CROWLY.AI

Privacy Policy

How CrowlyAI collects, uses, and protects your data, including Google Sign-In and Discord conversations.

Last updated October 13, 2026

This Privacy Policy describes how CrowlyAI ("we", "us", or "our"), accessible at https://www.crowly.ai, collects, uses, and protects your information when you use our AI-powered chatbot creation and knowledge management platform.

CrowlyAI is a multi-tenant SaaS platform that enables users to build, train, and deploy intelligent conversational AI agents across multiple channels including websites, Discord, Instagram, WhatsApp, and more. By using CrowlyAI, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect information you provide directly:

  • Account information (name, email, password)
  • Profile information you choose to provide
  • Content you create (chatbots, knowledge bases)
  • Communications with us

We automatically collect:

  • Usage data and analytics
  • Device and browser information
  • IP address and location data
  • Cookies and similar technologies

2. Google Sign-In and OAuth Data

CrowlyAI uses Google Sign-In for authentication. When you sign in with your Google account, we access the following information from your Google account:

  • Email address — Used as your unique account identifier
  • Name — Displayed in your profile and dashboard
  • Profile picture — Displayed in your account avatar

How we use your Google account data:

  • Create and maintain your CrowlyAI account
  • Authenticate you when you log in to our services
  • Display your profile information within the CrowlyAI dashboard
  • Send you important account notifications to your email address

What we do NOT do with your Google data:

  • We do NOT access your Gmail, Google Drive, Google Calendar, or any other Google services
  • We do NOT store your Google password (authentication is handled securely by Google)
  • We do NOT sell or share your Google account data with third parties for advertising purposes
  • We do NOT use your Google data for any purpose other than providing CrowlyAI services

Data retention: Your Google account data (email, name, profile picture) is retained as long as your CrowlyAI account is active. When you delete your account, this data is permanently removed within 30 days.

Limited Use Disclosure: CrowlyAI's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Discord Conversations

When a community connects a Crowly chatbot to Discord, Crowly processes messages addressed to it by @mention and supported direct messages. If automatic replies are enabled, Crowly also processes ordinary messages in channels explicitly selected by the community administrator. Unmentioned messages outside those selected channels are ignored before AI processing and conversation storage. Automatic channel replies require Discord's Message Content approval and remain disabled until that approval is granted.

Data we process: Message text, generated replies, Discord usernames, user identifiers, server and channel identifiers, timestamps, and operational metadata. We use these records to answer questions, maintain conversation context and history, and operate the integration. The owner and authorized administrators of the connected Crowly chatbot can access its conversation history through Crowly.

Service providers: Convex stores processed conversations and associated metadata. Groq processes relevant messages and context to generate answers. OpenAI processes relevant search queries to create embeddings, and Pinecone supports retrieval from the chatbot's knowledge base. These providers process information as part of providing the Crowly service.

AI processing: We use existing AI models for inference; we do not train or fine-tune model weights using Discord message content. Crowly uses conversation context to answer a member's current questions.

Retention and choices: Discord conversation records currently have no fixed automatic expiration and can be stored for more than 30 days. We retain them only while needed for the integration's stated functions or as legally required. Community administrators can disable the integration or restrict Crowly's channel access. There is currently no persistent self-service option for an individual Discord user to opt out of processing in an enabled automatic-reply channel.

You can request access, correction, or deletion by emailing privacy@crowlyai.com with your Discord account and the relevant server. You do not need a Crowly account to make this request. We may ask for information needed to verify the request and locate the relevant records. The deletion-request terms below apply.

3. How We Use Information

  • Provide and maintain our services
  • Process transactions and send notifications
  • Respond to support requests
  • Improve and personalize user experience
  • Ensure security and prevent fraud
  • Comply with legal obligations

4. Information Sharing

We do not sell your personal information. We share information only:

  • With your consent
  • To comply with legal requirements
  • With service providers under confidentiality agreements
  • To protect rights and safety
  • In connection with business transfers

5. Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. This includes encryption, access controls, and regular security assessments.

6. Data Retention

We retain your information as long as your account is active or as needed to provide services. You can request deletion of your data, subject to legal requirements and legitimate business needs.

7. Your Rights

You have the right to:

  • Access your personal information
  • Correct inaccurate data
  • Request deletion of your data
  • Object to certain processing
  • Data portability
  • Withdraw consent

8. Cookies

We use cookies and similar tracking technologies to track activity and store preferences. You can instruct your browser to refuse cookies, but some features may not function properly.

9. Third-Party Services

Our service may contain links to third-party websites. We're not responsible for their privacy practices. We encourage you to review their privacy policies.

10. Children's Privacy

Our service is not intended for children under 13. We do not knowingly collect information from children under 13. If we discover such information, we will promptly delete it.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers.

12. Changes to This Policy

We may update this Privacy Policy periodically. We'll notify you of changes by posting the new policy on this page and updating the "Last updated" date.

13. Data Deletion Requests

You have the right to request deletion of your personal data at any time. When you delete your account or request data deletion:

  • All your personal information will be permanently deleted within 30 days
  • Your chatbots and knowledge bases will be removed
  • All chat conversations and analytics data will be deleted
  • Third-party integrations (Instagram, Discord, WhatsApp) will be disconnected
  • Embedded chatbots will stop functioning

How to Request Data Deletion:

  • Log into your CrowlyAI account and go to Settings then Delete Account
  • Email us at privacy@crowlyai.com with subject "Data Deletion Request"
  • For Instagram/Facebook integration data: Uninstall the CrowlyAI app from your Facebook settings

Note: Some data may be retained for legal compliance, fraud prevention, or legitimate business purposes as permitted by law.

14. Contact Us

For questions about this Privacy Policy or our privacy practices, contact us at:

Email: privacy@crowlyai.com Address: CrowlyAI Privacy Team