Privacy Policy

1. Who we are

Rapid Intelligence Systems ("Rapid Intelligence", "we", "us", "our") operates the rapidintelligence.com.au website and the RIKO AI assistant platform. We are an Australian company. Questions about this policy can be sent to contact@rapidintelligence.com.au.

2. Information we collect

When you sign up as a business customer:

• Business name and website URL
• Email address and password (hashed using bcrypt — we cannot read your password)
• Billing and subscription information (processed by our payment provider)

When your website visitors use the RIKO widget:

• Chat messages sent to and from the AI assistant
• Session identifiers (no persistent user accounts for visitors)
• Approximate timing of conversations

During platform setup:

• Publicly accessible content from your website, crawled to train your AI assistant

3. How we use your information

• To provide and operate the RIKO AI assistant service
• To generate your AI assistant's knowledge base from your website content
• To send you usage analytics, booking notifications, and service emails
• To improve our platform (aggregated, non-identifiable insights only)
• To respond to support requests and account queries
• To comply with legal obligations

We do not sell your data. We do not use visitor chat data to train AI models beyond the scope of your specific assistant.

4. Third-party services

We use the following third-party services to operate our platform:

• OpenAI — chat message processing and AI response generation. Messages are sent to OpenAI's API in accordance with their privacy policy. OpenAI does not use API data to train models by default.
• DigitalOcean — cloud hosting and infrastructure in Australia/US data centres
• Resend — transactional email delivery
• Stripe — payment processing (we do not store card details)

5. Cookies and tracking

The dashboard uses a single authentication cookie (ri_token) to keep you logged in. This cookie is httpOnly, Secure, and SameSite=None. We do not use advertising cookies or third-party tracking pixels.

The RIKO widget uses browser session storage to maintain conversation context within a single visit. No persistent cookies are set on your visitors' browsers.

6. Data retention

• Conversation logs are retained for up to 12 months for analytics and support purposes
• Account data is retained for the duration of your subscription and 90 days after cancellation
• Crawled website content is updated on demand and deleted when you close your account

7. Your rights

If you are located in Australia or the European Economic Area, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your account and associated data
• Object to or restrict certain processing
• Receive a copy of your data in a portable format

To exercise any of these rights, email contact@rapidintelligence.com.au. We will respond within 30 days.

8. Security

We take reasonable technical and organisational steps to protect your data, including encrypted storage, hashed passwords, HTTPS-only connections, and restricted access to production systems. No system is 100% secure — if you believe there has been a breach affecting your data, contact us immediately.

9. Children

Our service is intended for use by businesses and is not directed at individuals under 16 years of age. We do not knowingly collect data from children.

10. Changes to this policy

We may update this policy from time to time. We will notify active account holders of material changes by email. The date at the top of this page indicates when it was last revised.

11. Contact

For privacy questions or requests, contact us at contact@rapidintelligence.com.au.