1. Introduction

Welcome to The Chat Agent ("we", "our", or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our managed conversational AI platform.

The Chat Agent is a managed, hosted service. We store your data on our secured infrastructure and protect it with the safeguards described below. Please read this policy carefully.

2. Information We Collect

Account Information

When you register an account, we may collect your name, email address, and a hashed password. If you sign in with a single sign-on provider, we receive only the profile fields your identity provider shares with us.

Usage Data

We collect information about how you interact with the platform, including pages visited, features used, error events, and session duration. This data helps us improve reliability and user experience.

Conversation Data

All conversations, messages, and uploaded files are stored securely in your account on our managed platform, encrypted in transit and at rest. Conversation content is only transmitted to an external AI provider when you send a message to a model you have connected (see Section 5).

3. How We Use Your Information

To create and manage your account and authenticate your sessions.
To provide, operate, and maintain the platform and its features.
To diagnose technical problems and improve performance.
To send you important notices, such as security alerts or policy changes.
To comply with applicable legal obligations.

We do not sell your personal information to third parties, nor do we use conversation content for advertising purposes.

4. Data Storage & Security

We store your data on our managed infrastructure and apply commercially reasonable technical and organizational safeguards to protect it — including encryption in transit (TLS) and at rest, hashed passwords, signed session tokens, per-account data isolation, and restricted internal access on a need-to-know basis.

We continuously monitor and maintain the platform, apply security updates, and keep regular backups. No method of transmission or storage is completely secure, but we work to protect your information using industry-standard practices.

You can help keep your account secure by:

Using a strong, unique password.
Keeping your provider API keys confidential and rotating them if compromised.
Signing out of shared devices.
Reviewing who has access to your team workspace.

5. Third-Party AI Providers

The Chat Agent connects to AI model providers of your choosing (e.g. OpenAI, Anthropic, Azure OpenAI, Ollama). When a conversation message is sent to a provider, the content of that message is transmitted to that provider's API under their own terms of service and privacy policy.

You are responsible for:

Reviewing and agreeing to the terms of each provider you configure.
Ensuring that any personal data sent to a provider complies with applicable law.
Managing your API keys securely.

We do not control how third-party providers handle data once it reaches their endpoints.

6. Your Rights

Depending on your jurisdiction, you may have the right to:

Access the personal information we hold about you.
Correct inaccurate or incomplete information.
Delete your account and associated data.
Object to or restrict certain processing activities.
Port your data to another service in a machine-readable format.

You can exercise many of these rights directly from your account settings — for example, editing your profile or deleting your account and its data. For any other requests, contact us and we will respond in accordance with applicable law.

7. Data Retention

Account information is retained for as long as your account is active. Conversation data is retained until you delete it or delete your account.

When you delete your account, we will remove your account information and conversation data from our active systems within 30 days, subject to any retention required by law.

8. Children's Privacy

The Chat Agent is not directed at children under the age of 13 (or 16 in the European Economic Area). We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us and we will take steps to delete that information.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. For material changes, we will notify you via email or a prominent notice within the application.

Continued use of the platform after changes are posted constitutes your acceptance of the revised policy.

10. Contact

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us.