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Privacy Policy

Effective Date: March 3, 2026 · Last Updated: March 15, 2026

1. Introduction

Welcome to Chatvox (“we,” “us,” or “our”). Chatvox is an AI-powered chat agent platform that enables businesses to create, customize, and deploy intelligent chat agents. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, platform, and services (collectively, the “Service”).

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree, please discontinue use of the Service.

2. Information We Collect

2.1 Account Information

When you create a Chatvox account, we collect:

  • Full name
  • Email address
  • Password (stored in hashed form)
  • Social login identifiers and profile details when you sign in with Google
  • Team and organization details
  • Billing information (processed securely through Stripe)

2.2 Chat Agent Data

When you create and configure chat agents, we collect and store:

  • Agent names, descriptions, and configuration settings
  • Custom instructions, system prompts, and personality settings
  • Knowledge base content you upload (URLs, PDFs, CSVs, text files)
  • Branding assets such as logos and color preferences

2.3 Conversation Data

When end users interact with your deployed chat agents, we collect and store:

  • Chat messages exchanged between end users and your agents
  • Conversation metadata (timestamps, session identifiers, message counts)
  • Feedback signals (e.g., thumbs up/down ratings)

2.4 Security Data

For abuse prevention and security purposes, we collect:

  • IP addresses
  • Browser user-agent strings
  • Security verification results and related metadata from anti-abuse tools such as Cloudflare Turnstile

2.5 Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Maintain session state and authentication
  • Remember user preferences
  • Analyze usage patterns and improve the Service
  • Support anonymous and returning visitor detection

3. How We Use Your Information

We use collected information to:

  • Provide the Service — Create and manage your account, teams, agents, and deployments.
  • Authenticate Users — Verify account ownership, support password-based and Google sign-in, and secure login sessions.
  • Process AI Responses — Transmit conversation data to third-party AI providers (such as OpenAI) to generate chat agent responses.
  • Process Payments — Manage subscriptions, billing, and credit usage through Stripe.
  • Improve the Service — Analyze usage patterns, diagnose technical issues, and develop new features.
  • Communicate With You — Send account-related notifications, security alerts, and (with your consent) product updates.
  • Ensure Security — Detect and prevent fraud, abuse, and unauthorized access.
  • Comply With Law — Meet legal obligations, respond to lawful requests, and enforce our terms.

4. How We Share Your Information

We do not sell your personal information. We may share information with:

4.1 AI Service Providers

Conversation data is sent to third-party AI providers (e.g., OpenAI) for the purpose of generating responses. These providers process data according to their own privacy policies and data processing agreements.

4.2 Payment Processors

Billing information is processed by Stripe. We do not store full credit card numbers on our servers.

4.3 Service Providers

We may use third-party service providers for hosting, analytics, email delivery, and other operational needs. These providers are contractually obligated to protect your data. Examples include Google for social sign-in and Cloudflare Turnstile for bot detection and abuse prevention.

4.4 Legal Requirements

We may disclose information if required by law, regulation, legal process, or governmental request, or to protect the rights, safety, or property of Chatvox, our users, or the public.

4.5 Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of the transaction.

5. Data Retention

  • Account Data — Retained for as long as your account is active. Upon account deletion, we remove your data within 30 days, except where retention is required by law.
  • Conversation Data — Retained according to your configured retention settings. You may delete conversations at any time.
  • Knowledge Base Data — Retained for as long as the associated agent exists. Removed upon agent or source deletion.
  • Usage Logs — Retained for up to 12 months for analytics and security purposes.

6. Data Security

We implement industry-standard security measures to protect your information, including:

  • Encryption of data in transit (TLS/SSL) and at rest
  • Hashed password storage
  • Encrypted credential storage for third-party integrations
  • Role-based access controls within teams
  • Tenant-level data isolation
  • Rate limiting and abuse protection
  • Regular security audits

While we strive to protect your data, no method of transmission or storage is completely secure. We cannot guarantee absolute security.

7. Your Rights and Choices

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

  • Access your personal information
  • Correct inaccurate or incomplete data
  • Delete your account and associated data
  • Export your data in a portable format
  • Restrict or object to certain processing
  • Withdraw consent where processing is based on consent
  • Opt out of marketing communications

To exercise these rights, contact us at contact@chatvox.co.

8. End User Privacy

If you deploy a Chatvox chat agent on your website or application:

  • You are the data controller for end user conversations conducted through your agents.
  • You are responsible for informing your end users about data collection and obtaining any necessary consents.
  • We act as a data processor on your behalf for end user conversation data.
  • We recommend you include a disclosure that your chat agent is powered by AI and that conversations are processed by third-party services.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We take appropriate safeguards to ensure your data is protected in compliance with applicable data protection laws.

10. Children’s Privacy

The Service is not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 16, we will take steps to delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the “Last Updated” date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

12. Contact Us

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

Chatvox
Email: contact@chatvox.co