Legal Terms & Privacy Policies

At ChatRep, we prioritize your privacy and are committed to safeguarding your personal information. Our comprehensive Terms of Service and Privacy Policy provide clear terms regarding data collection, usage, and protection, ensuring transparency and trust in every interaction.

Effective Date: 07/03/2024

Table of Contents

  • Introduction
  • Data Protection Contact
  • How we collect and use your personal information
  • Use of the ChatRep website
  • Cookies and tracking technologies
  • Sharing information with third parties
  • Processing personal data in the U.S.
  • Data Subject rights
  • Security of your information
  • Data storage and retention
  • Children’s data
  • Questions or concerns?

 

Introduction

ChatRep is a platform designed to help businesses create and implement AI chatbots on their websites and various other channels. Our services are used to automate customer support, generate leads, boost sales, and address other business needs.

We understand the importance of your personal privacy and are committed to protecting it. This Privacy Notice outlines ChatRep’s policies and practices concerning the collection and use of your personal data, and it defines your privacy rights. We acknowledge that maintaining information privacy is an ongoing responsibility, and we will periodically update this Privacy Notice as we develop new data practices or introduce new privacy policies.

ChatRep is based in Raleigh, North Carolina, USA. We are dedicated to safeguarding personal data and complying with all relevant data protection laws.If you have any questions or concerns about ChatRep’s data protection policies or practices, or if you wish to exercise your privacy rights, please reach out to our data protection team. You can contact us using the following details:

 

Data Protection Contact:

We encourage you to contact us with any inquiries regarding the processing of your personal data, and our team will respond promptly.

 

How we collect and use your personal information

ChatRep gathers personal information from its website visitors and customers. Generally, this information includes:

  • Name
  • Email address
  • Phone Number
  • Company Name
  • Job title

We use this information to deliver our services to prospects and customers. We do not sell personal information to anyone and only share it with third parties involved in providing our services.

Occasionally, ChatRep may receive personal information about individuals from third parties. Typically, this includes additional details about your employer or industry. We may also collect your personal data from third-party websites, such as LinkedIn.

 

Use of the ChatRep Website

Like most websites, ChatRep’s website automatically collects certain information and stores it in log files. This information may include internet protocol (IP) addresses, the region or general location where your computer or device is accessing the internet, browser type, operating system, and other usage details about your interaction with ChatRep’s website, including a history of the pages you view.

We use this data to help design our site to better meet our users’ needs. Additionally, we may use your IP address to diagnose server issues, administer our website, analyze trends, track visitor movements, and gather broad demographic information to identify visitor preferences.

ChatRep has a legitimate interest in understanding how members, customers, and potential customers use its website. This helps us provide more relevant products and services, communicate value to our sponsors and corporate members, and ensure appropriate staffing to meet the needs of our members and customers.

 

Cookies and tracking technologies

ChatRep provides a detailed Cookie Policy that outlines the cookies and tracking technologies used on our website. It also offers information on how users can manage their cookie preferences. To view the Cookie Policy, please click here.

 

Sharing information with third parties

The personal information ChatRep collects from you is stored in one or more databases hosted by third parties located in the United States. These third parties do not use or access your personal information except for cloud storage and retrieval purposes. Occasionally, ChatRep engages third parties to send you information about our products, services, and events.

We do not disclose your personal data to non-ChatRep entities for their independent use unless: (1) you request or authorize it; (2) it’s in connection with ChatRep-hosted or ChatRep co-sponsored events as mentioned above; (3) the information is required to comply with legal obligations (such as compliance with a search warrant, subpoena, or court order), enforce agreements with you, or protect our rights, property, or safety, or that of our employees or others; (4) the information is provided to our agents, vendors, or service providers performing functions on our behalf; (5) to address emergencies or acts of God; or (6) to resolve disputes, claims, or to those with legal authority to act on your behalf.

We may also compile aggregated data about our services and website visitors, and share this non-personally identifiable information with our partners, service providers, advertisers, and other third parties for marketing or promotional purposes.

