Privacy Policy – Avya Technologies

Effective Date: 16 March 2026
Applies To: Avya ChatBot, CropLens, and related services provided by Avya Technologies
Company: Avya Technologies

1. Introduction

This Privacy Policy explains how Avya Technologies collects, uses, stores, protects, and shares personal data and service-related information in connection with:

  • Avya ChatBot, available through chat.avya.lk
  • CropLens, the farm and land management application
  • related websites, applications, platforms, and services operated by Avya Technologies

By accessing or using any of these services, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Scope of This Policy

This Privacy Policy applies to information collected through our websites, applications, service platforms, support interactions, subscription processes, trial environments, and related service operations.

Because Avya ChatBot and CropLens involve different types of user data and product functionality, certain product-specific privacy provisions are set out separately below in addition to the general terms of this Policy.

3. Information We Collect

Depending on the service used, we may collect the following categories of information:

3.1 Personal Information

When you register, subscribe, contact us, or use our services, we may collect personal and account-related information such as:

  • full name
  • email address
  • phone number
  • company, business, estate, or farm name
  • billing details, where applicable
  • account login details

This information is used to create and manage accounts, communicate with users, provide support, and operate the relevant service.

3.2 Service Content and Operational Data

Depending on the product, users may upload, enter, create, store, or manage documents, records, plot details, settings, or other service-related content. This may include uploaded files, chatbot materials, plot data, GPS-based tracking information, notifications, schedules, reminders, and other operational records needed to provide the service.

3.3 Technical and Usage Data

We may collect technical and usage-related information such as:

  • IP address
  • browser type
  • device information or device type
  • operating system
  • login timestamps
  • service usage logs
  • error and performance logs
  • account status and subscription status
  • page activity, app usage activity, or feature interaction logs

This information helps us maintain security, improve performance, diagnose issues, and support service functionality.

3.4 Payment Information

Where users subscribe to paid plans, payment-related information may be collected and processed through third-party payment service providers.

Avya Technologies does not store full card details unless expressly stated. Payment transactions may be handled by external payment gateways subject to their own policies and procedures.

4. How We Use Information

We use collected information as reasonably necessary to:

  • create and manage user accounts
  • provide access to relevant service features
  • operate, maintain, and secure our platforms and applications
  • process uploaded or entered data in order to deliver the service
  • generate reminders, notifications, outputs, or related service functions
  • improve service performance, stability, and user experience
  • provide account support and respond to user inquiries
  • process subscriptions and related transactions
  • enforce our Terms and Conditions and other policies
  • comply with legal, regulatory, operational, and security requirements

Where a service includes optional improvement features based on user data, such use will be subject to the terms stated in the relevant product-specific section below, including user consent where applicable.

5. Sharing of Information

We do not sell personal information to third parties.

We may share information only where reasonably necessary and only in limited circumstances, including:

  • with service providers, hosting providers, cloud providers, infrastructure partners, storage providers, analytics providers, notification providers, security providers, or other technology partners supporting the service
  • with payment gateway providers or payment processors for billing and subscription-related transactions
  • where required by law, regulation, court order, or lawful government request
  • to protect our legal rights, systems, users, property, or service security

Any such sharing will be limited to what is reasonably necessary for those purposes.

6. Data Retention

We retain personal data, service content, operational records, and usage information only for as long as reasonably necessary to:

  • provide and maintain the service
  • preserve account functionality
  • meet legal, regulatory, accounting, operational, and security requirements
  • resolve disputes
  • enforce agreements
  • support approved service improvement activities where applicable

We may delete, anonymize, or de-identify data when it is no longer required for these purposes.

7. Data Security

We take reasonable technical and organizational measures to protect information against unauthorized access, loss, misuse, disclosure, alteration, or destruction.

However, no system, platform, internet transmission, or method of electronic storage can be guaranteed to be completely secure. Accordingly, while we work to protect your data, we cannot guarantee absolute security.

8. Cookies and Similar Technologies

Our websites and platforms may use cookies and similar technologies to:

  • keep users logged in
  • improve functionality
  • remember preferences
  • analyze service usage and performance
  • support security and fraud prevention

Users may control cookie preferences through their browser settings, though some website features may not function properly if cookies are disabled.

9. Third-Party Services

Our services may integrate with or rely on third-party services such as payment providers, hosting providers, analytics tools, notification systems, cloud infrastructure, communication tools, map services, or similar technology providers.

We are not responsible for the privacy practices of such third parties, and users should review the privacy policies of those third-party services where applicable.

