Privacy Policy
Last updated: [INSERT DATE]
Who We Are
Data Controller: [YOUR COMPANY NAME]
Address: [YOUR COMPANY ADDRESS]
Email: [YOUR EMAIL]
Phone: [YOUR PHONE]
What Personal Data We Collect
Information You Provide
- • Email addresses
- • Chat messages
- • Account settings
- • Contact form data
Automatic Collection
- • IP addresses
- • Browser information
- • Usage analytics
- • Session data
How We Use Your Data
Service Delivery (Contract Performance)
Provide AI chatbot services, process chat messages, maintain session continuity
Service Improvement (Legitimate Interest)
Analyze usage patterns, monitor performance, develop new features
Legal Compliance (Legal Obligation)
Comply with laws, respond to legal requests, protect our rights
Data Storage & Processing
Storage Infrastructure
- • Amazon S3 (AWS) - EU/UK regions
- • Redis caching - EU regions
- • Pinecone vector database
Processing Locations
Data processed primarily in UK/EU. Some AI processing in US with appropriate safeguards.
Third-Party Services
AI Partners
- • Anthropic (Claude)
- • OpenAI
Infrastructure
- • Amazon Web Services
- • Pinecone
Analytics
- • Usage analytics
- • Performance monitoring
Data Retention
Chat Sessions: 12 months
Account Data: Active + 12 months
Website Content: Active + 6 months
System Logs: 90 days
Your Rights Under UK GDPR
Right of Access
Request copies of your data
Right to Rectification
Correct inaccurate data
Right to Erasure
Request data deletion
Right to Restrict Processing
Limit how we use your data
Right to Data Portability
Receive data in portable format
Right to Object
Object to certain processing
Exercising Your Rights: Contact us at [EMAIL]. We'll respond within one month. You can also lodge a complaint with the ICO.
Data Security
Technical Safeguards
- • Encryption in transit and at rest
- • Regular security assessments
- • Access controls
- • Threat monitoring
Organizational Measures
- • Staff training
- • Regular reviews
- • Incident procedures
- • Privacy by design
Cookies & Tracking
Essential Cookies
Session management, security tokens, performance optimization
Analytics Cookies
Usage analytics, performance monitoring, error tracking
You can control cookies through browser settings. Disabling essential cookies may affect functionality.
Legal Basis Summary
| Processing Activity | Legal Basis | Retention Period |
|---|---|---|
| Chat service delivery | Contract performance | 12 months post-service |
| Service improvement | Legitimate interest | 24 months aggregated |
| Security monitoring | Legitimate interest | 90 days |
| Legal compliance | Legal obligation | As required by law |
Contact Information
Data Protection Queries: [EMAIL]
General Support: [EMAIL]
Postal Address: [ADDRESS]
ICO Registration: [NUMBER if applicable]
Children's Privacy
Our services are not intended for children under 16. We do not knowingly collect personal data from children under 16.
International Transfers
When transferring data outside UK/EU, we ensure appropriate safeguards including adequacy decisions and Standard Contractual Clauses.
Changes to This Policy
We may update this privacy policy to reflect changes in practices or legal requirements. We'll notify you of significant changes.