Privacy Statement

Introduction

Chatbase is an AI chatbot builder for sales, customer support, and user engagement.

We understand that you are aware of and care about your own personal privacy interests, and we take that seriously. This Privacy Notice describes Chatbase’s policies and practices regarding its collection and use of your personal data, and sets forth your privacy rights. We recognize that information privacy is an ongoing responsibility, and so we will from time to time update this Privacy Notice as we undertake new personal data practices or adopt new privacy policies.

Contacting Us About Data Protection

Chatbase is headquartered in Ontario, Canada. For any inquiries or concerns regarding our personal data policies, practices, or if you wish to exercise your privacy rights, please feel free to reach out directly to our dedicated Privacy Team. Our team is equipped and committed to assisting you with any questions you might have and ensuring your data is handled with the utmost care and respect.

Privacy Team Contact Information:

Chatbase.co Inc.

4700 Keele Street, 215 Bergeron Centre, Toronto, ON, Canada, M3J 1P3

How we collect and use (process) your personal information

Chatbase collects personal information about its website visitors and customers. With a few exceptions, this information is generally limited to:

• name 
• job title 
• employer name 
• work address 
• work email 
• work phone number 

We use this information to provide prospects and customers with services. 

We do not sell personal information to anyone and only share it with third parties who are facilitating the delivery of our services.

From time to time, Chatbase receives personal information about individuals from third parties. Typically, information collected from third parties will include further details on your employer or industry. We may also collect your personal data from a third party website (e.g. LinkedIn) 

Use of the Chatbase Website

As is true of most other websites, Chatbase’s website collects certain information automatically and stores it in log files. The information may include internet protocol (IP) addresses, the region or general location where your computer or device is accessing the internet, browser type, operating system and other usage information about the use of Chatbase’s website, including a history of the pages you view. We use this information to help us design our site to better suit our users’ needs. We may also use your IP address to help diagnose problems with our server and to administer our website, analyze trends, track visitor movements, and gather broad demographic information that assists us in identifying visitor preferences.

Chatbase has a legitimate interest in understanding how members, customers and potential customers use its website. This assists Chatbase with providing more relevant products and services, with communicating value to our sponsors and corporate members, and with providing appropriate staffing to meet member and customer needs.

Cookies and tracking technologies
Chatbase makes available a comprehensive Cookie Notice that describes the cookies and tracking technologies used on Chatbase website and provides information on how users can accept or reject them. To view the notice, just click Cookie Notice.

Sharing information with third parties

The personal information Chatbase collects from you is stored in one or more databases hosted by third parties located in the United States. These third parties do not use or have access to your personal information for any purpose other than cloud storage and retrieval. On occasion, Chatbase engages third parties to send information to you, including information about our products, services, and events.

A list of our third party sub processors can be found here: https://trust.chatbase.co/subprocessors

We do not otherwise reveal your personal data to non-Chatbase persons or businesses for their independent use unless: (1) you request or authorize it; (2) it’s in connection with Chatbase-hosted and Chatbase co-sponsored conferences as described above; (3) the information is provided to comply with the law (for example, compelled by law enforcement to comply with a search warrant, subpoena, or court order), enforce an agreement we have with you, or to protect our rights, property or safety, or the rights, property or safety of our employees or others; (4) the information is provided to our agents, vendors or service providers who perform functions on our behalf; (5) to address emergencies or acts of God; or (6) to address disputes, claims, or to persons demonstrating legal authority to act on your behalf. We may also gather aggregated data about our services and website visitors and disclose the results of such aggregated (but not personally identifiable) information to our partners, service providers, advertisers, and/or other third parties for marketing or promotional purposes.

The Chatbase website connects with third party services such as Facebook, LinkedIn, Twitter and others. If you choose to share information from the Chatbase website through these services, you should review the privacy policy of that service. If you are a member of a third party service, the aforementioned connections may allow that service to connect your visit to our site to your personal data.

Transferring personal data to the U.S.

Information we collect about you will be processed in the United States. By using Chatbase’s services, you acknowledge that your personal information will be processed in the United States. The United States has not sought nor received a finding of “adequacy” from the European Union under Article 45 of the GDPR. Pursuant to Article 46 of the GDPR, Chatbase is providing for appropriate safeguards by entering binding, standard data protection clauses, enforceable by data subjects in the EEA and the UK. These clauses have been enhanced based on the guidance of the European Data Protection Board and will be updated when the new draft model clauses are approved.

