Introduction & Scope

This policy covers personal information processed by Chantley in connection with our services. Throughout this document:

• "Customer" means a business or individual that registers for a Chantley account.
• "End User" means a person who interacts with a chatbot that a Customer has published using Chantley (for example, a visitor to the Customer's website).
• "Customer Content" means the website pages, documents, files and text a Customer imports into Chantley to train a chatbot, together with the conversation logs generated by that chatbot.

If you are an End User and have questions about how your data is handled, please contact the business whose chatbot you used — they determine why and how that data is processed. Where Chantley acts only on that business's instructions, we direct such requests to them.

Our Role in Your Data

Our responsibilities differ depending on whose data is involved:

Information We Collect

We collect the following categories of information:

We do not intentionally collect special categories of data (such as health, biometric or political information). Please do not upload such data into a chatbot knowledge base unless you have a lawful basis to do so and have configured appropriate safeguards.

How We Use Information

We use personal information to operate, secure and improve Chantley. Where required by law, the legal bases below apply.

We do not sell personal information, and we do not use Customer Content or End User conversations to train our own general-purpose models.

AI Processing

To answer questions, Chantley sends relevant excerpts of Customer Content and the End User's message to third-party large-language-model and embedding providers that generate the response. These providers process the data only to return output to us and, under our agreements with them, do not use it to train their foundation models.

Sharing & Sub-processors

We share personal information only as described here:

A current list of sub-processors is available on request via the contact details below.

Data Retention

We keep personal information only for as long as needed for the purposes described in this policy:

Data Security

We maintain administrative, technical and organisational safeguards designed to protect personal information against unauthorised access, alteration, disclosure or destruction.

No method of transmission or storage is completely secure. If we become aware of a breach affecting your personal information, we will notify you and the relevant authorities as required by law.

International Transfers

Chantley and its service providers may process personal information in countries other than your own, including where our infrastructure and AI providers are located. Where such transfers involve personal data protected by laws like the UK GDPR or EU GDPR, we rely on recognised transfer mechanisms — such as Standard Contractual Clauses or an adequacy decision — and apply supplementary safeguards where appropriate.

Your Privacy Rights

Depending on where you live, you may have some or all of the following rights in relation to your personal information:

To exercise these rights, contact us using the details below; we may need to verify your identity first. If you are an End User, please contact the Customer that operates the chatbot — we will assist them in responding. You also have the right to lodge a complaint with your local data protection authority. We will not discriminate against you for exercising any of these rights.

Cookies & Tracking

We use a small number of cookies and similar technologies:

• Strictly necessary — sign-in sessions, security and load balancing.
• Preferences — remembering choices such as light or dark theme.
• Analytics — understanding aggregate usage of our marketing site so we can improve it.

The chat widget stores a short-lived session identifier in the End User's browser so a conversation survives page navigation; it is not used for cross-site advertising. You can control cookies through your browser settings; disabling some cookies may affect how the service works.

Children's Privacy

Chantley is a business tool and is not directed to children. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided us with personal information, contact us and we will delete it.

Changes to This Policy

We may update this Privacy Policy to reflect changes to our practices, technology or legal requirements. When we make material changes, we will update the effective date above and, where appropriate, notify you by email or through the dashboard. Your continued use of Chantley after an update means you accept the revised policy.