What happens to your data?

Updated on 19 October 2026.

Contact and responsibility

Chatbino is a service provided by RiskGuard Consultancy, registered with the Dutch Chamber of Commerce under number 91043654.

For questions about your data or a privacy request, contact Chatbino’s owner at accounts@chatbino.com. The operator’s business address has not yet been confirmed for publication. This privacy information is therefore not yet complete. The data flows and retention policy described below do apply to the current service.

For your Chatbino account, service delivery, security and administration, Chatbino determines how data is processed. When a business uses Chatbino for its visitors, that business determines the chatbot’s content and purpose. It must inform visitors and have an appropriate legal basis. The relevant data processing arrangements must be documented before that use; this page does not replace that agreement.

Why data is needed

Account details, your website knowledge and order details are needed to provide the requested service. Without an email address, your account cannot be confirmed; without knowledge, your chatbot’s content cannot be prepared. Billing details are processed for financial administration and legal obligations. Limited security and usage data serves the legitimate interest of preventing abuse and securing the service. It is not used to create advertising profiles.

Only share information you are entitled to use, not passwords, payment details or sensitive customer files. Confirmation when requesting human help determines which messages are shared; it does not replace the business’s responsibility for an appropriate privacy basis.

Chatbino and real AI

Chatbino stores business details, knowledge sources, test questions, test answers and customer reviews in an access-controlled database at Supabase. The website and server functions run at Vercel; Supabase also provides customer accounts. For an AI question, OpenAI receives the question, up to six recent messages and up to six relevant excerpts from approved knowledge. Free-form test conversations remain in browser memory; test answers are stored on the server.

Your website as a starting point

If you choose website import, Chatbino reads up to eight public pages from that website, totalling no more than 32,000 characters. The retrieved text, page references and proposed questions and answers are stored in your workspace. OpenAI receives the retrieved text and business details to prepare these drafts. The answers and additional text from selected pages only become chatbot knowledge after you have reviewed and approved them. Source references and original suggestions remain available for content review in Studio.

PDF documents and source versions

During PDF import, the server temporarily processes the file, up to 3 MB. Chatbino stores the extracted text, filename, page numbers and a file fingerprint in your knowledge base; this import function does not store the original PDF. Sources and earlier knowledge versions may contain personal data. Disabling a source does not delete stored versions or reports.

Business Simulator

The simulator stores a copy of the approved knowledge version, simulated customer questions, chatbot answers, AI assessments and your checks in your access-controlled workspace. For scenarios and assessments, OpenAI receives relevant source excerpts (up to 24,000 characters per source selection), the business name and test conversations. The simulator does not retrieve real orders or customer conversations. Do not use personal data in test information.

Up to twenty simulations are stored per chatbot. You can download a report with the knowledge used. Deletion requests are handled manually under the retention policy below; these reports have no automatic deletion function. An approved correction becomes new chatbot knowledge. AI suggestions are never applied automatically.

Customer review and installation

A secret review link provides seven days of access to one chatbot. The browser keeps this access token for that tab session. Approval requires a name; that name, the date and the reviewed version are stored as a record of content approval.

Only Chatbino’s owner installs, activates and publishes the approved chatbot. Customers do not receive a software package or installation code. Downloading your own test, conversation or analytics data provides a data report, not a software licence or installation rights.

Orders, payments and installed chatbots

When you place an order, Chatbino stores your account, email address, chosen plan, website address, installation notes and a copy of the approved chatbot version. Stripe receives your email address, payment amount and order characteristics. You enter payment details directly with Stripe; Chatbino does not store full card details. Stripe reports payment and subscription statuses to the server.

For a managed chatbot, only the approved knowledge and current question with up to six recent messages are sent to OpenAI. Chatbino stores usage counters and timestamps for this. Short question texts are only stored for analytics if the business owner enables that option, as described below. The administrator can see payment and installation information. Internal installation notes are not shown to customers.

Analytics for managed chatbots

Once Analytics is enabled, accepted questions from the configured customer website record the time, installed knowledge version, automatically classified question topic, processing time and answer type or error signal. A temporary random conversation identifier remains only in browser memory and is stored separately for each installation. This is not a visitor profile; no IP addresses or tracking cookies are stored for this purpose. Test conversations and simulations are excluded.

Question texts are not stored by default. The business owner can enable short texts of up to 240 characters and must inform visitors. Email addresses, links, numbers and some recognisable personal data are masked; this is not complete anonymisation. Names and other personal data may remain. Answers and conversation history are not stored for analytics.

Analytics remains visible for 30 days. The daily cleanup task removes expired data within 24 hours after that. The owner can download a summary, delete all analytics for one chatbot or disable question texts, which deletes all stored question texts. Hosting provider backups follow a separate backup policy. Metrics do not guarantee factual accuracy, customer satisfaction or actual revenue.

Conversations with a team member

For a managed installation, the business owner can enable human help. A visitor first confirms sharing the help request. From then on, we store the shared question, subsequent visitor and staff messages, status and timestamps in that business’s access-controlled inbox. Earlier AI messages are not forwarded. This storage is separate from optional question texts for analytics.

