Privacy Policy

1. INTRODUCTION

Chat Aid LLC hereinafter referred to as Chat Aid ("Us", "We", or "Our") operates https://www.chataid.com/ (the "Site") and has issued this Global Data Protection and Privacy Policy ("Policy"). This page informs you of our policies regarding the collection, use, and disclosure of Personal Information we receive from users of the Site. Please read the entire Policy carefully as it forms a contract between You and Us.

This Policy will apply where We are Controllers or Processors of personal data. This policy is applicable to Our Products (web platform, mobile applications, API-based clients) and to Our public Site https://www.chataid.com/.

By using the Site or any of our services that are listed below in this policy, you agree to the collection and use of information in accordance with this policy. If you are in any doubt regarding the applicable standards or have any comments or questions about this Policy, please contact us at the contact details provided under this Policy.

You also reserve the rights and choices as to how we collect your Data and at any point in time can decline to provide any Personal Information that you want. However, when such information is necessary to provide you with any of our services, your refusal will restrict the usage of such features or services in part or in whole.

2. APPLICABILITY

This Policy applies to:

1. All the Customers who are (i) entities or individuals, including End-Users and Users, who have subscribed to our Service(s) and have agreed to the Terms and Conditions, (ii) individuals ("Individuals") from whom We collect data as a Controller.
2. All the persons whose data we collect when they visit our website.
3. All the persons who register any kind of interest in our products or provide personal information through our website, career section of our website, agents, etc.

3. THE INFORMATION WE COLLECT

We require basic information which identifies you as an individual ("Personal Information"), in order to transact business with you, on behalf of the company you work for, as our customer. We may collect the following information, depending on the service being used:

1. Signup Information for Services:

When you sign up for our services, we may collect your (i) Name: first name and last name, (ii) Contact information including email address and telephone numbers, (iii) User names (accounts alias) and passwords according to the product specifications to allow users to login and use the product, (iv) Company or organization name. This information may also be collected when you show interest in signing up with our business via our Website and by connecting through our Agents.

2. Billing and Payment information:

When you subscribe to our services we would collect your billing information like Credit Card number, Debit card number, billing address and other such information to facilitate transactions between you and us.

3. Usage Information:

To facilitate better experience, we may also collect certain Data about the usage of our services, including (i) Time zone and date/time preferences for product usage, (ii) IT information required to provide access to systems and networks such as IP addresses, log files and login information, encryption generation keys, (iii) Information pertinent to fulfilling business transactions on a customer's behalf, such as files uploaded by a user to a product to be processed by the application's functionality, system-generated emails, (iv) Meta Data, such as logs, for usage information and activity logs, with identifying characteristics such as creator or author of a transaction, names of individuals who have accessed or downloaded file(s), the time file(s) were accessed, or downloaded, IP addresses of users.

4. Service Data:

While providing you with the Services, we process your Personal Information as per this policy, however due to such processing we may also perform our analytics. The Data collected through such analytics is used to determine your business needs and usage. This allows us to provide you with improved services and respond to your requests as and when they arise.

5. Other systems information:

We may collect some other system information such as product administration activity including adding and deactivating users or any other system or user information that may be required for compliance with any applicable law.

6. Cookies and Other Usage Data:

We may collect some Personal Information using Cookies. Some of this Data is collected automatically, for example, the log Data. Other data might be generated by third party Cookies which our partners may use. These Cookies and other third party tools also allow us to collect data for analytics, track your movements on our websites and administer the website. Lastly we may collect your contact information like your emails, account details etc. third parties like Social Media platforms, however this Data is only collected after you give your consent.

We do not collect sensitive personal information such as racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, or data concerning health or sexual orientation, etc. This kind of Information might be sensitive and personal to you as an individual. If we ever need to collect any sensitive personal information, we would give you a detailed notice and would only collect after you give your consent to such collection in writing.

3.1 Chat Aid on Slack

Apart from the above mentioned categories of data, Chat Aid on Slack has access to following information:

Access to content and information about channels and conversations:

While being used on Slack, Chat Aid can (i) View messages and other content in Public Channels that Chat Aid has been added to, (ii) view basic information about public channels in your workspace, (iii) view messages and other content in Private Channels to which Chat Aid has been added to, (iv) view basic information about Private channels to which Chat Aid has been added to, (v) view messages and other content in direct messages that Chat Aid has been added to.

Content and Information about your workspace:

While being used on Slack, Chat Aid can (i) view the name, email domain, and icon for workspaces to which Chat Aid is connected to, (ii) view people in your workspace, and (iii) view email addresses of people in your workspace.

