Privacy Policy

1.Who this policy is for

This policy applies to two groups: our customers (the people and organizations who create Olotalk accounts) and the visitors who interact with an assistant powered by Olotalk on a customer’s website. Where an assistant processes visitor data, the customer operating the assistant is the party responsible for that data (the "controller"), and Olotalk acts as their service provider (the "processor").

2.Information we collect

From customers, we collect:

• Account information — name, email, company, role, and password (stored hashed).
• Billing information — plan, billing country, and transaction records. Card details are handled by our payment processors and are not stored by Olotalk.
• Content you connect — the pages, documents, and configuration you ingest so your assistant can answer from them.
• Usage and diagnostic data — how you use the dashboard, feature usage, and logs used to operate and secure the Service.

From assistant visitors, an assistant may process:

• The messages a visitor types and the conversation with the assistant.
• Technical data such as approximate location derived from IP, browser type, the page the assistant is on, and a session identifier.
• Any information a visitor voluntarily submits, such as an email address in a lead form.

3.How we use information

We use information to:

• provide, operate, secure, and improve the Service;
• generate answers, index content, and produce the analytics shown to customers;
• process payments and manage subscriptions;
• communicate with customers about their account, security, and service updates; and
• detect, prevent, and address abuse, fraud, and technical issues.

We do not sell personal information, and we do not use the private content or conversations of a customer’s assistant to train general-purpose AI models.

4.AI processing

To generate answers, we send the relevant portions of a customer’s connected content and a visitor’s question to third-party AI model providers for inference. We select providers that do not use this data to train their models on our behalf. Because AI providers may operate outside Canada, this processing may involve an international transfer (see below).

5.Cookies and similar technologies

The dashboard uses cookies that are necessary to sign you in and keep your session secure. An assistant uses a session identifier so a conversation can continue across messages. We keep cookie use minimal and functional; where consent is required for non-essential cookies, we rely on the customer operating the assistant to obtain it on their site.

6.Service providers we share with

We share information with vendors that help us run the Service, under agreements that limit their use of the data to providing services to us. These include categories such as:

• AI model providers, to generate answers;
• payment processors, to handle subscriptions and payments;
• cloud hosting and infrastructure, to run and store the Service; and
• email delivery, to send transactional messages.

We may also disclose information if required by law, to protect our rights or the safety of others, or in connection with a corporate transaction such as a merger or acquisition (with notice where required).

7.International transfers

Olotalk is based in Canada, and some of our service providers process data in other countries, including the United States. Where personal information is transferred outside your jurisdiction, we take steps to ensure it remains protected consistent with applicable law. By using the Service, you understand that your information may be processed in these locations.

8.Data retention

We retain account and content data for as long as your account is active, and for a reasonable period afterward as needed to comply with legal obligations, resolve disputes, and enforce our agreements. Assistant conversations, including visitor messages, are deleted once they pass the retention window included in the customer’s plan, which ranges from 30 days on the free tier to 24 months on our largest self-serve plan, with custom terms available for enterprise agreements. The same window governs how far back a customer can view that history, because once the window passes the data is deleted rather than hidden. If a customer moves to a shorter window, we hold the previous window open for a grace period and notify them first so they can export. Customers can export their conversations at any time on any plan. When you delete an assistant or your account, we delete or de-identify the associated content within a reasonable period, except where retention is required by law.

9.Security

We use administrative, technical, and organizational measures designed to protect information, including encryption in transit, access controls, and tenant isolation so one customer cannot access another’s data. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

10.Your rights

Depending on where you live, you may have rights to access, correct, delete, or port your personal information, to withdraw consent, or to object to certain processing. Canadian users have rights under PIPEDA and applicable provincial laws; users in the EEA/UK may have rights under the GDPR; California residents may have rights under the CCPA/CPRA.

Customers can manage much of their data directly in the dashboard. If an assistant visitor wants to exercise rights over data processed by an assistant, that request is usually directed to the customer operating the assistant; we will assist our customers in responding. To make a request to Olotalk directly, contact us using the details below.

11.Children’s privacy

The Service is not directed to children, and we do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will take appropriate steps to delete it.

12.Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the effective date above and, where appropriate, notify you. Your continued use of the Service after changes take effect means you accept the updated policy.

13.Contact us

For privacy questions or to exercise your rights, email us at [email protected]. See also our Terms of Service.