Depending on the circumstance, Chatbase also collects and transfers to the U.S. personal data with consent; to perform a contract with you; or to fulfill a compelling legitimate interest of Chatbase in a manner that does not outweigh your rights and freedoms. Chatbase endeavors to apply suitable safeguards to protect the privacy and security of your personal data and to use it only consistent with your relationship with Chatbase and the practices described in this Privacy Statement. Chatbase also enters into data processing agreements and model clauses with its vendors whenever feasible and appropriate. Since it was founded, Chatbase has received zero government requests for information.

For more information or if you have any questions, please contact us at privacy@chatbase.co .

Data Subject rights

The European Union’s General Data Protection Regulation (GDPR) and other countries’ privacy laws provide certain rights for data subjects. Data Subject rights under GDPR include the following:

• Right to be informed
• Right of access
• Right to rectification
• Right to erasure
• Right to restrict processing
• Right of data portability
• Right to object
• Rights related to automated decision making including profiling

This Privacy Notice is intended to provide you with information about what personal data Chatbase collects about you and how it is used. 

If you wish to confirm that Chatbase is processing your personal data, or to have access to the personal data Chatbase may have about you, please contact us.

You may also request information about: the purpose of the processing; the categories of personal data concerned; who else outside Chatbase might have received the data from Chatbase; what the source of the information was (if you didn’t provide it directly to Chatbase); and how long it will be stored. You have a right to correct (rectify) the record of your personal data maintained by Chatbase if it is inaccurate. You may request that Chatbase erase that data or cease processing it, subject to certain exceptions. You may also request that Chatbase cease using your data for direct marketing purposes. In many countries, you have a right to lodge a complaint with the appropriate data protection authority if you have concerns about how Chatbase processes your personal data. When technically feasible, Chatbase will—at your request—provide your personal data to you.

Reasonable access to your personal data will be provided at no cost. If access cannot be provided within a reasonable time frame, Chatbase will provide you with a date when the information will be provided. If for some reason access is denied, Chatbase will provide an explanation as to why access has been denied.

For questions or complaints concerning the processing of your personal data, you can email us at privacy@chatbase.co . Alternatively, if you are located in the European Union, you can also have recourse to the European Data Protection Supervisor or with your nation’s data protection authority.

Use of Google Workspace APIs

Chatbase uses Google Workspace APIs to provide certain functionalities within our service. We want to explicitly affirm that any data obtained through Google Workspace APIs is not used to develop, improve, or train generalized AI and/or ML models. The data accessed through these APIs is solely used for the specific purposes of providing our service features and is handled in accordance with our privacy practices as outlined in this policy.

Data Protection Mechanisms

At Chatbase, we implement robust data protection mechanisms to safeguard your sensitive information:

• Encryption: All customer data is encrypted using industry-standard encryption algorithms both at rest and in transit.
• Access Control: We employ user roles and permissions to ensure that only authorized personnel can access sensitive data.
• Rate Limiting: To protect against abuse, we implement rate limiting on our chatbots, controlling the number of requests per user.
• Domain Allowlist: We provide controls to specify which domains your chatbot can be embedded on, adding an extra layer of security.
• Infrastructure Security: Our database and application run on AWS infrastructure (us-east-1), managed by reputable providers including Supabase, Vercel, and Pinecone.
• Compliance: We are GDPR compliant and are in the process of obtaining SOC 2 compliance to further strengthen our security measures.
• No AI Training: We do not use your data to train AI models. We use Retrieval-Augmented Generation (RAG) to generate responses without compromising your data.

For more detailed information about our security practices and compliance measures, please visit our Trust Center.

Data storage and retention

Your personal data is stored by Chatbase on its servers, and on the servers of the cloud-based database management services Chatbase engages, located in the United States. Chatbase retains service data for the duration of the customer’s business relationship with Chatbase and for a period of time thereafter, to analyze the data for Chatbase’s own operations, and for historical and archiving purposes associated with Chatbase’s services. Chatbase retains prospect data until such time as it no longer has business value and is purged from Chatbase systems. All personal data that Chatbase controls may be deleted upon verified request from Data Subjects or their authorized agents. For more information on where and how long your personal data is stored, and for more information on your rights of erasure and portability, please contact us at: privacy@chatbase.co

Children’s data

We do not knowingly attempt to solicit or receive information from children.

Questions, concerns or complaints

If you have questions, concerns, complaints, or would like to exercise your rights, please contact us at:

Chatbase

4700 Keele Street, 215 Bergeron Centre

Toronto, ON, Canada, M3J 1P3