Privacy Policy

1. Who we are

Chatixy is operated by SIA Devoflex (registration No. 40203700105, VAT LV40203700105), established in Latvia, European Union ("Chatixy", "we", "us"). The platform lets businesses create support agents trained on their own content and embed them on their websites. This policy explains what personal data we collect, why we collect it, and the choices you have.

2. Data we collect

Account data: your name, email address, company name and billing details when you create an account or subscribe to a paid plan.

Content data: websites you ask us to crawl, documents you upload and chat configurations. This content is used solely to power your own support agent.

Conversation data: messages exchanged between your website visitors and your support agent or team, which we store on your behalf so you can review and respond.

Usage data: log information such as IP addresses, browser type and pages visited within the dashboard, used for security and product improvement.

3. How we use your data

We use your data to provide and improve the service: indexing your content so your support agent can answer from it, generating replies, delivering and displaying conversations, processing payments, sending service notifications and providing support.

We do not sell personal data, and we do not use your knowledge-base content or your customers’ conversations to train our own or any third party’s general-purpose models.

4. AI processing and model providers

To generate answers, Chatixy sends the relevant parts of your knowledge base and the messages in a conversation to third-party large language model providers (currently OpenAI) that act as our subprocessors under data processing agreements. They process this content only to return a response to us in real time.

Our model providers do not use content sent through Chatixy’s API to train their models, and we instruct them to retain it only as long as needed to deliver the response and meet abuse-monitoring obligations. We add retrieval and prompt safeguards, but AI-generated answers can still be incomplete or inaccurate, so you should review how your agent represents your business.

5. Your role and ours

For your account data, Chatixy is the data controller. For the conversations your website visitors have with your support agent, you are the controller and Chatixy is your processor - we handle that data on your instructions to operate your agent.

You are responsible for having a lawful basis to collect visitor messages and for telling your visitors, through your own privacy notice, that a support agent powered by Chatixy is in use.

6. Legal bases and retention

We process data on the basis of contract performance (running your account), legitimate interest (security, product analytics) and consent where required (marketing emails).

We retain account and content data for as long as your account is active. After account deletion, personal data is removed within 30 days, except where law requires longer retention (for example, invoices).

7. Sharing and subprocessors

We share data only with subprocessors that help us run the service - cloud hosting, AI model providers (OpenAI) for answer generation, payment processing (Stripe) and email delivery - each under a data processing agreement. A current list of subprocessors is available on request.

Our infrastructure and conversation data are hosted in the European Union. Where a subprocessor processes data outside the EU, those transfers are protected by standard contractual clauses.

8. Google Calendar (Appointments)

If you connect your Google Calendar to Chatixy - an optional feature you turn on per product - Chatixy asks for permission to view your free/busy times and to create and delete calendar events, and uses these only to power appointment scheduling.

Chatixy reads only your free/busy times so the chat assistant offers visitors slots that are genuinely open; it does not access the titles, descriptions, attendees or contents of your existing events. When a visitor books, Chatixy adds an event containing the service name, the visitor's name and any note the visitor left - never the visitor's email address or phone number. When a booking is cancelled, Chatixy deletes the event it created, and never changes or deletes events it did not create.

Chatixy stores the access and refresh tokens Google issues (encrypted at rest) and the connected account's email address, only to keep the connection working. Disconnecting Google Calendar in your dashboard permanently deletes these tokens and does not remove any events from your calendar.

Chatixy's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements. Google Calendar data is used only to provide the appointment scheduling feature described here; it is never sold, never used for advertising, and never shared with others except as needed to provide the feature, to comply with the law, or in connection with a merger or acquisition. No Chatixy employee accesses your Google Calendar data except with your explicit consent, for security, or where the law requires it.

9. Security

We protect data in transit with TLS encryption, and encrypt sensitive credentials and database backups at rest. We scope access to your data on a need-to-know basis and isolate each tenant’s knowledge base and conversations. No method of transmission or storage is completely secure, but we work continuously to safeguard the information you entrust to us.

10. Your rights

You can access, correct, export or delete your personal data at any time from your account settings or by contacting us. If you are in the EU/EEA, you also have the right to object to processing and to lodge a complaint with your supervisory authority.

11. Cookies

The dashboard uses strictly necessary cookies for authentication and session management. The marketing site uses a minimal, privacy-friendly analytics setup that does not track you across other sites.

12. Contact

For privacy questions or requests, contact us at info@chatixy.com or write to SIA Devoflex (reg. 40203700105), Latvia.