Chatwize Privacy Policy

Welcome to Chatwize! We are glad you are using our AI Chatbot Services ("Services"). Data protection and data security are of great importance to us. Therefore, we would like to inform you about what personal data we collect and what it is used for.

Background

This privacy policy describes our privacy practices in understandable language, with as little legal and technical jargon as possible. Nevertheless, we would like to clarify a few concepts.

a) What is personal data?
Personal data is any information relating to an identified or identifiable natural person.

b) What is processing?
"Processing" means virtually any operation performed on data.

Which law applies?

We use your personal data exclusively in accordance with applicable legislation, in particular the Dutch Implementation Act of the General Data Protection Regulation (UAVG) and the General Data Protection Regulation (GDPR).

Who is responsible?

The data controller is Chatwize (Chamber of Commerce: 90238257), located in 's-Hertogenbosch, the Netherlands ("Chatwize", "we", "us"). You can ask questions via hello@chatwize.ai.

Data Collection

We process personal data solely for the purposes described below. We only collect data if:

• You have given your consent;
• It is necessary for the performance of a contract;
• It is legally required;
• It is necessary for our legitimate interests.

Retention Period

We retain personal data as long as necessary for the purpose for which it was collected or as long as a statutory retention period applies (maximum 8 years). After this, it will be deleted.

What data do we collect?

a) Contacting us
When you contact us via form, email, or telephone, we collect your name, email address, phone number, and your message. Legal basis: consent and performance of a contract.

b) Contract with us
When entering into a contract, we only process the necessary personal data (name, address, email, phone).

c) Our AI Chatbot Services
We process service data to provide our chatbot service. You have full control over this data and can view, share, export, or request its deletion.

All service data is processed via GPT-trainer (Paladin Max, Inc) and OpenAI OpCo, LLC. Please see our Data Processing Addendum for details.

d) End users and your Chatwize AI Chatbot
When using the chatbot, we may process data from end users, depending on how you configure the chatbot. If you share third-party data with us, you declare that you have permission to do so.

In this context, we act as a Data Processor under the UAVG and GDPR.

e) Support ticket
When submitting a support ticket, we ask for your name, email, and relevant details. These are strictly used to resolve your ticket.

f) Administration
We also process personal data for administrative and legal obligations such as archiving.

g) AI legislation compliance
We have implemented measures in accordance with the upcoming EU AI Act: risk assessment, transparency, ethical design, accountability, updates, and governance.

Data Sharing

a) Internal
Within Chatwize, we share data only if necessary, with authorized personnel.

b) External
We share data with:

• Service providers for contract execution;
• Marketing and communication services;
• Government authorities if required.

c) International transfer
When transferring data outside the EU, we ensure appropriate safeguards (contracts, security measures).

Data Security

Our services use SSL/TLS encryption. We apply technical and organizational measures for optimal protection. However, internet transmissions are never 100% secure. In the event of a data breach, we will notify the affected parties as soon as possible.

Your Rights

a) GDPR rights:

• Right to access
• Right to rectification
• Right to erasure
• Right to restriction of processing
• Right to object
• Right to data portability

b) Update data / Withdraw consent
You can ask us to update or delete your data at any time.

c) Right to access
We will respond within 30 days to a request for access or modification.

d) File a complaint
You can file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). However, we appreciate it if you contact us first.

e) What we do not do

• No data collection from minors without parental consent
• No processing of special personal data without explicit consent
• No automated decision-making or profiling
• No sale of personal data

Changes & Date

We may update this policy. The effective date will then be updated.
Effective Date: Tuesday, May 14, 2024