Privacy Policy

Last Updated: February 10, 2025

This Privacy Policy explains how Jesse Hernandez (operating the website chatwarden.com) collects, uses, discloses, and safeguards your personal information in connection with the Chatwarden services. We are committed to protecting your privacy and only collect the data necessary to provide and improve our services.

Scope

This Privacy Policy applies to all users of Chatwarden, whether you are located in the United States or elsewhere. Although Chatwarden is operated from the United States, we offer our services worldwide. By using our services, you acknowledge and agree that your information may be transferred to, stored, and processed in the United States—even if you reside outside the U.S.—where data protection laws may differ from those in your country.

Information We Collect

• Account Information: When you create an account, we collect your name and email address. This information is used to set up your account and for communication purposes.
• Call Data: We access completed call recordings, transcripts, and related metadata through your integration of your VOIP phone system with Chatwarden. We process only the data you provide and do not record calls ourselves.
• User-Provided Materials: You may upload training materials, Standard Operating Procedures (SOPs), and other documents to help tailor our services to your needs. These materials may include personal information that you choose to provide.
• Usage Data: We collect information about how you use Chatwarden (for example, your IP address, browser type, device information, and usage logs) to help improve the functionality and security of our services.
• Cookies and Similar Technologies: We use cookies to enhance your user experience, keep you logged in, and analyze usage patterns. You can adjust your browser settings to decline cookies, though this may affect functionality.
• Payment Information: When you purchase credits, a third‑party payment processor handles the transaction. We do not store full credit card details. We may receive limited transaction details (such as your billing name, the last four digits of your card, and the payment amount) solely for record-keeping and billing purposes.

How We Use Your Information

• Service Provision: We use your information to analyze calls, generate feedback, and deliver coaching insights.
• Account Management: Your account information is used to authenticate users, manage your account, and communicate with you.
• Service Improvement: We analyze usage data to improve the accuracy and performance of our services.
• Communications: We use your email address to send service-related notifications, updates, and (with your permission) marketing communications. You can opt out of marketing emails at any time.
• Legal Compliance: We may use your information to comply with legal obligations, respond to lawful requests, or protect our rights and safety.

Legal Basis for Processing

Where required by law, we rely on your consent or our legitimate interests (such as providing and improving our services) as the legal basis for processing your information.

Data Sharing and Disclosure

• Within Chatwarden: Only authorized personnel involved in providing and improving our services have access to your data.
• Third-Party Processors: We work with trusted third‑party providers (for example, for cloud hosting, transcription services, or email delivery) who are contractually bound to maintain the confidentiality and security of your information.
• Legal Requirements: We may disclose your information if required by law or in response to valid legal processes (such as a subpoena or court order).
• Business Transfers: In the event of a merger, acquisition, or sale of our assets, your information may be transferred as part of the transaction, subject to the same privacy protections outlined in this Policy.

Data Retention

We retain your information only for as long as necessary to provide our services and comply with legal obligations. Once the information is no longer needed, we will either delete it or anonymize it.

Your Rights

Depending on your location, you may have rights to access, correct, or delete your personal information. To exercise these rights, please contact us at [email protected].

Updates to This Privacy Policy

We may update this Privacy Policy periodically. If changes are significant, we will notify you via email or a notice on our website. Your continued use of Chatwarden after the updated policy becomes effective constitutes your acceptance of the revised Privacy Policy.

Contact Us

If you have questions or concerns about this Privacy Policy, please contact us at [email protected].