10. User Rights

Depending on applicable law, you may have the right to:

  • request access to your personal data
  • request correction of inaccurate information
  • request deletion of your data
  • request restriction of processing
  • object to certain processing activities
  • withdraw consent where processing is based on consent

To exercise any such rights, please contact us using the contact details set out below.

11. User Responsibilities

You are responsible for ensuring that:

  • the information you provide is accurate
  • the content, documents, records, or data you upload or enter are lawful
  • you have obtained any required rights, permissions, or authority before uploading, entering, or processing personal, business, operational, land-related, worker-related, or confidential information through the service
  • you review and manage your own business, platform, agricultural, or operational decisions using your own judgment

Users remain responsible for the legality and appropriateness of the data they provide through the services.

12. Changes to This Privacy Policy

Avya Technologies may update this Privacy Policy from time to time to reflect changes in services, features, legal requirements, operational needs, or business practices.

Any updated version will be published with a revised effective date. Continued use of the relevant service after such changes constitutes acceptance of the updated Privacy Policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, you may contact:

Avya Technologies
1, 5 40th Ln, Colombo
Email: info@avya.lk
Phone: +94 74 123 8811

Product-Specific Privacy Terms

14. Privacy Terms Specific to Avya ChatBot

The following additional terms apply specifically to Avya ChatBot and related services provided through chat.avya.lk.

14.1 Uploaded Documents and Chatbot Materials

Avya ChatBot allows users to upload business documents, operational documents, files, and other content in order to configure and test a customized chatbot.

These uploaded materials may include internal documentation, business information, operating procedures, and other content supplied by the user. Such materials are used to enable the chatbot to generate relevant responses within the configured environment.

14.2 Use of Uploaded Content and Chat Data

Uploaded documents, chatbot configuration data, and related chatbot interactions may be processed in order to:

  • index and organize uploaded materials
  • generate AI-based responses
  • support chatbot configuration and testing
  • maintain service functionality, performance, and security
  • support sandbox testing and feature improvement

You are responsible for ensuring that you have the necessary rights, permissions, and authority to upload any document or content to the platform.

14.3 Free Trial and Sandbox Environment

Avya ChatBot may offer a 7-day free trial in a sandbox environment. During this period, users may upload documents, modify content, and test chatbot responses.

If a user does not subscribe after the trial period, access to the sandbox environment may be restricted. Avya Technologies may retain account and upload data for a reasonable period after the trial for operational, backup, legal, or service reactivation purposes, unless deletion is required by law or pursuant to a valid user request.

14.4 Chatbot Interaction Logs

Avya ChatBot may collect chatbot interaction logs, sandbox activity, page usage, account activity, and related technical information in order to maintain service quality, monitor performance, improve user experience, and support account and subscription operations.

15. Privacy Terms Specific to CropLens

The following additional terms apply specifically to CropLens.

15.1 Farm, Plot, and Operational Data

CropLens allows users to create and manage virtual plots and field records. Information entered or generated through the application may include:

  • land boundaries and segmented plot data
  • GPS location data collected through tracking mode
  • crop type and planting information
  • fertilization records and schedules
  • watering, pollination, pesticide, and other farm activity records
  • notifications, reminders, and alarm preferences
  • other farm, estate, or operational management details entered by the user

This information is used to provide plot management, scheduling, recordkeeping, and related farm-support functions within the application.

15.2 Use of Data for Product Improvement

CropLens may use selected user data to improve platform features, including yield prediction and related agricultural intelligence modules, only where the user has provided consent.

Other than as necessary to provide, support, secure, and improve the service in accordance with this Privacy Policy and user consent, CropLens does not sell user data and does not use user data for unrelated commercial monetization.

15.3 Access to User Data

Avya Technologies does not access, inspect, or review user plot data, farm records, or operational information as part of ordinary business operations.

Administrative access is limited. In practice, support actions may be restricted to account-level assistance, such as password reset support, subject to appropriate identity verification and internal authorization.

Except where required for technical maintenance, legal compliance, security purposes, or with user authorization, Avya Technologies does not access user-managed data.

15.4 Notifications and Reminders

CropLens may use user-entered information such as fertilization intervals, watering schedules, and other activity data to generate reminders, alerts, and notifications according to user preferences.

These notifications are provided as a support feature only. Users remain responsible for reviewing, verifying, and managing their own agricultural and operational decisions.

15.5 No Sale of Data

CropLens does not sell user data. User data is not used for money-making purposes outside the operation, support, and user-consented improvement of the application.

15.6 CropLens-Specific Responsibility Note

CropLens is designed as a farm management support tool. While it may assist users in organizing plot records, schedules, and reminders, users remain solely responsible for agricultural, financial, and management decisions taken using the application.