follow OpenAI's API data policies.

8. Your rights and choices

Disconnect the App at any time in your AI assistant's settings (in ChatGPT: Settings → Apps). After you disconnect, the AI assistant can no longer access your AntBuddy data, and the sign-in tokens we hold for the App expire on their own. Disconnecting does not delete information already shown in your AI assistant chats.
Delete your chats in the AI assistant using its own settings.
Ask your administrator to remove your access to a workspace; the App then can no longer reach that workspace.
Depending on the law that applies to you, you may also ask us to give you a copy of your personal data, correct it, delete it, or restrict or object to its processing, and you may withdraw consent where we rely on it.

To make a request, email support@antbuddy.com. We may ask you to confirm your identity first. We reply within 30 days.

If you are a customer who messaged a business that uses AntBuddy, please contact that business first. It controls your conversation data, and we will help it handle your request.

9. Security

We protect personal data with technical and organizational measures. These include:

Sign-in through AntBuddy's identity service with short-lived access tokens, verified on every request.
Workspace membership and permission checks on every request.
A confirmation step in the AI assistant before a reply is sent to a customer.
Encrypted connections (HTTPS) between the AI assistant, AntBuddy and our providers.
Pseudonymous identifiers in server logs, and limiting access to the staff who need it.

10. International data transfers

AntBuddy is based in Vietnam. Some providers, including the AI assistant you use and OpenAI, may process data in other countries. Where the law requires, we take appropriate measures for these transfers.

11. Children

The App is a business tool and is not intended for children. We do not knowingly collect personal data from children.

12. Changes and related policies

We may update this policy when the App changes. When we make material changes, we will update the "Last updated" date above. Before the App is offered in another AI assistant, we add that assistant to Section 6 and update this policy.

Our general privacy policy covers AntBuddy's other products and our website.

13. Contact us

AntBuddy Joint Stock Company

Ho Chi Minh City office: 2nd Floor, TOONG Building, 126 Nguyễn Thị Minh Khai, Xuân Hòa Ward, Ho Chi Minh City, Vietnam

Da Nang office: 23 Trường Thi 1, Hải Châu Ward, Da Nang City, Vietnam

Website: https://www.antbuddy.com

Email: support@antbuddy.com