PRIVACY POLICY

Privacy Policy for Chatster

Effective Date: 6 June 2024

Introduction

Chatster (“Chatster”, “we”, “us”, “our”) is dedicated to safeguarding your privacy. We operate under Eudoxus LLP and are committed to processing personal data responsibly and in compliance with applicable data protection regulations, including the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (EU GDPR), and other local laws relevant to your jurisdiction.

This privacy notice (“Notice”) outlines how we manage personal information collected through our website, Chatster.io, and services, including the data we gather automatically as you interact with our platform. The Notice also explains how we use, store, and share your personal information, alongside your rights concerning this information.

Chatster primarily functions as a Data Processor for our clients while also acting as the Data Controller for employee-related data and client contact details. We have taken appropriate measures to ensure compliance with GDPR and are registered with the Information Commissioner’s Office (ICO) in the UK under registration number ZB360789.

We may occasionally revise this Notice in response to new legal requirements, updates in our practices, or changes in our services. When we make changes, the updated date will be reflected at the top of this document. We encourage you to review this Notice periodically for any updates or alterations.

What Information Do We Process?

Information Provided by Our Clients As part of our services, we may collect various categories of personal data, which may include:

  • Name

  • Job Title

  • Business Address

  • Business Email Address

  • Business Telephone Numbers

  • Business Financial Information

  • Business Type

  • Business Size

  • Location Data

Information Provided Through Our Website When you visit our website or engage with us through other communication channels, you may provide us with personal information, including but not limited to:

  • Name

  • Job Title

  • Email Address

  • Telephone Number

  • Device and Browser Information

  • Location Data

  • Browsing Activity on Our Website

Additionally, if you use features such as our chatbot, we may collect interaction data, including:

  • Chat Histories

  • User Preferences

  • Feedback Provided During Interaction

Cookies and Web Beacons

At Chatster, operated under Eudoxus LLP, we utilize cookies and web beacons to enhance your experience on our website (chatster.io) and improve our services. Cookies are small text files stored on your device when you visit our site, while web beacons are small graphic images embedded within our emails. These technologies help us understand user behavior and optimize our interactions with you.

When you visit our website or receive specific emails from us, cookies and web beacons may be downloaded to your device, unless your browser settings are configured to reject them.

We use cookies for the following purposes:

  1. Session Cookies

    • These cookies enable essential functions on our site, such as maintaining your login details during a session or transaction. They are temporary, expiring upon closing your browser, and are not stored on your device.

  2. Analytics Cookies

    • We track user activity on our website, such as popular pages and link interactions, to identify trends and improve the overall relevance of our site. This helps us create a more user-friendly experience tailored to your needs.

  3. Third-party Cookies

    • These cookies are used by third-party analytics services to gather data about site visitors. They do not collect personal data about individual users but provide aggregated insights that help us assess our website’s performance.

To learn more about cookies, web beacons, and how to manage your cookie preferences, including opting out of certain types of cookies, please visit www.allaboutcookies.org.

Your privacy and experience are important to us, and we are committed to using cookies responsibly to optimize our services and keep you informed about our innovative AI solutions. If you have any questions or concerns regarding our use of cookies, please feel free to contact us at compliance@chatster.io.

Sharing Your Information

At Chatster, operated under Eudoxus LLP, we recognize the importance of safeguarding your personal data. If sharing your personal information is necessary to provide our services effectively, we will only do so under appropriate safeguards to ensure that your data is protected in accordance with the standards established by the General Data Protection Regulation (GDPR). This may include utilizing the UK International Data Transfer Agreement (IDTA) or the EU Standard Contractual Clauses (SCCs) with supplementary measures.

In certain circumstances, we may engage third-party sub-processors to assist us in delivering our services. These third-party providers will operate under our explicit written instructions and are bound by strict data protection obligations. They must implement robust technical and organizational measures that comply with GDPR processing requirements to ensure the confidentiality and security of your personal data.

Additionally, we utilize third-party services for hosting infrastructure, website performance management, error monitoring, customer support, and other functionalities. Our agreements with these third parties include comprehensive provisions to maintain the confidentiality, security, and integrity of the information we share with them.

Our website may feature links to various social media platforms, such as Facebook, Instagram, LinkedIn, and Twitter. Please be aware that once you click on these links, you will be directed away from our website, and the privacy policies of the respective platforms will then apply. These third-party sites may collect your IP address and may set cookies on your device. We encourage you to review the privacy notices of any external websites or services before providing any personal information, as this Privacy Notice will no longer govern the handling of your data once you have left our site.

At Chatster, your data privacy is of utmost importance to us, and we are committed to ensuring that your information is treated with respect and care.

Purposes and Bases for Processing Your Personal Data

At Chatster, operated under Eudoxus LLP, we may use your personal data for various purposes, each of which is supported by a lawful basis for processing. Below are the specific purposes for which we may process your data, along with the corresponding lawful bases:

  1. Responding to correspondence from you

    • It is in our legitimate interest to respond to inquiries made through our website, by telephone, email, social media channels, or any other means.

  2. Processing data to facilitate client service requirements

    • We process personal data under written instruction, as bound by the contract with our clients.

  3. Business management, forecasting, and statistical purposes

    • It is in our legitimate interest to identify areas for managing current business relationships, developing our services, and conducting reasonable forecasts for our operations.