Actions that Chat Aid can perform:

While being used on Slack, Chat Aid can (i) perform actions in channels and conversations, (ii) join public channels in your workspace, (iii) send messages as @Chat Aid, (iv) send messages to channels that @Chat Aid isn't a member of. (v) if you personalize or train the bot, all the sources added are saved. (vi) all questions asked to Chat Aid are categorized to understand user behavior.

3.2 Data Policy related to Google APIs and OpenAPI

Chat Aid's use and transfer of information received from Google APIs to any other app will adhere to Google API Services User Data Policy, including the Limited Use requirements. The data obtained from Google APIs will be used to build a knowledge base for you. Your data is stored in our database and no data is transferred or sold to third parties for advertising or information reselling purposes. Only necessary data is sent to OpenAI to answer your questions. This use of data complies with Google API Services User Data Policy, including the Limited Use requirements. Data sent to OpenAI may be retained for up to 30 days; although, in practice, it generally is stored by OpenAI only for the time necessary to answer your questions. OpenAI does not own user data and cannot use it for training purposes.

3.3 Data shared with Chat Aid from any other integrated apps

Chat Aid collects and stores data from other applications that you explicitly connect with Chat Aid. The data accessed is limited to sources that you choose to share with Chat Aid. This data is used to build a knowledge base for you. Your data is stored in our database and no data is transferred or sold to third parties for advertising or information reselling purposes. Only necessary data is sent to OpenAI to answer your questions.

4. LEGAL BASIS FOR PROCESSING PERSONAL INFORMATION

Our legal basis for collecting and using the Personal Information described above will depend on the Personal Information concerned and the specific context in which we collect it. However, we will normally collect Personal Information from you only where we have your consent to do so, where we need the Personal Information to perform a contract with you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect Personal Information from you.

If we ask you to provide Personal Information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your Personal Information is mandatory or not (as well as of the possible consequences if you do not provide your Personal Information). Similarly, if we collect and use your Personal Information in reliance on our legitimate interests (or those of any third party), we will make clear to you at the relevant time what those legitimate interests are.

5. DISCLOSURE AND TRANSFER OF INFORMATION

We may share your information with third parties as described below:

1. Service Providers and Business Partners: We may from time to time employ third party companies to perform technical tasks on our behalf. Some of these third party companies may be located in jurisdictions other than where you live. These companies may help us with customer support, data storage, hosting, marketing, payment processing, or other products and features. These companies will only have access to your data to perform services on our behalf and we do not allow them to use the data for their own, marketing or other purposes. These third parties require the Information in order to perform their functions.
2. Compliance with Laws and Law Enforcement: Chat Aid cooperates with government and law enforcement officials to enforce and comply with the law. We may disclose information about you to government or law enforcement officials, as we believe necessary or appropriate to: (a) respond to claims and legal process (including but not limited to subpoenas); (b) to protect our property and rights or a third party property and rights; (c) to protect the safety of the public or any person; or (d) to prevent or stop any illegal, unethical or legally actionable activity; or (e) to comply with regulatory requirements. However, Chat Aid never shares your information in connection with national security requests.
3. Business Transfers: If any person or company has all or some part of our business (e.g. by acquisition or merger), such person/company would get access to your Personal Information. In such event they would be bound by the same obligations with which we are bound.
4. With Your Consent: We will share your personal information with other companies if we have explicitly asked for your consent for such a disclosure.

6. INTERNATIONAL DATA TRANSFERS

Your personal information may be processed in countries other than your home country. These countries may have data protection rules that are different from your country. Specifically, our servers are located in the United States, and our service providers and partners operate globally. This means that when we collect and use your personal information, we may transfer and process it in any of these countries including the United States.

When we transfer Personal Information outside of the European Economic Area (EEA), United Kingdom (UK), or Switzerland to other countries, including the United States, We rely on one or more of the following legal mechanisms: Standard Contractual Clauses (SCCs), Adequacy Decisions by the European Commission, or derogations for specific situations as set forth in Article 49 of the GDPR.

If you want to know more about our data transfer mechanisms, please contact us through the contact details provided in this Privacy Policy.

7. DATA RETENTION

We retain Personal Information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with a service you have requested or to comply with applicable legal, regulatory, tax or accounting requirements). When we have no ongoing legitimate business need to process your Personal Information, we will either delete or anonymize it. If this is not possible (for example, because your Personal Information has been stored in backup archives), then we will securely store your Personal Information and isolate it from any further processing until deletion is possible.

8. DATA CONFIDENTIALITY

Your data is never sold or used for any purpose except to operate our services. We do not sell customer information or use it for any purpose other than what is described in our privacy policy. Chat Aid views your data as vital information that requires the highest levels of security.