 

Processing personal data in the U.S.

ChatRep is headquartered in the United States, and the information we collect about you will be processed there. By using ChatRep’s services, you acknowledge that your personal information will be processed in the United States. The U.S. has not been granted a finding of “adequacy” by the European Union under Article 45 of the GDPR. However, in accordance with Article 46 of the GDPR, ChatRep ensures appropriate safeguards by incorporating binding, standard data protection clauses, which are enforceable by data subjects in the EEA and the UK. These clauses have been updated based on the European Data Protection Board’s guidance and will be revised when new draft model clauses are approved.

Depending on the situation, ChatRep may also collect and transfer personal data to the U.S. based on consent, to fulfill a contract with you, or to pursue a compelling legitimate interest that does not override your rights and freedoms. ChatRep applies suitable safeguards to protect the privacy and security of your personal data and to use it only in ways consistent with your relationship with ChatRep and as described in this Privacy Notice. Additionally, ChatRep enters into data processing agreements and model clauses with its vendors whenever feasible and appropriate. Since its inception, ChatRep has not received any government requests for information.

For more information or if you have any questions, please contact us at privacy@chatrep.com

 

Data Subject rights

The European Union’s General Data Protection Regulation (GDPR) and various other privacy laws grant specific rights to data subjects. Under the GDPR, these rights include:

  • Right to be informed
  • Right of access
  • Right to rectification
  • Right to erasure
  • Right to restrict processing
  • Right to data portability
  • Right to object
  • Rights related to automated decision-making, including profiling

This Privacy Notice aims to inform you about the personal data ChatRep collects and how it is used. If you wish to confirm that ChatRep is processing your personal data or access the personal data we may have about you, please contact us.

You may also request information about the purpose of the processing, the categories of personal data concerned, any recipients outside ChatRep who might have received your data, the source of the information (if not provided directly by you), and the retention period. You have the right to correct any inaccuracies in your personal data held by ChatRep. You may also request the erasure of your data or the cessation of its processing, subject to certain exceptions, and you can opt-out of data usage for direct marketing purposes. In many countries, you have the right to lodge a complaint with the relevant data protection authority if you have concerns about how ChatRep handles your personal data. When technically feasible, ChatRep will provide your personal data to you upon request.

Reasonable access to your personal data will be provided at no cost. If access cannot be provided within a reasonable timeframe, ChatRep will inform you of the date when the information will be available. If access is denied, ChatRep will provide an explanation for the denial.

For questions or complaints about the processing of your personal data, you can email us at privacy@chatrep.com. If you are located in the European Union, you may also contact the European Data Protection Supervisor or your nation’s data protection authority.

 

Data storage and retention

Your personal data is stored by ChatRep on its servers and on the servers of the cloud-based database management services that ChatRep utilizes.

ChatRep retains service data for the duration of the customer’s business relationship with ChatRep and for a period thereafter to analyze the data for operational purposes and for historical and archival purposes related to ChatRep services.

Prospect data is retained until it no longer holds business value and is purged from ChatRep systems. All personal data under ChatRep’s control can be deleted upon a verified request from data subjects or their authorized agents.
For more information on where and how long your personal data is stored, and to learn more about your rights to erasure and data portability, please contact us at privacy@chatrep.com.

 

Children’s data

We do not knowingly solicit or collect information from children.

 

Questions or concerns?

If you have any questions, concerns, or wish to exercise your rights, please contact us at:

ChatRep, Inc.
1332 Caistor Ln. Raleigh, NC 27614 USA
privacy@chatrep.com

 

Effective Date: 07/03/2024

 

Table of Contents

  1. Introduction
  2. Account
  3. Service
  4. Content Ownership
  5. Payment
  6. Cancellation
  7. Services & Pricing

 

1. Introduction

We are ChatRep, Inc. (“Company,” “we,” “us,” “our,” “service”).

