Chatropic1. Who this policy covers
Chatropic provides tools for businesses to build and operate AI support agents, including deploying them to Messenger, Slack, and WhatsApp. This policy explains how Chatropic handles personal information when you visit chatropic.com, join our waitlist, create an account, contact us, or use our services, including conversations with agents on these channels.
For our website, accounts, billing, and direct communications, Chatropic determines why and how information is used. When a business uses Chatropic to process its customers’ conversations and records, that business generally determines those purposes and Chatropic processes the information on its behalf. That business’s privacy notice and our agreement with it also apply.
For privacy questions or to identify the entity responsible for your account, email sales@chatropic.com. If you are chatting with another business through Chatropic, contact that business first about its use of your information. We can help route a request if you cannot identify it.
2. Information we process
- Account and business information: your name, email address, authentication information, workspace membership, permissions, and settings.
- Waitlist and communications: your email, intended use case, information you submit, and support or complaint correspondence.
- Agent and conversation content: messages, responses, uploaded files and images, knowledge sources, feedback, contact records, and information retrieved through connected tools. Voice features may process audio and transcripts when used.
- Billing information: subscription details, billing contact information, payment status, and transaction references. Payment providers process payment details through their checkout services.
- Technical and usage information: device and browser information, IP addresses and service logs, identifiers, pages visited, and interactions such as clicks and waitlist submissions.
- Connected services: information made available through integrations you or your workspace administrator enable, including Messenger, Slack, WhatsApp, business data sources, and internal tools. Depending on the channel and permissions, this may include messages and attachments, names or profile information, platform user identifiers, phone numbers, workspace or channel identifiers, and message timestamps or delivery information.
3. How and why we use information
We use information to provide accounts and workspaces, answer conversations, retrieve relevant knowledge, execute configured actions, support integrations, process subscriptions, respond to enquiries, investigate complaints, prevent abuse, troubleshoot problems, and understand and improve service performance.
Where data protection law requires a lawful basis, we rely on performance of a contract or steps you request before entering one; legal obligations; legitimate interests such as securing and administering the service, where your rights do not override those interests; or consent where required. You may withdraw consent for future processing without affecting processing that was lawful before withdrawal.
Information needed for an account, payment, or requested feature may be necessary to provide it. You can choose not to provide optional information. To stop optional promotional communications, use an unsubscribe option where provided or contact us; essential account and service messages may still be sent.
4. Messenger, Slack, and WhatsApp
Businesses can deploy their Chatropic support agents to Messenger, Slack, and WhatsApp. When you contact an agent on one of these channels, Chatropic processes the conversation information made available by that channel on behalf of the business operating the agent.
We use this information to receive and route messages, maintain conversation context, generate and deliver replies, perform configured support actions, and enable human handoff where configured. Relevant content may also be processed by the AI providers described below. Replies and information needed to deliver them are sent back through the connected channel.
The business chooses which channels to connect and is responsible for the permissions, privacy notices, and any consent required for its use of those channels. The channel provider also handles information under its own terms and privacy policy. This policy describes Chatropic’s handling of information and does not replace the privacy notices of the business or the channel provider.
For access, correction, or deletion requests about a conversation, contact the business operating the agent or use the contact details in this policy. Disconnecting a channel does not, by itself, delete existing conversation records, and deleting records from Chatropic does not automatically delete copies held by the business or channel provider.
5. AI processing and human access
To generate responses, create embeddings for search, and perform configured tasks, relevant content is sent to the AI providers used by the service. The information sent depends on the agent’s configuration, the conversation, and connected sources. Provider terms and account settings govern their handling of that information.
Workspace administrators and authorised team members may view conversations, contact information, and agent activity. Authorised Chatropic personnel may access information when needed to provide support, investigate issues, or operate and protect the service.
AI responses may be inaccurate. Ask the business operating the agent for human review of a response or action that affects you. Do not share passwords, payment card details, or unnecessary sensitive information in a chat.
8. Retention and security
How long information is needed depends on its purpose: account administration, operating a workspace, maintaining conversation context, resolving support matters, meeting accounting or legal obligations, and protecting the service. Customer content is also subject to the customer’s instructions, applicable settings, and service agreement.
You can request deletion or information about retention through the contact below. Deletion may be limited by legal obligations, dispute preservation, and backup cycles; deleting information from Chatropic does not automatically delete copies held independently by a connected business or service.
Access restrictions, authentication, and other technical and organisational measures help protect information. No system or transmission is completely secure. Report suspected unauthorised access promptly without sending credentials or additional sensitive data.
9. Your rights and requests
Depending on applicable law, you may have rights to access or obtain a copy of your personal information, correct it, request deletion, restrict or object to processing, receive a portable copy, withdraw consent, and request safeguards for certain automated decisions.
Email sales@chatropic.com with the right you want to exercise and enough information to locate the relevant account or conversation. We may request proportionate identity or authority verification. Do not send identity documents unless we ask for them through an appropriate channel.
We will handle requests within the periods required by applicable law and explain any permitted refusal, limitation, or extension. Where a business controls the information, we may refer your request to it or assist it in responding.
You may complain to the relevant data protection authority without first completing our internal process. Where Nigerian data protection law applies, this includes the Nigeria Data Protection Commission. See our Complaints Policy for how to raise a concern with Chatropic.
10. Children’s information
Chatropic’s account and workspace services are intended for business use by adults. If you believe a child has provided personal information inappropriately, contact us so we can investigate. Businesses deploying an agent are responsible for age restrictions, notices, and permissions appropriate to their audience.
11. Changes and contact
We may update this policy as the service or legal requirements change and will revise the date above. Where required, we will provide additional notice of material changes. For a question, request, or concern, email sales@chatropic.com and identify your message as a privacy matter.