Note: This document is a template and should be reviewed by qualified legal counsel before use. Last updated: January 2025.
1. Introduction
Chat-Centered ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our fully managed AI documentation platform and related services. By accessing or using our services, you consent to the practices described in this policy.
2. Data We Collect
We may collect the following categories of information:
- Account Information: Name, email address, company name, and billing details provided during registration or onboarding.
- Documentation Data: Documents, URLs, and content you provide for indexing by the AI assistant. This data is stored in isolated, per-tenant environments.
- Usage Data: Interaction logs, query history, analytics data, browser type, IP address, and pages visited to improve our platform and services.
- Communication Data: Emails, support requests, and other communications you send to us.
3. How We Use Your Data
We use the information we collect for the following purposes:
- To provide, operate, and maintain our AI documentation platform.
- To process and index your documentation within your isolated tenant environment.
- To improve, personalise, and expand our services and user experience.
- To communicate with you regarding your account, updates, and support requests.
- To detect, prevent, and address technical issues and security threats.
- To comply with legal obligations and enforce our terms.
4. Your Rights
Depending on your jurisdiction, you may have the following rights regarding your personal data:
- Access: You have the right to request a copy of the personal data we hold about you.
- Rectification: You may request correction of inaccurate or incomplete data.
- Erasure: You may request deletion of your personal data, subject to legal retention obligations.
- Portability: You may request your data in a structured, machine-readable format.
- Objection: You may object to certain processing of your personal data.
- Withdrawal of Consent: Where processing is based on consent, you may withdraw it at any time.
5. GDPR Compliance
Chat-Centered is based in the Netherlands and operates in compliance with the General Data Protection Regulation (GDPR). We act as a data processor on behalf of our customers (data controllers) with respect to documentation data. All customer data is stored within the European Economic Area (EEA) unless otherwise agreed. We maintain appropriate technical and organisational measures to ensure data security, including per-tenant isolation, encryption at rest and in transit, and regular security assessments. Data Processing Agreements (DPAs) are available upon request for enterprise customers.
6. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable law. Documentation data is retained for the duration of your subscription and deleted within 30 days of account termination, unless a longer retention period is required by law or agreed upon in writing.
7. Contact
If you have questions about this Privacy Policy or wish to exercise your data rights, please contact us at info@chat-centered.ai.
Note: This document is a template and should be reviewed by qualified legal counsel before use. Last updated: January 2025.
1. Acceptance of Terms
By accessing or using Chat-Centered's services, website, or platform (collectively, the "Service"), you agree to be bound by these Terms of Service ("Terms"). If you are using the Service on behalf of an organisation, you represent that you have the authority to bind that organisation to these Terms. If you do not agree to these Terms, you must not use the Service.
2. Service Description
Chat-Centered provides a fully managed AI documentation platform. We host, configure, and maintain AI-powered assistants trained on your documentation. Each customer receives an isolated environment with dedicated data storage, branding, and access controls. The Service includes document indexing, retrieval-augmented generation (RAG), a chat widget for end users, an administration panel, and analytics. Specific features and service levels may vary by plan and are outlined in your service agreement.
3. User Obligations
As a user of the Service, you agree to:
- Provide accurate and complete information during registration and onboarding.
- Maintain the confidentiality of your account credentials and API keys.
- Use the Service only for lawful purposes and in compliance with all applicable laws and regulations.
- Not upload or submit content that infringes on intellectual property rights, is defamatory, obscene, or otherwise unlawful.
- Not attempt to reverse-engineer, decompile, or disassemble any part of the Service.
- Not interfere with the security, integrity, or performance of the Service or its infrastructure.
- Notify us promptly of any unauthorised access to your account or any security breach.
4. Intellectual Property
The Service, including its software, design, logos, and documentation, is owned by Chat-Centered and protected by intellectual property laws. You retain ownership of all content and documentation you upload to the Service. By uploading content, you grant Chat-Centered a limited licence to process, index, and store that content solely for the purpose of providing the Service to you.
5. Limitation of Liability
To the maximum extent permitted by applicable law, Chat-Centered shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities, arising out of or related to your use of the Service. Our total aggregate liability for any claims arising under these Terms shall not exceed the amount you paid to Chat-Centered in the twelve (12) months preceding the event giving rise to the claim. The Service is provided "as is" and "as available" without warranties of any kind, express or implied.
6. Termination
Either party may terminate the Service agreement with 30 days' written notice. Chat-Centered reserves the right to suspend or terminate your access immediately if you breach these Terms or engage in conduct that is harmful to the Service, other users, or third parties. Upon termination, your access to the Service will cease and your data will be deleted within 30 days, unless a longer retention period is required by law or agreed upon. You may request an export of your data prior to termination.
7. Changes to Terms
We may update these Terms from time to time. When we make material changes, we will notify you via email or through the Service. Continued use of the Service after changes become effective constitutes your acceptance of the revised Terms. We encourage you to review these Terms periodically.
8. Governing Law
These Terms shall be governed by and construed in accordance with the laws of the Netherlands. Any disputes arising from or relating to these Terms or the Service shall be submitted to the exclusive jurisdiction of the courts in the Netherlands.
Note: This document is a template and should be reviewed by qualified legal counsel before use. Last updated: January 2025.
1. What Are Cookies
Cookies are small text files that are stored on your device when you visit a website. They are widely used to make websites work more efficiently, provide a better user experience, and supply information to the site owners. Cookies may be set by the website you are visiting ("first-party cookies") or by third-party services operating on that website ("third-party cookies").
2. Types of Cookies We Use
Chat-Centered uses the following categories of cookies:
- Essential Cookies: These cookies are strictly necessary for the operation of our website and platform. They enable core functionality such as authentication, session management, and security. You cannot opt out of essential cookies as the Service cannot function without them.
- Preference Cookies: These cookies remember your settings and preferences, such as your language selection (EN/NL). They improve your experience by personalising the interface to your choices.
- Analytics Cookies: These cookies help us understand how visitors interact with our website by collecting information about pages visited, time spent, and navigation patterns. This data is aggregated and anonymised. We use these insights to improve our website and services.
- Performance Cookies: These cookies monitor site performance and help us identify and resolve technical issues to ensure a smooth experience for all users.
3. Managing Cookies
You can control and manage cookies through your browser settings. Most browsers allow you to view, delete, and block cookies from websites. Please note that disabling certain cookies may affect the functionality of our website and the Service. Below are links to cookie management instructions for common browsers:
- Chrome: Settings > Privacy and Security > Cookies and other site data
- Firefox: Settings > Privacy & Security > Cookies and Site Data
- Safari: Preferences > Privacy > Manage Website Data
- Edge: Settings > Cookies and site permissions > Manage and delete cookies
4. Third-Party Cookies
Some cookies on our website may be placed by third-party services that we use to enhance our platform. These may include analytics providers, font services (such as Google Fonts), and content delivery networks. These third parties may collect information about your online activities over time and across different websites. We do not control the cookies set by third parties and recommend reviewing their respective privacy policies for more information about their data practices.
5. Updates to This Policy
We may update this Cookie Policy from time to time to reflect changes in our practices or applicable regulations. We will post the updated policy on this page with a revised "last updated" date. We encourage you to review this page periodically.
6. Contact
If you have any questions about our use of cookies, please contact us at info@chat-centered.ai.