9. COOKIES USE AND TRACKING TECHNOLOGY

We use cookies in a range of ways to improve your experience on our platform. These cookies either by us or third parties are used for the following purposes:

1. Technical or essential cookies: These cookies enable core functionalities such as security, verification of identity and network management. These are necessary for the platform to function properly, and cannot be disabled.
2. Marketing cookies: These cookies track your online activity to help us deliver relevant marketing content based on your browsing.
3. Analytics cookies: These cookies help us understand how you interact with our services by collecting and analyzing information about your use of the platform.
4. Preference cookies: These cookies enable us to remember your preferences and provide enhanced functionality and personalization. They may be set by us or by third-party providers whose services we've added.

You can opt-out of non-essential cookies at any time by adjusting your browser settings. Most browsers automatically accept cookies. When visiting our services for the first time, you will be presented with our cookie banner. You can manage your cookie preferences at any time.

If you would prefer not to receive cookies, you can alter your browser settings to refuse cookies. If you choose to have your browser refuse cookies, it is possible that some areas of our site will not function properly when you visit.

10. YOUR DATA PROTECTION RIGHTS

Depending on your location, you may have certain rights regarding your personal information. We respect your privacy rights and provide you with reasonable access and rights to the personal information that you may have provided through your use of our services.

For European Economic Area Residents: If you are a resident of the European Economic Area, you have specific rights regarding your personal information under the General Data Protection Regulation (GDPR). For detailed information about these rights and how to exercise them, please visit our GDPR page.

For California Residents: If you are a resident of California, you have specific rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA). For detailed information about these rights and how to exercise them, please visit our CCPA page.

To exercise any of your data protection rights, please contact us at privacy@chataid.com. We will respond to your request within the timeframe required by applicable law. We may need to verify your identity before fulfilling your request.

11. OUR POLICY TOWARDS CHILDREN

The Services are not directed to individuals under the age of 18 years, as on the date of accessing/ availing the Services provided by Us. We do not knowingly collect personal information from children under the age of 18 years. Any person under the age of 18 who wants to use our services, needs to provide the consent of their Guardian at privacy@chataid.com. In addition, any person below the age of 13 is not allowed to use our services under any circumstances.

If we become aware that a child under the age of 18 years without the consent of their Parent/Guardian or any Child under the age of 13 has provided Us with their Personal Information, then in that event We will take appropriate steps to delete such information, without undertaking any liability in that regard. We also encourage Parents/Guardians to monitor the internet usage of their children to ensure that they don't access our services without your consent. If you become aware that a child has provided Us with their Personal Information, then please contact us on the details provided under the Contact Information clause incorporated under this Policy.

12. SECURITY

Our Company securely hosts your Data using AWS cloud Services and Azure cloud Services. Your Data is stored in the United States. We are committed to ensuring that your information is secure. We have put in place appropriate technical, physical and administrative procedures and protocols to safeguard and secure the information we collect in order to prevent unauthorized access, modification or disclosure. We have also prepared specific protocols to deal with any kind of breach should it happen.

However, while we ensure to maintain all the safety standards and procedures, you acknowledge that the Internet is a global environment and Our products allow users to send documents and communicate with other users. We are not responsible for the data protection or privacy practices or the content of other users' sites. When your communications leave our platforms, we cannot be responsible for the protection and privacy of any information which you provide while visiting such sites and such sites are not governed by this Policy. You should review the data protection and privacy statements applicable to such sites.

12.1 Payment Systems Security

To ensure safe and secure payments, we comply with the current standards of the industry. Our payment systems are compliant with ISO 27001 standards. Further, our payment systems are also compliant with Payment Card Industry (PCI) Data security standards.

13. UPDATES TO THIS POLICY/NOTICE

Chat Aid reserves the right, in its discretion, to make changes to any part of the products, platforms or this Policy. Chat Aid may change this Policy from time to time by updating this page. You should check this page from time to time to ensure that you are aware of any changes. This Policy is effective from May 19, 2025. By continuing to use the products and services, you consent to this Policy as amended.

14. OPT-OUT PROCEDURE

Chat Aid may send you marketing related communications from time to time. As a User you reserve a right to opt out of these marketing communications. You can opt-out of these marketing communications at any time by writing to us at privacy@chataid.com.

You can also object to usage of your Personal Information for Analytics by writing to us at privacy@chataid.com.

15. OTHER COMMUNICATIONS

If you are a Customer of Chat Aid, we may need to communicate certain necessary information to you. This information might include product information, updates or related announcements. For instance: Information regarding maintenance of any product or our website. We assure you that we will send these announcements only when they are necessary. Such communications are not marketing communications and you may not opt out of them. The only way to Opt-out of these is by deactivating your account.

16. CONTACT INFORMATION

If you have any questions about this Policy, or wish to make a complaint about our data handling practices, you may contact privacy@chataid.com.