Privacy Policy

Last updated: July 23, 2026

This Privacy Policy explains how eChatbot (“we”, “us”, or “our”) collects, uses, and shares information when you use our websites, applications, and related services (the “Service”).

1. Who we are

eChatbot is a software platform that helps businesses create RAG (retrieval-augmented generation) chatbots from their own documents and embed them on websites. Contact for privacy questions: privacy@echatbot.ecpvn.com.

2. Information we collect

We may collect:

• Account information — name, email address, password (stored hashed), and profile details you provide.
• Workspace & product data — chatbot settings, uploaded documents and derived chunks, conversation logs, analytics aggregates, billing-related metadata, and similar content you submit to the Service.
• API keys you provide (BYOK) — third-party AI provider keys you choose to save. Keys are encrypted at rest. We use them only to call the providers you select on your behalf.
• Technical data — IP address, browser type, device information, approximate location derived from IP, cookies or similar technologies, and log data needed to operate and secure the Service.
• Communications — messages you send us for support or other inquiries.

3. How we use information

We use information to:

• Provide, operate, maintain, and improve the Service;
• Authenticate users, secure accounts, and prevent abuse;
• Process documents for embeddings/search and generate chatbot responses using your configured providers;
• Provide analytics and conversation history within your workspace;
• Communicate about the Service (transactional emails, important notices);
• Comply with law and enforce our Terms.

4. AI providers and BYOK

When you use chat or document embedding features, prompts, document chunks, and related content may be sent to the AI provider(s) you configure (for example OpenAI, Google, Anthropic, or xAI) using your API keys. Those providers process data under their own terms and privacy policies. We do not sell your AI usage as a separately billed token product; usage costs are charged by those providers to your accounts.

5. How we share information

We do not sell your personal information. We may share information with:

• Service providers that help us host, operate, email, monitor, or secure the Service (under contractual confidentiality obligations);
• AI providers you choose, as needed to fulfill your requests;
• Payment processors if you purchase paid features (they process payment details under their policies);
• Authorities when required by law or to protect rights, safety, and security;
• Successors in connection with a merger, acquisition, or asset transfer, subject to appropriate protections.

Workspace members you invite may access content within that workspace according to their roles.

6. Cookies and similar technologies

We use cookies and similar technologies for authentication, security, preferences, and (where enabled) optional analytics or marketing measurement. You can control cookies through your browser settings; disabling some cookies may affect Service functionality.

7. Data retention

We retain account and workspace data for as long as your account is active and as needed to provide the Service, resolve disputes, and meet legal obligations. You may delete documents, chatbots, or your account subject to product controls and residual backup retention for a limited period.

8. Security

We implement administrative, technical, and organizational measures designed to protect information, including encryption of stored API keys and access controls. No method of transmission or storage is completely secure; please use strong passwords and protect your credentials.

9. International transfers

We may process information in countries other than where you live. Where required, we use appropriate safeguards for cross-border transfers.

10. Your rights and choices

Depending on your location, you may have rights to access, correct, delete, or export personal data, or to object to or restrict certain processing. To exercise rights, contact privacy@echatbot.ecpvn.com. You may also unsubscribe from non-essential marketing emails where applicable.

11. Children’s privacy

The Service is not directed to children under 16 (or the minimum age required in your jurisdiction). We do not knowingly collect personal information from children.

12. Changes

We may update this Privacy Policy from time to time. We will post the updated version and revise the “Last updated” date. Continued use of the Service after changes become effective constitutes acceptance of the updated policy where permitted by law.

13. Contact

Questions about this Privacy Policy: privacy@echatbot.ecpvn.com.