Privacy Policy Services

Welcome to Chatwize! We are pleased that you are using our AI Chatbot Services (“Services”). Data protection and data security when using our Services are very important to us. We would therefore like to inform you which of your personal data we collect and for what purposes it is used.

BACKGROUND

This Privacy Policy describes our privacy practices in plain language, keeping legal and technical jargon to a minimum, to make sure you understand the information provided. However, to achieve this objective we would like to explain to you the following concepts.

a) What is Personal Data?
Personal Data includes information relating to an individual who can be identified or who is identifiable, directly from the information in question; or who can be indirectly identified from that information in combination with other information.

b) What is Processing?
"Processing" means and covers virtually any handling of data.

WHAT LAW APPLIES?

We will only use your Personal Data in accordance with the applicable data protection laws, in particular the Dutch GDPR Implementation Act (Uitvoeringswet Algemene Verordening gegevensbescherming) (“UAVG”) and the EU's General Data Protection Regulation (“GDPR”).

WHO IS RESPONSIBLE?

The person responsible is Chatwize (KVK: 90238257) of ’s-Hertogenbosch, Netherlands (“Chatwize”, “we”, “us”, or “our”). Please direct any questions you may have to hello@chatwize.ai.

DATA COLLECTION

All Personal Data that we obtain from you will only be processed for the purposes described in more detail below. In particular, we collect Personal Data only if:

you have given your consent;
the data is necessary for the fulfillment of a contract / pre-contractual measures;
the data is necessary for the fulfillment of a legal obligation; or
the data is necessary to protect the legitimate interests of our company and business.

DATA RETENTION

We process and store your Personal Data only for the period of time required to achieve the respective processing purpose or for as long as a legal retention period exists (in particular commercial and tax law in accordance with applicable Commercial Laws and Fiscal Codes and others for up to 8 years). Once the purpose has been achieved or the retention period has expired, the corresponding data is routinely deleted.

DATA WE COLLECT

a) Contacting Us
We offer you the opportunity to contact us using various methods. We collect the data you submit such as your name, email address, telephone number and your message in order to process your enquiry and respond to you. The legal basis is both your consent and contract.

b) Contracting with us
We only process as much Personal Data (for example, your name, address, e-mail address or telephone number) as is absolutely necessary to perform our contractual services.

c) Our AI Chatbot Services
We process the Personal Data involved in your use of our AI Chatbot Services (“Service Data”) to provide our services. You have full control of your Service Data, with the ability to access, share, export or delete it.

All Service Data is processed via GPT-trainer (Paladin Max, Inc), and OpenAI OpCo, LLC, under strict privacy and security standards. Please refer to our Data Processing Addendum for further details.

d) Your end users and your Chatwize AI Chatbot
When you configure your Chatwize AI Chatbot, we may process Personal Data of your end users. The nature of this data depends on how the chatbot is used and integrated. If you share third-party data with us, you confirm that proper consent has been obtained.

The legal basis is the provision of a contractual service. We act as a Data Processor under the UAVG and GDPR.

e) Support Ticket
If you create a support ticket, we may collect your name, email address, and other data relevant to your request. We process this data solely to support your ticket, based on our legitimate interest or contractual obligation.

f) Administration
We process data for administrative and legal purposes such as compliance, archiving, and internal operations.

g) Artificial Intelligence Act Compliance
We have implemented measures in line with the EU AI Act: risk assessment (limited risk), transparency, ethical design, internal responsibility, regular updates, and formal governance.

DATA SHARING

a) Internal
Data is only shared within Chatwize where necessary and only with authorized employees.

b) External
We share data with:

service providers in the context of fulfilling contracts;
marketing and communication services;
authorities as legally required.

c) International Transfers
When data is transferred internationally, we ensure adequate protection through appropriate legal mechanisms.

DATA SECURITY

We use SSL/TLS encryption and have implemented technical and organizational measures to protect data. However, no internet transmission is 100% secure. In case of a breach, we will notify affected individuals as soon as possible.

YOUR RIGHTS AND PRIVILEGES

a) Privacy Rights under the UAVG and GDPR:

Right to access
Right to rectification
Right to erasure
Right to restrict processing
Right to object to processing
Right to data portability

b) Updating Your Info and Consent
You may request updates or deletion of your information at any time by contacting us.

c) Access Requests
We aim to respond to Data Subject Access Requests within 30 days.

d) Complaints
You may file a complaint with the Autoriteit Persoonsgegevens. However, we would appreciate the opportunity to resolve your concerns first.

e) What We Do Not Do

We do not request data from minors without consent.
We do not process special category data without specific consent.
We do not use automated decision-making or profiling.
We do not sell your data.

CHANGES
We may update this Privacy Policy. Changes will be indicated by the revised effective date.

EFFECTIVE DATE
Tuesday, 14th of May, 2024

QUESTIONS
For any questions or suggestions, contact us at hello@chatwize.ai. We will respond as soon as possible.

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