Privacy Statement

Last modified: July 19, 2024

  • Introduction
  • Types of personal data
  • Collecting personal data
  • Use of personal data
  • Disclosure to third parties
  • Cross-Border processing
  • Storage of personal data
  • Your privacy rights
  • Personal data security
  • Privacy statement update
  • Links to other websites
  • The use of Artificial Intelligence

1. Introduction

This privacy statement (hereinafter referred to as “Privacy Statement”) applies, among other things, to (i) our website www.autochat.ai (hereinafter referred to as the “Website”) and (ii) all (commercial) relationships between AutoChat and its customers, prospects, and business partners. This Privacy Statement contains, among other things, information about the personal information AutoChat collects, as well as how AutoChat uses and processes that personal information. AutoChat wishes to emphasize that it endeavors at all times to act in accordance with the “Privacy Laws,” viz. (i) The Belgian Privacy Act of December 8, 1992, on the protection of privacy with respect to the processing of personal data, (ii) EU Regulation 2016/679 of April 27, 2016, also known as GDPR, on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC and (iii) the (future) Belgian legislation regarding the implementation of the aforementioned Regulation. Visiting the Website implies your express consent (through communication of your personal data or subscription to the newsletter) to the Privacy Statement and thus to the way AutoChat collects, uses and processes your personal data.

2. Types of personal data

AutoChat may collect and process the following personal data:

End users (clients and prospects of our clients):

  • Name and first name
  • Address details
  • Email address
  • Phone number/GSM number

Users (employees of our clients):

  • Name and first name
  • Address details
  • Email address
  • Phone number/GSM number

Username and Password

Free data:

Any other personal data voluntarily transferred to AutoChat (e.g., during correspondence)

AutoChat also automatically collects anonymous information regarding the use you make of the Website. AutoChat, for example, will automatically log which parts an end user visits of the Website, which web browser you use, which website you were visiting when you accessed the Website. We cannot identify you from this data, but it allows AutoChat to compile statistics regarding the use of the Website and optimise it.

3. Method of Collecting Personal Data

This personal data is collected at or in connection with:

  • Visiting the Website
  • A partnership with AutoChat
  • Correspondence with and outgoing from AutoChat
  • Visit of our company building
  • Creating a (demo) account
  • Requesting a quote, information, or demonstration
  • Subscribing to the newsletter
  • Your use of AutoChat’s services, whether through the Website or otherwise, and whether or not through our products, solutions
  • Registering for trainings, events, etc.
  • Exchanging business cards
  • The verification of your identity (e.g., during a visit)

The personal data collected by AutoChat is thus expressly and voluntarily provided by you. Providing certain personal data is (sometimes) a prerequisite to enjoy certain services (e.g., to access certain parts of the Website, to subscribe to newsletters, to participate in certain activities and events). This indicates which data are mandatory to fill in and which are optional. As an admin user of our solutions, you yourself are the administrator of, and therefore responsible for, keeping your employees’ user accounts up-to-date within our application. In creating the user accounts of yourself and your employees, you grant permission to use the personal data of the aforementioned individuals for the purposes described in Section 3 Use of Personal Data.

4. Use of personal data

AutoChat may use your personal data for the following purposes:

  • The execution of an agreement with AutoChat (including its follow-up)
  • Answering questions (whether or not asked via contact form)
  • Optimising the quality, management, and content of the Website
  • Sending newsletters
  • Sending out invitations to events
  • Statistical purposes
  • The creation of a (demo) account and its confirmation
  • Providing support/assistance (e.g., in case of problems)
  • Sending targeted marketing and advertising, updates and promotional offers based on your communication preference and – if applicable – based on your explicit approval
  • Conducting customer satisfaction surveys, surveys and other market research studies
  • Registration of visitors to our company building
  • Confirmation of registration for a training course, seminar, event, etc.
  • Sending invoices and collecting payments

Processing takes place on the following legal grounds, as appropriate:

  • You have consented to the processing of your personal data for one or more specific purposes
  • The processing is necessary for the performance of the contract with AutoChat or to take measures at your request prior to the conclusion of a contract
  • The processing is necessary to comply with a legal obligation incumbent on AutoChat
  • The processing is necessary to protect your vital interests or those of another natural person
  • The processing is necessary for the performance of a task carried out in the public interest
  • The processing is necessary for the protection of the legitimate interests of AutoChat or a third party, except where your interests or fundamental rights and freedoms requiring the protection of personal data outweigh those interests (especially if you are a minor)

5. Disclosure of personal data to third parties

AutoChat will not disclose your personal data to third parties, except when it is necessary in connection with the performance of the agreement and its optimization (such as for maintenance work, processing payments, sending deliveries, in connection with database management, for providing services to AutoChat but not limited to AutoChat. If it is necessary for AutoChat to disclose your personal information to third parties in this regard, the third party is obligated to use your personal information in accordance with the terms of this Privacy Statement.

