1. Scope
This Privacy Policy describes how TROPIKAL LLC, a Wyoming limited liability company, collects, uses, shares, retains, and protects personal data through tropikal.ai, app.tropikal.ai, account and identity services, docs.tropikal.ai, embedded chat widgets, APIs, integrations, workflows, Jobs, Review, Activity, Websites, Knowledge & Capabilities, billing, support, and successor platform services.
The developer site at tropikal.dev has a separate privacy policy at tropikal.dev/privacy. When TROPIKAL processes personal data for a business customer, that customer may control the data and may have its own privacy notices for end users. For that data, TROPIKAL generally acts as a processor or service provider on the customer's instructions, and a data processing agreement is available on request for business customers that need one.
2. Data We May Collect
Depending on how you use the Service, we may collect:
- Account data, such as name, email address, login details, organization information, roles, settings, authentication records, and session metadata.
- Contact and support data, such as email address, phone number, messages, support requests, security reports, privacy requests, and trial or preview requests.
- Service data, such as workflow instructions, AI chat messages, prompts, uploaded content, website content, customer-facing messages, lead or booking-request details, generated output, Jobs, Review items, and Knowledge & Capabilities sources.
- Activity and log data, such as audit events, security logs, usage records, error logs, timestamps, IP address, browser, device, session, cookie, and analytics information.
- Integration data, such as OAuth connection status, API metadata, calendar or messaging metadata, customer website data, and content from connected systems depending on your settings.
- Billing data, such as plan, subscription, invoice, credit, usage, and payment status information. Payment card details are handled by payment processors where used.
3. How We Use Data
TROPIKAL may use personal data to provide, operate, secure, troubleshoot, support, and improve the Service; authenticate users; run AI workflows and embedded widgets; manage accounts, billing, subscriptions, and service notices; respond to support, privacy, security, and abuse reports; investigate security events; prevent fraud and misuse; and meet contract, tax, accounting, legal, and security obligations.
4. Legal Bases (EEA, UK, and Switzerland)
Where the EU or UK General Data Protection Regulation or similar laws apply, TROPIKAL processes personal data on these legal bases:
- Contract performance — providing the Service, accounts, billing, and support you request.
- Legitimate interests — securing and improving the Service, preventing fraud and abuse, and communicating about the Service, balanced against your rights.
- Legal obligation — tax, accounting, and other legal requirements.
- Consent — where required, such as certain optional communications; you can withdraw consent at any time.
5. AI and Model Providers
AI features may send prompts, messages, files, metadata, tool results, context, and generated output to AI model, routing, embedding, or media providers. Provider terms, retention, training use, and processing locations may differ. Customer-selected providers and integrations may also receive data when enabled.
Do not submit secrets, payment card data, regulated health data, government identifiers, children's data, or other sensitive or regulated data unless a signed agreement allows it and the workflow requires it.
8. Retention and Deletion
TROPIKAL keeps personal data for as long as reasonably needed to provide the Service, support customers, protect the Service, meet legal or tax duties, resolve disputes, enforce agreements, preserve backups, and prevent abuse.
Activity records, audit logs, security logs, billing records, and abuse-prevention records may survive deletion of a workflow, Job, message, account, website, or content where needed for security, accountability, legal, billing, backup, dispute, or abuse-prevention reasons.
9. Privacy Requests and Your Rights
Depending on your location and relationship with TROPIKAL, you may have the right to request access, correction, deletion, export (portability), restriction, objection, or opt out of certain processing. Some requests may require identity verification or may need to be routed through the business customer that controls the data. TROPIKAL does not discriminate against you for exercising privacy rights.
If you are in the EEA, UK, or Switzerland, you also have the right to withdraw consent (where processing is based on consent) and to lodge a complaint with your local data protection supervisory authority.
Send privacy requests to [email protected] with "Privacy Request" in the subject line.
10. International Processing
TROPIKAL is based in the United States, and personal data may be processed in the United States, the European Union, and other countries that may have different privacy laws than the country where you live or work.
Where the GDPR or similar laws apply to a transfer, TROPIKAL relies on appropriate safeguards, such as the European Commission's Standard Contractual Clauses (and the UK equivalent), transfers to countries with adequacy decisions, or other lawful transfer mechanisms.
11. Security
TROPIKAL uses reasonable safeguards intended to reduce the risk of unauthorized access, loss, misuse, alteration, or disclosure. No internet service, alpha software, AI workflow, or connected integration is risk-free. Security reports can be sent to [email protected] with "Security Report" in the subject line.
12. Children
The Service is not intended for children under 16. Do not submit children's personal data unless a signed agreement and applicable law allow it.
13. Changes to This Policy
TROPIKAL may update this Privacy Policy from time to time. The "Last updated" date at the top shows the current version. For material changes, TROPIKAL will give reasonable notice, such as a notice in the app, an email to your account address, or a notice on this page.
14. Contact
TROPIKAL LLC, 312 W 2nd St PMB 5918, Casper, WY 82601, United States. For privacy, support, security, or abuse requests, contact [email protected] with the relevant request type in the subject line.