Privacy Policy of OnlineChat

Last updated:

This Privacy Policy describes how OnlineChat (“we”, “us”, or “our”) collects, uses, and protects personal data when you use our messaging assistant services (the “Service”).

OnlineChat is operated from Klagenfurt. We are committed to handling your data in a way that is transparent, secure, and fully focused on delivering our Service to you.

1. Data we collect

When you use OnlineChat, we may collect the following types of information, depending on how you interact with the Service:

1.1 Account information

Name and contact details (such as email address)
Company name and basic business details
Login credentials (stored in a secure, hashed format)

1.2 Usage and conversation data

Content of messages exchanged through the chatbot (for example, customer questions and your responses)
Technical data such as IP address, browser type, device information, and timestamps, collected to operate and secure the Service
Basic analytics data (for example, number of conversations or response times) to help you understand performance

1.3 Cookies and similar technologies

We may use cookies or similar technologies to:

Keep you signed in to your account
Remember your preferences (such as language or layout)
Gather basic, aggregated usage information to improve the Service

You can usually manage cookies through your browser settings. If you disable cookies, some features of the Service may not function properly.

2. How we use your data

We use the collected data solely for the following purposes:

To provide, maintain, and improve the OnlineChat Service
To operate automated conversations on your behalf
To secure the Service and prevent abuse or misuse
To respond to your support requests, questions, or other communications you send us
To comply with applicable legal obligations, such as accounting or security requirements

We do not use your data for targeted advertising or user profiling unrelated to the Service.

3. Legal bases for processing

Where required by applicable data protection law, we process your personal data on the following legal bases:

Contractual necessity – to provide you with the Service you have requested and to fulfil our contractual obligations.
Legitimate interests – to secure, maintain, and improve our Service, where these interests are not overridden by your rights.
Legal obligations – to comply with legal or regulatory requirements.
Consent – for specific optional features where we explicitly ask for your consent.

4. How we share your data

We do not sell or rent your personal data. We only share data in limited circumstances:

Service providers who help us host, operate, and secure our infrastructure, under strict data protection obligations.
Legal or regulatory authorities when we are required to do so to comply with applicable law or to protect our rights.

Any third-party providers are only allowed to process your data to the extent necessary to provide their services to us and may not use it for their own purposes.

5. Data retention

We keep your personal data only for as long as necessary to fulfil the purposes described in this Policy or as required by law. The exact retention period depends on the type of data and the context in which it was collected.

When you close your account or request deletion, we will delete or anonymise your personal data, unless we are required to keep certain information for legal or regulatory reasons.

6. International data transfers

Our infrastructure is primarily operated from within the European Union. Where personal data may be transferred to service providers in other countries, we will take appropriate steps to ensure an adequate level of data protection, such as using standard contractual clauses or equivalent safeguards when required.

7. Your rights

Depending on your location and applicable law, you may have the following rights in relation to your personal data:

The right to access the personal data we hold about you
The right to request correction of inaccurate or incomplete data
The right to request deletion of your data in certain circumstances
The right to restrict or object to certain processing activities
The right to receive your data in a portable format, where technically feasible
The right to withdraw consent at any time where processing is based on consent

If you wish to exercise any of these rights, please contact us using the details provided in the “Contact us” section below. We will respond to your request in accordance with applicable law.

8. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or alteration. However, no online service can be completely secure, and we cannot guarantee absolute security of your data.

9. Services for third parties / end-users

If you use OnlineChat to interact with your own customers or end-users, you are responsible for ensuring that your use of the Service complies with applicable data protection laws and that your end-users are informed about how their data is processed.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our Service, legal requirements, or other factors. When we make changes, we will update the “Last updated” date at the top of this page. We encourage you to review this Policy periodically.

11. Contact us

If you have any questions, requests, or concerns about this Privacy Policy or our handling of personal data, you can contact us at:

OnlineChat
Klagenfurt
(Please contact us via the support form on our main website.)