Privacy Policy

Effective Date: August 5, 2026

This Privacy Policy explains how Botfolio LLC, a North Carolina limited liability company, collects, uses, shares, retains, and protects information when people use Botfolio, including its website, user accounts, design gallery, team profiles, downloads, artificial intelligence features, and related services.

References in this Privacy Policy to “Botfolio,” “we,” “us,” and “our” mean Botfolio LLC. By using Botfolio, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

Account Information

When you create or maintain a Botfolio account, we may collect your username, email address, password hash, confirmation that you are at least 13 years old, parent or guardian permission confirmation for users under 18, robotics team number, optional profile information, profile image, and account preferences or settings.

Botfolio does not require users to publicly provide a full legal name, exact date of birth, home address, private telephone number, or precise location to use ordinary account features.

User Content

When you use Botfolio, we may collect and store content you choose to submit, including robotics designs, CAD files, design descriptions, photographs, images, uploaded documents, external links, comments, tags, likes, team-profile information, and other materials made available through the Service.

Botfolio may also generate technical previews, thumbnails, rendered CAD views, or other representations of uploaded content in order to display, process, analyze, or make that content available through the Service.

Artificial Intelligence Information

When you request an AI-assisted design review, Botfolio may collect and process design descriptions, user-entered questions, images, rendered CAD views, CAD-derived technical information, metadata, and other design information reasonably necessary to provide the requested analysis. AI questions and responses are visible only to the requesting account. Unsaved AI chats are deleted after three days; chats you choose to save remain privately available in your profile until you remove them or close your account.

Botfolio may also store AI-generated reviews, scores, recommendations, summaries, identified concerns, suggested improvements, and other outputs associated with the design.

We seek to avoid transmitting unnecessary personal account information as part of an AI design review.

Technical and Security Information

We may automatically collect technical and security information such as IP addresses, browser and device information, operating-system information, login activity, cookies and session information, password-reset activity, upload and download activity, security events, user reports, administrator and moderation activity, error information, and server or application logs.

Communications

We collect information you provide when you communicate with Botfolio through support, privacy, security, copyright, legal, or reporting channels.

2. Information You Should Not Publish

Botfolio is intended in part for public design sharing. Users should not include sensitive personal or confidential information in public profiles, designs, descriptions, comments, uploads, or team pages.

In particular, users should not publish home addresses, private telephone numbers, exact dates of birth, school schedules, live or precise location information, passwords, API keys, authentication credentials, personal financial information, private messages, confidential team information, or other information that should remain private.

Users should also avoid uploading photographs or other materials containing personal information about another person unless they have appropriate permission to do so.

3. How We Use Information

We use information to create, authenticate, and manage user accounts; operate and improve Botfolio; display user-submitted content; process CAD files and other uploads; generate previews and rendered views; provide downloads; provide AI-assisted design reviews; verify email addresses; maintain account and system security; prevent spam, fraud, malware, and abuse; investigate reports; enforce our Terms of Use and Community Rules; process copyright and takedown matters; respond to privacy, security, support, and legal requests; maintain backups; diagnose technical problems; protect Botfolio and its users; and comply with applicable legal obligations.

We may also use aggregated or de-identified information to understand how Botfolio is used and to improve the Service, provided the information is not reasonably capable of identifying an individual user.

4. Public Information

Botfolio is designed to allow users to share robotics designs and related information with others. Information intentionally placed in public areas of Botfolio may be visible to other users and, depending on the feature, to members of the general public.

Public information may include usernames, optional profile information, robotics team information, designs, CAD previews, design descriptions, uploaded images, public links, comments, tags, likes or other visible engagement, and AI-generated design reviews where the applicable feature makes them public.

Users should not submit information to a public area of Botfolio that they do not want others to see.

Certain User Content, including CAD files, may be made available for download. If you later delete content from Botfolio, we can remove it from our active systems as described in this Privacy Policy, but we generally cannot delete copies previously downloaded, copied, or independently saved by other users.

5. Artificial Intelligence and OpenAI

Botfolio uses OpenAI to provide AI-assisted robotics design reviews.