  4. Improving our website and overall visitor experience

    • It is in our legitimate interest to use analytics and search engine optimization to enhance and optimize our website. We utilize cookies on our website with your consent.

  5. Prevention and detection of crime

    • It is in our legitimate interest to identify risks and prevent potential criminal activities, including money laundering and fraud.

  6. Responding to suggestions and complaints

    • It is in our legitimate interest to provide the best possible service to users and to continually enhance our offerings based on feedback.

  7. Analyzing and tracking website usage

    • It is in our legitimate interest to monitor and analyze website usage for reporting and to improve user experience and functionality.

We are committed to ensuring that any personal data you provide is processed lawfully, fairly, and transparently. If you have any questions regarding the processing of your personal data or the lawful bases under which we operate, please feel free to reach out to us.

Direct Marketing Communications

We may reach out to you through various channels, including email, phone calls, text messages, and postal mail, using platforms like SMS, WhatsApp, Telegram, and more. This may include marketing and promotional messages that we believe are of particular relevance to you.

When you submit a “Start Now” or similar form on our website, you give your consent to receive communications from Chatster. This may involve email messages, text messages, phone calls, faxes, and postal mail, including promotional content highlighting our offerings. Additionally, where local laws allow, you agree to receive phone calls from Chatster and its affiliates, even if your phone number is listed on any "Do Not Call" registries.

Please note that you are expected to provide only your own information when consenting to receive communications. You may not consent on behalf of anyone else or provide contact information belonging to another individual.

While we respect your preferences, you can opt out of receiving direct marketing communications at any time. To do this, simply follow the unsubscribe link provided in our emails or contact us directly at compliance@chatster.io. Your privacy is important to us, and we are committed to ensuring that your preferences are respected.

Your Rights

Under the General Data Protection Regulation (GDPR), you have certain rights regarding the processing of your personal data. These rights include:

  • Request Access: You have the right to request access to personal data we hold about you (a "data subject access request"). This allows you to receive a copy of the personal data we are processing and to verify that it is being processed lawfully.

  • Request Rectification: If you believe that the personal data we hold about you is incorrect or incomplete, you can request that we rectify or update it. This ensures that we have accurate and current information.

  • Request Data Portability: You have the right to request that any personal data you have provided to us be transferred in a structured, commonly used, and machine-readable format. This allows you to facilitate the transfer of your data to another service provider if you choose.

  • Request Erasure: You can request the erasure of your personal data if there is no legitimate reason for us to continue processing it. You also have the right to request deletion if you have exercised the right to object to processing.

  • Request Restriction of Processing: You may request the restriction of processing your personal data under certain circumstances. This allows you to suspend processing while we verify the accuracy of your data or the legality of the processing.

  • Object to Processing: You have the right to object to the processing of your personal data in specific situations where the processing is based on legitimate interests pursued by Chatster.

Please note that some of these rights are not absolute and are subject to various conditions under applicable data protection and privacy legislation.

If you wish to exercise any of your rights as outlined above, please contact us at compliance@chatster.io. You will not be required to pay a fee for accessing your personal data or exercising any of the other rights; however, we may charge a reasonable fee if your request for access is unjustified or excessive. Alternatively, we may refuse to comply with such requests in those circumstances.

In relation to direct marketing communications, your personal data will be retained for marketing purposes as long as you have not opted out of such communications or your email subscription remains active. You can opt-out of receiving direct marketing communications at any time using the unsubscribe or opt-out option provided, or by contacting us at compliance@chatster.io.

Please note that if we receive an opt-out request, you may still receive communications from us for up to ten (10) business days as we process your request. We reserve the right to continue sending necessary communications related to service announcements, administrative messages, and account management that are essential to our relationship with you. All data will be handled in accordance with this Privacy Policy.

Additionally, you have the right to make a complaint to the relevant supervisory authority if you are concerned about how we are handling your personal data.

Data Retention Chatster will retain your personal data for as long as necessary to fulfill the purposes for which we collected it, and comply with our legal obligations. Your data will be securely deleted once the retention period has expired.

Your Customers' Information

At Chatster, we recognize the critical importance of your customers' personal information and adhere to strict guidelines in its collection and use. Generally, we collect and process personal data about your customers solely as directed and authorized by you. This means our primary objective is to support your business needs without using your customers' information for our own marketing initiatives, unless they are engaging directly with our applications or services.

To ensure compliance with data protection regulations, it is your responsibility to inform your customers about how you and we (on your behalf) collect, use, and process their personal information. This includes providing your customers with details regarding the purposes for which their data will be used and the third parties, if any, with whom their data may be shared.

In cases where you collect sensitive personal information from your customers—such as data pertaining to health, race, ethnicity, genetics, biometrics, trade union membership, political opinions, philosophical or religious beliefs, criminal history, or sexual interests—you must obtain affirmative, explicit consent from your customers prior to processing this information. This consent is crucial for ensuring their rights are upheld and for maintaining transparency in your data processing activities.

By clearly communicating your data processing practices and obtaining the necessary consents from your customers, you help foster trust in your business while ensuring compliance with applicable data protection laws. At Chatster, we are aware of our role as a data processor and are committed to maintaining the confidentiality and security of the information we handle on your behalf.

Contact Us If you have any questions or concerns regarding this privacy notice or data protection practices, please contact us at compliance@chatster.io.

Thank you for trusting Chatster with your information!