These terms and conditions govern your use of ChatRep and all its services; by using this website, you accept these terms and conditions in full and without reservation. If you disagree with these terms and conditions or any part of these terms and conditions, you must not use this website. If you enter into this agreement on behalf of a company or other legal entity, the terms “you” and “your” shall refer to that entity. By signing up, you acknowledge that you have the authority to agree to these terms on behalf of the entity.

Any changes to the Terms of Service will be posted on the website before the new terms become effective. Any new features released by ChatRep shall be subject to the Terms of Service. Continued use of the service after any such changes shall constitute your consent to such changes.

Violation of any of the terms below may result in the termination of your account.

 

2. Account

You may not use ChatRep for illegal or unauthorized purposes, including violations of copyright and trademark laws. You are responsible for keeping your username, password, and API keys secure. ChatRep is not liable for any damage resulting from security issues due to your failure to do so. You must be 13 years or older to use ChatRep.

 

3. Service

  1. Your use of the service is at your sole risk. The service is provided on an “as is” and “as available” basis.
  2. Support for ChatRep services is only available in English, via email at support@chatrep.com. We provide no guarantees for the level of support unless stipulated by an additional contract or SLA.
  3. You understand that ChatRep uses third-party vendors and hosting partners to provide the necessary hardware, software, networking, storage, and related technology required to run the service.
  4. You must not modify, adapt, or hack the service or modify another website to falsely imply that it is associated with the service, ChatRep, or any other ChatRep service. You agree not to reproduce, duplicate, copy, sell, resell, or exploit any portion of the service, use of the service, or access to the service without the express written permission of ChatRep.
  5. We may, but have no obligation to, remove content and accounts containing content that we determine in our sole discretion are unlawful, offensive, threatening, libelous, defamatory, pornographic, obscene, or otherwise objectionable, or that violate any party’s intellectual property or these Terms of Service.
  6. Verbal, physical, written, or other abuse (including threats of abuse or retribution) of any ChatRep customer or employee will result in immediate account termination.
  7. You understand that the technical processing and transmission of the service, including your content, involves (a) transmissions over various networks; and (b) changes to conform and adapt to the technical requirements of connecting networks or devices.
  8. You must not upload, post, host, or transmit unsolicited emails, SMSs, or “spam” messages. You must not transmit any worms or viruses or any code of a destructive nature.
  9. If your bandwidth usage significantly exceeds the average bandwidth usage (as determined solely by ChatRep) of other ChatRep customers, we reserve the right to immediately disable your account or throttle your chatbot or file uploads until you can reduce your bandwidth consumption.
  10. ChatRep does not warrant that (i) the service will meet your specific requirements, (ii) the service will be uninterrupted, timely, secure, or error-free, (iii) the results that may be obtained from the use of the service will be accurate or reliable, (iv) the quality of any products, services, information, or other material purchased or obtained by you through the service will meet your expectations, and (v) any errors in the service will be corrected.
  11. Removal of our chatbot branding or logo using CSS or JavaScript without subscribing to the applicable plan is prohibited.
  12. You expressly understand and agree that ChatRep shall not be liable for any direct, indirect, incidental, special, consequential, or exemplary damages, including but not limited to, damages for loss of profits, goodwill, use, data, or other intangible losses (even if ChatRep has been advised of the possibility of such damages), resulting from: (i) the use or the inability to use the service; (ii) the cost of procurement of substitute goods and services resulting from any goods, data, information, or services purchased or obtained or messages received or transactions entered into through or from the service; (iii) unauthorized access to or alteration of your transmissions or data; (iv) statements or conduct of any third-party on the service; (v) or any other matter relating to the service.
  13. You must not attempt to reverse engineer, read, or modify any ChatRep code, or any code in a third-party package being used by ChatRep. This includes any code, configuration, or tools specifically related to the build process.
  14. The failure of ChatRep to exercise or enforce any right or provision of the Terms of Service shall not constitute a waiver of such right or provision. The Terms of Service constitute the entire agreement between you and ChatRep and govern your use of the service, superseding any prior agreements between you and ChatRep (including, but not limited to, any previous versions of the Terms of Service). You agree that these Terms of Service and your use of the service are governed under U.S. law.
  15. Questions about the Terms of Service should be sent to support@chatrep.com.

