1. Introduction

This User Data Deletion Policy outlines the process and requirements for users who wish to request the deletion of their personal data associated with the chatbot service provided via Hexabot.ai. As the chatbot is self-hosted, we ensure compliance with applicable data protection laws while safeguarding user rights.

2. Data Deletion Request Process

Users who wish to delete their data must submit a request via email to contact@theinitiativesproject.com with the subject line: “User Data Deletion Request.” The request must include:

• The user’s full name

• The email address or identifier associated with the chatbot interaction

• A clear statement requesting data deletion

Once the request is received, we will verify the user’s identity and process the deletion within 30 days.

3. Review of Legality of Requests

All deletion requests are reviewed to ensure compliance with applicable laws and contractual obligations. If a request is deemed legally invalid, the user will be notified with the reasons for denial and any available options to contest the decision.

4. Challenging Unlawful Requests

If a deletion request is found to be unlawful (e.g., intended to erase evidence of fraud or abuse), we reserve the right to challenge the request. Legal authorities may be consulted where necessary.

5. Data Minimization Policy

In cases where complete deletion is not legally required, we will minimize the amount of retained data, ensuring that only essential information is kept to comply with legal obligations or legitimate business interests.

6. Documentation of Requests

All data deletion requests, along with our responses and any legal considerations, will be documented for record-keeping purposes. This includes:

• The date of the request

• The reason for deletion

• The actions taken

• Any legal or regulatory constraints

• The final outcome

7. Contact Information

For further questions or to submit a deletion request, please contact us at: contact@theinitiativesproject.com

We are committed to protecting user privacy and ensuring compliance with all relevant data protection laws.