User Data Policy

1 Who we are and who this covers

• Smart Hub lets website owners add an automated reply assistant to their site. Two groups are covered by this policy:
• Customer: someone who creates an account with us and adds a query center to their website.
• Visitor: someone who uses the chat assistant on one of our customers' websites.

2 Data we collect from customers

• Account data: name, email, password (stored as an irreversible hash), and preferred interface language.
• Query center content: FAQs, knowledge base articles, texts, colors and allowed domains.
• Your AI provider API key, if you choose to add one.

3 Data collected from visitors

• The messages a visitor writes and the replies they receive, so the conversation works and the site owner can improve their content.
• A random visitor identifier stored in the visitor's browser to link their messages together. It contains no personal data and does not track the visitor across other websites.
• Limited technical data: IP address, browser type, and the page the assistant was loaded from — for security and abuse prevention.
• We do not ask visitors for identifying details, do not create accounts for them, and do not use their data for advertising.

4 AI provider keys

• Your API key is stored encrypted in our database.
• The key is never sent to a visitor's browser and is never shown again after saving; all provider calls are made from our server.
• You can delete the key at any time from the AI settings, and it is erased immediately.

5 Sharing with third parties

• If you enable AI, the visitor's message along with excerpts from your knowledge base is sent to the provider you chose (Anthropic, OpenAI or Google) to generate the reply, and that data is subject to that provider's policies.
• If you do not enable AI, your conversation data never leaves our servers.
• We do not sell your data or your visitors' data, and we do not share it for marketing.

6 Cookies and local storage

• The dashboard uses a strictly necessary cookie only to keep you signed in.
• The chat assistant stores the visitor identifier, conversation id and chosen language in the visitor's browser to preserve context. We use no tracking or advertising cookies.

7 Platform team access

• The platform admin panel is designed to show aggregate numbers only: counts of users, centers and conversations, and answer-source percentages.
• The admin panel does not display visitor conversation text, and our team does not read conversation content in the normal course of operations.
• We may access specific data only at your explicit request for support, or where legally required.

8 Retention and deletion

• Your data is retained for as long as your account exists.
• Deleting a query center permanently deletes its FAQs, articles, conversations and all their messages.
• Deleting your account permanently deletes all your centers and their data. This cannot be undone.

9 How we protect data

• All traffic is encrypted over HTTPS, and AI keys are encrypted at rest.
• Each customer sees only their own data; access to any center is restricted to its owner.
• You can restrict the assistant to your own domains, and a message rate limit prevents abuse.

10 Your rights

• View and correct your data from the dashboard at any time.
• Delete your content or your entire account whenever you wish.
• Contact us with any question about data relating to you.

11 Your responsibility towards visitors

• As the site owner you are the controller of your visitors' data and we process it on your behalf.
• It is your responsibility to inform your visitors that a chat assistant is present and that their messages are recorded, in line with the regulations applicable in your country.
• Avoid placing sensitive data in your knowledge base or FAQs, as it may be shown to any visitor.

12 Changes to this policy

• We may update this policy as we add features, and we will change the last-updated date above. Continuing to use the platform after an update means you accept it.

13 Contact us

For any question about your data or this policy, contact us at: support@my-zone.space