When you request an AI review, Botfolio may transmit relevant design information to OpenAI for processing. Depending on the review, this information may include design descriptions, images, rendered CAD views, CAD-derived information, technical metadata, user-entered questions, and other information reasonably necessary to generate the requested feedback.

Botfolio does not intend to transmit unnecessary personal profile information to OpenAI as part of an ordinary design review.

Botfolio LLC does not intend to authorize the use of Botfolio API content for model training unless we affirmatively decide to do so and update our practices and disclosures as appropriate.

OpenAI may process and temporarily retain certain information in accordance with its applicable business terms, data-processing arrangements, safety practices, and technical settings.

Because Botfolio may be used by users ages 13 through 17, users under 18 must confirm that they have permission from a parent or legal guardian to use Botfolio, including its AI-assisted features.

6. How We Share Information

We do not sell users’ personal information.

We may provide information to third-party service providers that help us operate Botfolio. These providers may perform services involving website hosting, databases, cloud storage, content delivery, security, email, source-code management, backups, analytics, artificial intelligence, customer support, and related technical infrastructure.

Our service providers may include OpenAI for AI processing and other providers used for hosting, storage, domain and DNS services, email, code management, and infrastructure. We will update this Privacy Policy as appropriate if our material processing practices change.

We may also disclose information when reasonably necessary to comply with applicable law or valid legal process, investigate fraud or security incidents, protect the rights or safety of Botfolio LLC or others, respond to credible youth-safety concerns, investigate copyright or intellectual-property claims, or enforce our Terms of Use and other policies.

Information may also be disclosed or transferred in connection with an actual or proposed merger, acquisition, financing, reorganization, sale of assets, change of control, or similar business transaction involving Botfolio LLC.

We may additionally share information at your direction or with your consent.

7. Users Under 13

Botfolio accounts are not available to children under 13.

During registration, Botfolio requires an age-eligibility confirmation. We do not require users to publicly display their age or date of birth.

If we learn that personal information has been collected through an account belonging to a child under 13, we will take reasonable steps to suspend or disable the account and delete or otherwise appropriately handle the associated personal information, subject to limited retention reasonably necessary for security, legal, compliance, or safety purposes.

Children under 13 may be able to view publicly available portions of Botfolio that do not require an account, depending on the features made available by the Service.

8. Users Ages 13 Through 17

Users under 18 must confirm that they have permission from a parent or legal guardian to create and use a Botfolio account, including Botfolio’s AI-assisted features.

Minor users should not publish personal contact information, home addresses, precise location information, school schedules, passwords, credentials, or other sensitive information about themselves or other minors.

Botfolio may adopt additional safeguards for minor users as the Service develops.

9. Cookies and Similar Technologies

Botfolio may use cookies and similar technologies that are reasonably necessary to maintain secure user sessions, authenticate accounts, keep users logged in, remember basic preferences, prevent fraud or abuse, and understand how the Service functions.

Botfolio does not currently use personal information for targeted advertising.

If we later introduce materially different analytics, advertising, or tracking technologies, we will update this Privacy Policy and provide any notices or choices required by applicable law.

10. Data Retention

Botfolio retains information only for as long as reasonably necessary for the purposes for which it was collected, including operating the Service, maintaining security, enforcing policies, resolving disputes, protecting users, and complying with legal obligations.

Active account information is generally retained while the account remains active. When an account is deleted, ordinary profile information is generally deleted or anonymized from active systems within approximately 30 days. User email addresses are ordinarily removed from active account records within the same period unless limited retention is reasonably necessary for security, moderation, legal, or similar purposes.

CAD files, generated previews, design descriptions, and AI information stored by Botfolio are generally retained while the associated design remains active. When a design is permanently deleted, the related CAD file, previews, design information, and AI review are generally removed from active systems, subject to limited retention for security, moderation, copyright, legal, or dispute-resolution purposes.

Routine server, login, authentication, and application logs are generally retained for approximately 90 days. Routine backups generally operate on a rolling 30- to 60-day cycle. Ordinary moderation reports and records are generally retained for approximately two years after closure, while copyright records and material security-incident records may generally be retained for approximately five years.

Terms of Use and Privacy Policy acceptance records may generally be retained for the life of the account and approximately five years after account closure. Company formation, ownership, governance, and material intellectual-property records may be retained permanently.

Age-eligibility and parent-or-guardian permission confirmations are generally retained for the life of the account and approximately three years after account closure.

These periods may be extended when reasonably necessary because of litigation, a legal hold, a security investigation, insurance requirements, copyright disputes, safety concerns, legal obligations, or other legitimate reasons.

11. Account and Content Deletion

Users may request account deletion through account settings made available by Botfolio or by contacting privacy@botfoliohq.com. We may take reasonable steps to verify that the requester controls the applicable account.

When a user permanently deletes a design, Botfolio will generally remove the design from public display, delete the original CAD file from active storage, delete generated previews and design information that are no longer necessary, remove associated AI review information stored by Botfolio, and disable active download links.

When an account is permanently deleted, Botfolio will generally disable access, terminate active sessions, remove or anonymize the public profile, remove ordinary private account information from active user systems within the applicable retention period, delete the password hash when permanent deletion is completed, address uploaded designs according to our Terms of Use, and remove or anonymize comments as appropriate.

Where a user controls a team profile, Botfolio may need to transfer or otherwise address team administration before deleting the user’s account.

Useful public comments may remain under the label “Deleted User” when preserving the comment maintains the usefulness of a technical discussion without continuing to identify the former user.

Botfolio may retain limited information when reasonably necessary for security, moderation, fraud prevention, copyright matters, legal compliance, policy acceptance, or dispute resolution.

Information deleted from active systems may remain temporarily in routine backups until those backups expire through the normal backup cycle. We do not ordinarily restore deleted user information from backup except where reasonably necessary for disaster recovery, security investigation, or legal purposes.

12. Privacy Requests

Users may contact Botfolio to request access to certain personal information, correction of account information, account deletion, deletion of certain User Content, or information regarding our privacy practices.

Privacy requests should be sent to privacy@botfoliohq.com. When appropriate, please include your username and the email address associated with your account.

We may reasonably verify your identity before acting on a request. We will not intentionally request unnecessary sensitive information merely to verify an ordinary privacy or deletion request.

13. Security

Botfolio LLC uses reasonable administrative, technical, and operational safeguards designed to protect information against unauthorized access, disclosure, alteration, misuse, loss, or destruction.

These measures may include secure password hashing, access controls, multi-factor authentication for administrative systems where available, secure network connections, controlled file storage, rate limiting, backups, logging, credential protection, and other safeguards appropriate to the Service.

No website, network, electronic transmission, storage system, or security measure can guarantee absolute security.

If you believe you have discovered a security vulnerability, compromised account, exposed credential, malicious upload, or other security concern, contact security@botfoliohq.com.

14. Third-Party Links and Services

Botfolio may contain links to third-party websites or services that we do not operate. Botfolio may also integrate third-party services used to provide hosting, storage, email, artificial intelligence, analytics, security, or other functionality.

This Privacy Policy describes Botfolio LLC’s handling of information. Third-party providers may process information under their own agreements, technical controls, and privacy policies.

Users should review the privacy practices of third-party services before providing information directly to those services.

15. Data Storage and Processing Locations

Botfolio and its service providers may process or store information in the United States or in other locations where those providers operate.

As a result, information may be processed in a jurisdiction different from the location from which a user accesses Botfolio.

Where required by applicable law, Botfolio LLC will seek to use appropriate contractual or other safeguards for such processing.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time as Botfolio changes or as our legal, technical, or operational requirements evolve.

Any revised Privacy Policy will display a new effective date. When changes are material, we may provide notice through the Botfolio website, email, an account notice, or a new acceptance request.

Botfolio LLC may retain historical versions of this Privacy Policy as part of its Company records.

17. Contact Us

Questions or requests concerning this Privacy Policy may be sent to:

Botfolio LLC
A North Carolina limited liability company