Privacy Policy

Last updated: May 31, 2026

This Privacy Policy describes Our policies and procedures on the collection, use, and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.

Interpretation and Definitions

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Company (referred to as either "the Company", "We", "Us" or "Our") refers to Chat with CRM Ltd., International House, 12 Constance Street, London, E16 2DQ.
Country refers to: United Kingdom.
Service refers to the ChatWithCRM application and website.
Website refers to ChatWithCRM, accessible from https://www.chatwithcrm.com and its subdomains (e.g., app.chatwithcrm.com).
Third-party Social Media Service refers to any website or social network (such as Google or LinkedIn) through which a User can log in or create an account to use the Service.

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data
While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You, including:

Email address
First name and last name

AI, Chat, and CRM Data (Inputs and Outputs)
Because Our Service provides artificial intelligence and CRM-related capabilities, We process the information You input into the chat interface.

Prompts and Outputs: The text, documents, and files You submit to the Service ("Inputs"), and the responses generated by the Service ("Outputs"), are processed to deliver the core CRM functionality.
Self-Hosted and Third-Party LLMs: We utilize a combination of self-hosted open-source Large Language Models (LLMs) running on our secure infrastructure, alongside optional third-party LLM providers, to process Your requests.
No Model Training on Your Data: We treat Your Inputs and Outputs as strictly confidential. We do not use Your proprietary business data, prompts, or chat logs to train our own foundational AI models. Furthermore, we mandate via contract and API configurations that any third-party AI providers we utilize may not use Your data to train their models.
CRM Integrations: If You connect third-party CRM, email, or advertising services to Our Service, We will access, process, and securely transmit that data strictly to fulfill Your automation requests.
Customer Tracking & Analytics Data: When Our customers use Our Service to deploy tracking pixels, scripts, or similar technologies across their digital assets (including websites, mobile applications, emails, and newsletters), We process this end-user data strictly as a Data Processor to facilitate Our customers' CRM segmentation and automated advertising campaigns.

Information from Third-Party Social Media Services
We allow You to create an account and log in through Third-party Social Media Services including Google and LinkedIn. If You grant us access, We may collect Personal data associated with that account, such as Your name and email address.

Usage Data and Cookies
Usage Data is collected automatically, including Your Device's IP address, browser type, pages visited, and diagnostic data. We use Cookies and similar tracking technologies to track activity and store certain information to improve Your experience (e.g., keeping You logged in). You can instruct Your browser to refuse all Cookies, though some parts of Our Service may not function properly.

UK GDPR & Your Data Protection Rights

We process Your Personal Data under the following lawful bases:

Consent: You have given clear consent for Us to process Your Personal Data for a specific purpose.
Contract: Processing is necessary for a contract You have with Us, or because You have asked Us to take specific steps before entering into a contract.
Legitimate Interests: Processing is necessary for Our legitimate interests or the legitimate interests of a third party.

Your Rights:
Under the UK General Data Protection Regulation (UK GDPR), You have the right to:

Request access to Your Personal Data.
Request correction of any incomplete or inaccurate data.
Request erasure of Your Personal Data.
Object to processing or request the restriction of processing.
Request the transfer of Your Personal Data.

To exercise any of these rights, or to delete Your account, please contact Us. You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

Disclosure of Your Personal Data

We may share Your personal information in the following situations:

With Service Providers: To monitor and analyze the use of our Service, process AI requests, securely manage authentication and payments, and route or protect our web traffic using global edge-security providers.
Business Transfers: During negotiations of any merger, sale of Company assets, or acquisition.
Law Enforcement: If required to do so by law or in response to valid requests by public authorities.

International Data Transfers

Your information, including Personal Data, is processed at Our operating offices and in any other places where the parties involved in the processing are located. Because we utilize global cloud infrastructure and edge-security networks (such as Cloudflare) to optimize and protect the Service, this information may be transferred to — and maintained on — computers located outside of the United Kingdom, including the United States.

Whenever We transfer Your personal data out of the UK, We ensure a similar degree of protection is afforded to it by utilizing legally recognized safeguards, such as the UK International Data Transfer Agreement (IDTA), Standard Contractual Clauses (SCCs), or by ensuring our partners are certified under the UK Extension to the EU-US Data Privacy Framework.

Security and Data Retention

The security of Your Personal Data is important to Us. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.

Retention of AI Data: We will retain Your Personal Data, Inputs, and Outputs only for as long as is necessary to provide the Service to You, or until You request the deletion of Your account. Upon account deletion, Your Inputs and Outputs are permanently purged from our active databases, subject only to standard, temporary backup retention cycles and legal compliance obligations.

Contact Us

If you have any questions about this Privacy Policy, You can contact us:

By email: legal[at]chatwithcrm.com