Privacy Policy

1. Introduction

Welcome to HelloChippy ("we," "our," or "us"). We are committed to protecting your privacy and handling your data in an open and transparent manner.

This Privacy Policy explains how HelloChippy collects, uses, stores, and protects your personal information when you use our AI assistant software service (the "Service") available at hellochippy.com and app.hellochippy.com.

By using HelloChippy, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

2.1 Information You Provide Directly

Account Information:

• Name
• Email address
• Phone number (optional)
• Business name
• Billing address
• Payment information (processed securely through Stripe)

Service Configuration:

• Website URL
• Business information (services, pricing, hours)
• Uploaded documents (PDFs, FAQs, training materials)
• Calendar integration credentials (Google, Outlook, Apple)
• Custom branding preferences (logo, colors)

2.2 Information Collected Automatically

Usage Data:

• Conversation logs between your AI assistant and your customers
• Number of conversations and messages
• Response times and booking completion rates
• Feature usage analytics
• Device information (browser type, operating system)
• IP addresses
• Log data (access times, pages viewed)

Customer Interaction Data:

• Questions asked by your website visitors
• Booking requests and appointment details
• Customer contact information provided during conversations (name, email, phone, preferences)

2.3 Information from Third Parties

Calendar Integration Data:

• Calendar availability from Google Calendar, Outlook, or Apple Calendar
• Meeting details and attendee information

Payment Processing:

• Payment confirmation and transaction details from Stripe (we do not store full credit card numbers)

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 To Provide and Maintain the Service

• Deliver AI-powered customer assistance on your website
• Process and manage appointment bookings
• Sync with your calendar systems
• Train and improve your AI assistant's responses
• Send service notifications and updates

3.2 To Process Payments

• Manage subscriptions and billing
• Process payments securely through Stripe
• Send invoices and payment receipts
• Handle refunds and billing disputes

3.3 To Improve Our Service

• Analyze usage patterns to enhance features
• Monitor service performance and uptime
• Troubleshoot technical issues
• Develop new features and improvements

3.4 To Communicate With You

• Respond to your support requests
• Send important service updates
• Provide training and onboarding assistance
• Share product updates and new features (you can opt out)

3.5 To Ensure Security and Prevent Fraud

• Detect and prevent security threats
• Monitor for suspicious activity
• Enforce our Terms of Service
• Comply with legal obligations

4. Data Sharing and Disclosure

We respect your privacy and do not sell your personal information to third parties.

4.1 Service Providers

We share data with trusted third-party service providers who help us operate our business:

Hosting & Infrastructure:

• Cloud hosting providers (for data storage and processing)
• Content delivery networks (for faster service delivery)

Payment Processing:

• Stripe (payment processing - see Stripe's Privacy Policy)

AI Services:

• Google Gemini API (for AI conversation processing)
• Conversation data is processed but not used to train Google's public models

Communication:

• Email service providers (for notifications and support)
• SMS providers (if you enable text notifications)

Analytics:

• Usage analytics platforms (anonymized data only)

All service providers are contractually required to protect your data and use it only for the purposes we specify.

4.2 Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Court orders or legal process
• Government or regulatory requests
• Protection of our rights, property, or safety
• Investigation of fraud or security issues
• Compliance with applicable laws and regulations

4.3 Business Transfers

If HelloChippy is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

4.4 With Your Consent

We may share your information with other parties when we have your explicit consent to do so.

5. Data Storage and Security

5.1 Where We Store Your Data

Data Location:

• Primary servers located in Canada and United States
• Backup servers in secure data centers
• All data encrypted in transit and at rest

5.2 Security Measures

We implement industry-standard security measures to protect your data:

Technical Safeguards:

• SSL/TLS encryption for all data transmission
• Encrypted database storage
• Regular security audits and penetration testing
• Secure API authentication
• Access controls and authorization systems

Organizational Safeguards:

• Limited employee access to personal data
• Background checks for team members with data access
• Regular security training
• Incident response procedures

Despite our efforts, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

5.3 Data Retention

Active Accounts:

• We retain your data for as long as your account is active

Closed Accounts:

• Upon account closure, we delete your data within 90 days
• Some data may be retained longer for legal or accounting purposes
• Anonymized analytics data may be retained indefinitely

Conversation Logs:

• Retained for the duration of your subscription
• Available for export at any time
• Deleted within 90 days of account closure

6. Your Rights and Choices

You have the following rights regarding your personal information:

6.1 Access and Portability

• Request a copy of your personal data
• Export your conversation logs and analytics
• Receive data in a structured, machine-readable format

6.2 Correction and Updating

• Update your account information at any time
• Correct inaccurate or incomplete data
• Modify your AI training data and responses

6.3 Deletion

• Request deletion of your account and data
• We will comply within 90 days
• Some data may be retained for legal obligations

6.4 Opt-Out Options

• Unsubscribe from marketing emails (service emails required for account management)
• Disable certain analytics tracking
• Opt out of data sharing with specific service providers (may limit functionality)

6.5 Data Protection Rights (GDPR, PIPEDA)

For users in the European Union or Canada, you have additional rights:

• Right to object to data processing
• Right to restrict processing
• Right to withdraw consent
• Right to lodge a complaint with supervisory authorities

To exercise any of these rights, contact us at: privacy@hellochippy.com

7. Cookies and Tracking Technologies

7.1 What We Use

Essential Cookies:

• Authentication and session management
• Security features
• Service functionality

Analytics Cookies:

• Usage statistics and performance monitoring
• Feature adoption tracking
• Error logging

We do not use advertising or tracking cookies.

7.2 Managing Cookies

You can control cookies through your browser settings. Disabling essential cookies may affect service functionality.

8. Third-Party Links

Our Service may contain links to third-party websites (e.g., your business website, calendar services). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

9. Children's Privacy

Our Service is not intended for children under 13 (or 16 in the EU). We do not knowingly collect personal information from children. If we discover we have collected data from a child, we will delete it immediately.

If you believe a child has provided us with personal information, contact us at: privacy@hellochippy.com

10. International Data Transfers

If you are accessing our Service from outside Canada or the United States, your data may be transferred to and processed in these countries. We ensure appropriate safeguards are in place for international transfers.

For EU users: We comply with GDPR requirements for international data transfers, including Standard Contractual Clauses where applicable.

11. California Privacy Rights (CCPA)

If you are a California resident, you have the right to:

• Know what personal information is collected
• Know whether personal information is sold or disclosed (we do not sell personal information)
• Access your personal information
• Request deletion of your personal information
• Opt-out of the sale of personal information (not applicable, as we don't sell data)
• Non-discrimination for exercising your rights

To exercise these rights, contact us at: privacy@hellochippy.com

12. Canadian Privacy Rights (PIPEDA)

For Canadian users, we comply with PIPEDA requirements:

• Consent for collection, use, and disclosure
• Limited collection to necessary purposes
• Accuracy of personal information
• Safeguards for personal information
• Openness about privacy practices
• Individual access to personal information
• Complaint procedures

Privacy Commissioner of Canada: Contact if you have concerns about our privacy practices

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date.

Material changes will be communicated via:

• Email notification
• In-app notification
• Prominent notice on our website

Continued use of the Service after changes constitutes acceptance of the updated Privacy Policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices: