Privacy Policy - ChatVia

1. Introduction

Welcome to ChatVia ("we," "our," or "us"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

ChatVia is designed to help you create AI agents by ingesting your documents and using advanced AI technologies to provide contextual responses. We are committed to protecting your privacy and ensuring transparency about our data practices.

2. Information We Collect

2.1 Personal Information

Name and email address (for account creation)
Password (encrypted and stored securely)
Account settings and preferences

2.2 Content and Documents

Documents you upload for agent training
Chat conversations with your agents
Agent configurations and settings
Metadata associated with your content

2.3 Usage Information

Log data and usage patterns
Device information and IP addresses
Performance metrics and error reports

3. How We Use Your Information

3.1 RAG Processing

When you create training-based agents, ChatVia processes your documents through our RAG (Retrieval-Augmented Generation). This involves:

Document chunking and indexing
Vector embedding generation
Semantic search and retrieval
Context preparation for AI models

3.2 Service Provision

Creating and managing your AI agents
Processing chat requests and generating responses
Maintaining account security and authentication
Providing customer support

3.3 Improvement and Analytics

Improving our RAG system
Analyzing usage patterns to enhance user experience
Monitoring system performance and reliability

4. Third-Party AI Providers

ChatVia integrates with various AI providers to deliver our services. Your data will be processed by:

4.1 Data Processing Providers

OpenAI (GPT-4.1): For document processing (Privacy Policy: https://openai.com/policies/row-privacy-policy/)
Cohere (embed-4): For document embedding and processing (Privacy Policy: https://cohere.com/privacy)

Important Notice:

When using AI models from third-party providers, your chat interactions and document content may be subject to their respective privacy policies and data processing practices. We recommend reviewing these policies for full transparency on how your data is handled. However, none of the models we use collect your data for training purposes. To be certain, please refer to each model’s official privacy policy on their website.

4.2 No Training on Your Data

Important: We do not train AI models on your data. ChatVia uses RAG technology to find relevant information from your documents and send it to your chosen AI model for processing, but your data is not used to train or improve the underlying AI models.

5. Data Storage and Security

5.1 Storage Locations

Your documents are stored in secure, encrypted locations within the EU. We exclusively use Hetzner for both database and file storage.

5.2 Security Measures

Regular security audits and monitoring
Access controls and authentication protocols
Secure backup and disaster recovery procedures

6. Your Rights Under GDPR

If you are an EU resident, you have the following rights under the General Data Protection Regulation (GDPR):

Right to Access

Request a copy of your personal data we hold

Right to Rectification

Correct inaccurate or incomplete data

Right to Erasure

Request deletion of your personal data

Right to Portability

Transfer your data to another service

Right to Object

Object to processing of your personal data

Right to Restrict

Limit how we process your data

7. Data Retention and Deletion

We retain your data only as long as necessary to provide our services and comply with legal obligations:

Account Data: Retained while your account is active
Chat History: Retained according to your settings
Uploaded Documents: Retained until you delete them
Usage Logs: Retained until you delete your account

Easy Data Deletion

You can delete your data at any time through your account settings. When you choose to delete data, it is permanently removed from our systems immediately, including all documents, agents, and metadata (such as images) associated with your documents. This action cannot be undone, and once deleted, we cannot recover your account or its contents.

8. Cookies and Tracking

We use essential cookies and similar technologies to:

Maintain your login session
Remember your preferences
Ensure security and prevent fraud
Analyze usage patterns (with your consent)

9. Children's Privacy

ChatVia is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically for any changes.

11. Contact Us

If you have any questions about this Privacy Policy, want to exercise your rights, or need to contact our Data Protection Officer, please reach out to us:

Privacy Contact Information

Email: info@chatvia.ai

12. Legal Basis for Processing

Under GDPR, we process your personal data based on the following legal grounds:

Contract Performance: To provide ChatVia services you've requested
Legitimate Interest: To improve our services and ensure security
Consent: For optional features like analytics (where applicable)
Legal Obligation: To comply with applicable laws and regulations