A random access token remains only in the open tab; the server stores only its hash. Closing or reloading the tab loses visitor access. There are no tracking cookies, automatic email alerts or guaranteed immediate responses. The logged-in business owner receives notifications while Studio is open. Messages do not prove a visitor’s identity.

AI remains paused during human handling and does not automatically receive inbox messages after resuming. Conversations are visible for up to 30 days from the help request, with up to 100 messages; the daily cleanup task removes expired conversations. Following an outage, deletion occurs on the next successful cleanup. The owner can download and delete conversations; visitors can delete their own conversation from the still-open chat window. Provider backups follow a separate backup policy.

The interactive homepage demo

This demo uses only the fixed example policy of the fictional store Noorderlicht, with no access to customer workspaces or real orders. OpenAI receives your question and up to six recent messages for the answer and additional source check. Chatbino keeps the conversation content only in this page’s memory. Starting a new conversation or closing the page clears that local content.

To prevent abuse, we store usage counters and a daily-changing derivation of your network address protected with a server key. The IP address itself is not stored for this purpose. Daily and per-minute counters expire no later than the next UTC day boundary; temporary request reservations expire after 90 seconds. Expired counters are cleared during subsequent requests. This demo has no tracking cookies or advertising profiles. Hosting and AI services may keep their own security logs. Do not share personal data.

The local Studio demonstration at /demo

The demo stores source information, settings, conversations, reviews and a publication simulation in your browser’s local storage. There are no AI requests or hidden analytics. Use fictional data.

Download and delete local demo data

You can export and reset your demo data under Settings. You must separately delete downloaded files and any browser backups yourself.

Cost calculator

The calculator processes the entered quantities and amounts only in the open page’s memory. Inputs are not sent to a server or saved in browser storage and disappear on reload. The result is a scenario, not a measured customer outcome.

Retention after termination or deletion

Customer knowledge, source versions, test reports and associated content approvals remain available while the workspace is used. After a confirmed termination or deletion request, Chatbino’s owner manually removes this data from the active workspace within 30 days. This is an agreed administrative process, not an automatic deletion function. It also covers content copies in installation and order records. Approval of a chatbot content version is not consent to retain personal data indefinitely.

Analytics and help conversations follow their own 30-day period described above. Use the same contact address to request deletion of your account or other personal data. A deletion request does not automatically cancel your subscription; specify if you also want to cancel. Necessary financial records are kept separately, generally for seven years and longer only when legally required. This exception does not apply to the entire chatbot knowledge or conversation content.

Service providers’ backups and security logs have separate retention periods. Exact contractual periods and procedures for deletion from backups remain to be confirmed. We therefore do not promise immediate deletion from every provider backup. When handling a deletion request, we explain which data must still be retained by law or temporarily.

Service providers, email and security

Vercel provides hosting and server functions, Supabase provides the database and accounts, Resend sends confirmation and recovery emails, OpenAI processes AI requests, and Stripe handles payments. These services receive the data needed for their respective functions. Login uses necessary session cookies. The essential chatbino-language cookie stores your language preference for up to one year and is not used for tracking. The stated restrictions on tracking cookies do not mean the entire website operates without cookies.

Access to customer workspaces is checked on the server. Only Chatbino’s owner has access to installation management. This does not guarantee that every security risk is eliminated. Never share access keys through chatbot knowledge or public test questions.

Hosting locations, subprocessors and international transfers depend on these services’ settings and agreements. The full list of processors, transfer countries and applicable safeguards has not yet been contractually established in this notice. No claim is made of exclusively European processing or complete GDPR compliance.

AI and retention

The server adapter uses store: false. This does not automatically disable all provider retention and is not a Zero Data Retention guarantee. AI assessments help your review; they are not proven truth and do not independently approve a chatbot.

Your privacy rights and submitting a request

Email accounts@chatbino.com for access, correction, deletion, restriction, objection or, where applicable, data portability. If processing relies on consent, you may withdraw it. Include your account email or the website where you used the chatbot and what you want done. Do not send a password or identity document. Where necessary, we request a limited additional check to protect other people’s data.

You will generally receive a response within one month of your request. If more time is legally permitted and needed, we will tell you why within that first month. A request about another business’s chatbot is handled with the responsible business. You can also complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

The contact details, business identity and outstanding service provider arrangements must be completed before this notice is final. Policy changes are published on this page with an updated date.

Contact requests, source checks and installation work

If you send a contact request through a customer widget, we share the name, email address and message you enter with that business. You confirm this before sending. These details remain available in Chatbino for up to 30 days and are not automatically used for marketing.

For installation, we store the website address, your contact details, chosen appearance, your instructions and progress. Internal notes and installation codes are available only to Chatbino’s owner. On termination, this customer data falls under the manual deletion within 30 days described above.

Automatic source checking is optional. Only enabled public website sources are retrieved; changes remain suggestions until you review them. Monthly reports contain measured counts and quality issues without the original visitor questions and are retained for up to six months. An administrative audit log records which management action took place and when.