Notwithstanding the foregoing, however, AutoChat may disclose your personal information:

  • To the competent authorities (i) when AutoChat is required to do so by law or in connection with any legal or prospective legal proceeding and (ii) to indemnify and defend the rights of AutoChat.
  • When AutoChat or substantially all of its assets are acquired by a third party, in which case your personal data collected by AutoChat will be one of the transferred assets.

In all other cases, AutoChat will not sell, rent or disclose your personal information to third parties, except when they are (i) obtained your consent to do so and (ii) have concluded a data processing agreement with the relevant third party, which contains the necessary guarantees regarding confidentiality and privacy-compliant treatment of your personal data.

6. Cross-Border processing of personal data

Any transfer of personal data outside the European Economic Area (EEA) to a recipient resident or domiciled in a country not covered by an adequacy decision issued by the European Commission will be governed by provisions of a data transfer agreement that either (i) will contain the standard contractual clauses set forth in the “Decision of the European Commission of February 5, 2010 (Decision 2010/87/EC),” or (ii) provide appropriate safeguards through any other mechanism under the Privacy Act or any other regulations governing the processing of personal data.

7. Storage of personal data

Unless when a longer retention period is required or justified (i) by law or (ii) through compliance with another legal obligation, AutoChat will retain your personal data only for the period necessary to achieve and fulfill the purposes described in this Privacy Statement under “III. Use of Personal Data.”

8. Your privacy rights

In connection with the processing of your personal data, you have the following privacy rights:

  • Right to access your personal data;
  • Right to rectification, completion, or update of your personal data;
  • Right to deletion of your personal data (complete deletion) AutoChat does remind you in this context that certain services will no longer be accessible or can be provided, if you delete or have deleted certain necessary personal data);
  • Right to limit the processing of your personal data;
  • Right to portability of your personal data;
  • Right to object/resist the processing of your personal data.

If you wish to exercise your privacy rights, please contact our DPO (Data Protection Officer): dpo@autochat.ai.

In principle, you can exercise these rights free of charge at the above e-mail address. Moreover, you can always verify, update, and/or modify your personal data that you were required to communicate when creating your account. If you no longer wish to receive newsletters or information about AutoChat’s services, you may unsubscribe at any time by clicking the “unsubscribe” button provided at the bottom of each email from AutoChat.

9. Personal data security

AutoChat undertakes to implement appropriate and reasonable physical, technological, and organisational security measures for the purpose of preventing (i) unauthorized or unlawful access to your personal data, as well as (ii) loss, misuse, or alteration of your personal data. AutoChat will store all personal data it has collected in the cloud with data centers in the EU, Onsite. Notwithstanding (i) AutoChat’s security policies, (ii) the controls it implements and (iii) the actions it takes in this context, a foolproof level of security cannot be guaranteed. No method of transmission or transfer over the Internet nor any method of electronic storage is 100% secure, so AutoChat in this framework cannot guarantee absolute safety. Finally, the security of your account will also depend in part on the confidentiality of your password and other account information. AutoChat will never ask for your password, nor will you be required to disclose it yourself. If you have nonetheless disclosed your password to a third party, that third party will use your password to access your account and your personal data. In that case, you are personally liable for the actions taken through the use made of your account. Therefore, AutoChat strongly recommends that you change your password immediately if you determine that someone has access to your account, and contact AutoChat immediately.

10. Privacy statement update

AutoChat has the right to update this Privacy Statement by posting a new version on the Website. It is highly recommended that you regularly check the Website and the relevant page on which the Privacy Statement appears to ensure that you are aware of any changes.

11. Links to other websites

The Website may potentially contain hyperlinks to other websites. When you click on one of these links, you may be going to another website or Internet resource that could knowingly or through cookies or other technologies collect information about you. AutoChat assumes no responsibility, liability, or power of control over these other websites or Internet resources, nor over their collection, use, and dissemination of your personal information. You should review the privacy policies of these other websites and Internet resources to determine whether they comply with the Privacy Act.

12. The use of Artificial Intelligence (AI)

AutoChat does not transmit personal information through the ChatGPT web interface. AutoChat only uses the ChatGPT API to support the analysis of communication with end users, with the sole purpose of improving the user experience for its users; in doing so, ChatGPT guarantees, through the Data Processing Agreement with AutoChat, to comply with European GDPR regulations.

13. Questions

If you have any questions about the Privacy Statement or how AutoChat collects, uses, or processes your personal data, please contact us via email at support@autochat.ai. If you are dissatisfied with the way AutoChat has handled these questions or comments, or if you have any complaints about the way AutoChat collects, uses, or processes your information, you may file a complaint with the Privacy Commission.