 

4. Content Ownership

  1. Your content is and will always remain your content. We claim no intellectual property rights over your content and will never sell it to other companies.
  2. Your content, data sources, and any inputs and outputs by the chatbots will not be used by OpenAI for their AI language models, as outlined by their data privacy terms. OpenAI’s products, such as ChatGPT, will not access or use your data.
  3. You understand that you are solely responsible for Your Content. You represent that you have all necessary rights to all parts of Your Content and that you’re not infringing or violating any third party’s rights by posting it.
  4. The AI will use the data sources you add to provide accurate answers to questions asked by users of your chatbot. Your data will not be accessed or shared with other chatbots and customers. OpenAI will not use any inputs and outputs to train their language models, as stated above.
  5. You give us the right to display your chatbot publicly, such as when you embed the chatbot on your website or share the chatbot with others, respecting the privacy levels you set for the chatbot.
  6. ChatRep does not screen or approve content. ChatRep holds the copyright to the look and feel of the service. While you can extract your content anytime, you cannot copy any portion of our service’s HTML, CSS, JS, and code.
  7. If you publish a testimonial or review about ChatRep, either directly or indirectly through third-party platforms, you give us the right to use it for marketing purposes, such as by displaying it on our website.
  8. Any documents you upload as data sources will be permanently deleted from our servers once processed. If the document is not processed, for example, due to an error, it is automatically deleted from our servers within seven days of upload.

 

5. Payment

  1. Upgrading from the free version/trial to any payment plan will result in immediate billing. Unless otherwise agreed, you will be billed monthly or annually. Payment will be billed on (or as near as possible) the day of the month or year you initially upgraded.
  2. All payments under $500/month must be paid via credit card on the ChatRep website. Companies on higher plans may request invoice payment, which will be billed regularly. Payment must be completed within 7 days.
  3. All fees are exclusive of all taxes, levies, or duties imposed by taxing authorities, and you shall be responsible for payment of all such taxes, levies, or duties.
  4. For any upgrade in plan level during a billing cycle, the credit card you provided will automatically be charged a prorated amount immediately for the remaining period of the billing cycle. For any downgrade in plan level, the new plan will take effect from the next billing cycle. You will not receive a prorated refund for the difference in the downgrade. If a plan is cancelled partially through a billing cycle, the user will not receive a prorated refund for the remaining days in the plan, unless the user is within the refund period as set out by our Refund Policy.
  5. We will do our best to process refunds fairly based on your service usage

6. Cancellation

  1. You are solely responsible for properly canceling your account. An email or phone request to cancel your account is not considered cancellation. You can cancel your account anytime by clicking on the “Cancel subscription” button on the Billing & Usage page of your account.
  2. All of your content will be scheduled for deletion shortly after your subscription ends. This information cannot be recovered.
  3. If you cancel the service before the end of the billing cycle, your subscription will remain active until the end of the billing period, after which it will be canceled immediately and you won’t be billed unless you reactivate the subscription.
  4. ChatRep, in its sole discretion, has the right to suspend or terminate your account and refuse any and all current or future use of ChatRep for any reason at any time. Such termination of the service will result in the deactivation or deletion of your account or your access to your account, and the forfeiture and relinquishment of all content in your account. ChatRep reserves the right to refuse service to anyone for any reason at any time.
  5. In the event that ChatRep takes action to suspend or terminate an account, we will make a reasonable effort to provide the affected account owner with a copy of their account contents upon request, unless the account was suspended or terminated due to unlawful conduct.

7. Services & Pricing

  1. ChatRep reserves the right at any time and from time to time to modify or discontinue, temporarily or permanently, the service (or any part thereof) with or without notice.
  2. Prices of the services, including but not limited to monthly and annual subscription fees to the service, are subject to change at any time for new, free, or trial customers.
  3. ChatRep shall not be liable to you or to any third party for any modification, price change, suspension, or discontinuation of the service.