
Contact our DPO at privacy@chatbeacon.io
or call +1-918-388-5900
SmartMax Software, Inc., doing business as ChatBeacon ("we," "us," "our"), respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, software platform, APIs, and related services (collectively, the "Services").
By using the Services, you consent to the data practices described in this policy. If you do not agree, please do not use the Services.
We use the information we collect to:
ChatBeacon provides an AI-powered customer engagement platform that includes, but is not limited to:
We reserve the right to modify, suspend, or discontinue any part of the Services at any time, with reasonable notice when possible.We do not sell, rent, or trade your personal information. We may share information only in these limited circumstances:
⚠️ Important: Violation of acceptable use policies may result in immediate account suspension or termination without refund.
ChatBeacon's AI chatbot is powered by OpenAI's models. When you train your chatbot, we process the content you provide (website pages, uploaded documents, FAQs) to generate a knowledge base specific to your business.
When your chatbot responds to a visitor, the conversation context is sent to OpenAI's API for processing. OpenAI does not use your data to train their models under our enterprise agreement. All API calls are encrypted in transit.
Responses generated by your AI chatbot are based on your training content and the conversation context. You are responsible for reviewing and approving the accuracy of AI-generated responses, particularly in regulated industries.
We use cookies and similar technologies to operate the Services, remember preferences, and analyze usage. Types of cookies we use:
You can manage cookie preferences through your browser settings. Disabling essential cookies may affect the functionality of the Services.
Our chat widget collects visitor data (pages visited, referral source, device type) to provide agents with visitor context. This data is stored as part of your Customer Data and subject to your own privacy policies toward your visitors.
We implement industry-leading security measures to protect your data:
While we implement robust security measures, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to promptly notifying you and relevant authorities of any breach in accordance with applicable law.
We retain your data only as long as necessary to provide the Services and fulfill the purposes described in this policy:
Upon account termination, you have a 30-day window to export your data. After this period, all Customer Data is permanently and irreversibly deleted from our systems.
Depending on your jurisdiction, you may have the following rights regarding your personal data:
To exercise any of these rights, contact us at privacy@chatbeacon.io. We will respond within 30 days (or sooner if required by applicable law).
The Services are not directed to children under 16 years of age. We do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will take steps to delete such information promptly. If you believe a child has provided us with personal data, please contact us at privacy@chatbeacon.io.
ChatBeacon is operated from the United States. If you access the Services from outside the US, your data will be transferred to and processed in the United States, where data protection laws may differ from those in your country.
For EU/UK users, we rely on Standard Contractual Clauses (SCCs) as approved by the European Commission to ensure adequate data protection for international transfers. For on-premise customers, data remains within your designated data center.
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):
To submit a request, email privacy@chatbeacon.io or call +1-918-388-5900. We will verify your identity before processing.
If you are located in the European Economic Area (EEA) or United Kingdom, the General Data Protection Regulation (GDPR) provides additional protections:
You may contact our Data Protection Officer at dpo@chatbeacon.io. You also have the right to lodge a complaint with your local supervisory authority.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. Material changes will be communicated via email or a prominent notice on our website at least 30 days before they take effect.
We encourage you to review this policy periodically. The "Last updated" date at the top of this page indicates when the policy was last revised.
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Contact our DPO at privacy@chatbeacon.io or call +1-918-388-5900
SmartMax Software, Inc., doing business as ChatBeacon ("we," "us," "our"), respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, software platform, APIs, and related services (collectively, the "Services").
Our commitment: We do not sell your personal data. We process your data only to provide and improve the Services. All data is encrypted and stored in US-based data centers.
By using the Services, you consent to the data practices described in this policy. If you do not agree, please do not use the Services.
| Data Category | Examples | Purpose |
|---|---|---|
| Account Data | Name, email, company | Account management |
| Training Content | URLs, docs, FAQs | AI chatbot training |
| Chat Transcripts | Visitor conversations | Service delivery |
| Usage Analytics | Feature usage, clicks | Product improvement |
| Device/Network | IP, browser, OS | Security & debugging |
We use the information we collect to:
Plain English: We use your data to make ChatBeacon work for you, keep it secure, and make it better over time. We never sell your data or use it for purposes you haven't consented to.
We do not sell, rent, or trade your personal information. We may share information only in these limited circumstances:
⚠️ Important: Chat transcripts between your chatbot/agents and your visitors are your Customer Data. We do not access, analyze, or share this data except as necessary to provide the Services.
ChatBeacon's AI chatbot is powered by OpenAI's models. When you train your chatbot, we process the content you provide (website pages, uploaded documents, FAQs) to generate a knowledge base specific to your business.
When your chatbot responds to a visitor, the conversation context is sent to OpenAI's API for processing. OpenAI does not use your data to train their models under our enterprise agreement. All API calls are encrypted in transit.
Responses generated by your AI chatbot are based on your training content and the conversation context. You are responsible for reviewing and approving the accuracy of AI-generated responses, particularly in regulated industries.
Key point: Your content trains your chatbot only. It is never used to train other customers' chatbots, OpenAI's base models, or any third-party AI system.
We use cookies and similar technologies to operate the Services, remember preferences, and analyze usage. Types of cookies we use:
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential | Authentication, security, core functionality | Session |
| Functional | Language preferences, chat widget settings | 1 year |
| Analytics | Usage patterns, feature adoption, error tracking | 1 year |
| Marketing | Campaign effectiveness (only with consent) | 90 days |
You can manage cookie preferences through your browser settings. Disabling essential cookies may affect the functionality of the Services.
Our chat widget collects visitor data (pages visited, referral source, device type) to provide agents with visitor context. This data is stored as part of your Customer Data and subject to your own privacy policies toward your visitors.
We implement industry-leading security measures to protect your data:
While we implement robust security measures, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to promptly notifying you and relevant authorities of any breach in accordance with applicable law.
We retain your data only as long as necessary to provide the Services and fulfill the purposes described in this policy:
Upon account termination, you have a 30-day window to export your data. After this period, all Customer Data is permanently and irreversibly deleted from our systems.
Depending on your jurisdiction, you may have the following rights regarding your personal data:
To exercise any of these rights, contact us at privacy@chatbeacon.io. We will respond within 30 days (or sooner if required by applicable law).
The Services are not directed to children under 16 years of age. We do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will take steps to delete such information promptly. If you believe a child has provided us with personal data, please contact us at privacy@chatbeacon.io.
ChatBeacon is operated from the United States. If you access the Services from outside the US, your data will be transferred to and processed in the United States, where data protection laws may differ from those in your country.
For EU/UK users, we rely on Standard Contractual Clauses (SCCs) as approved by the European Commission to ensure adequate data protection for international transfers. For on-premise customers, data remains within your designated data center.
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):
To submit a request, email privacy@chatbeacon.io or call +1-918-388-5900. We will verify your identity before processing.
If you are located in the European Economic Area (EEA) or United Kingdom, the General Data Protection Regulation (GDPR) provides additional protections:
You may contact our Data Protection Officer at dpo@chatbeacon.io. You also have the right to lodge a complaint with your local supervisory authority.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. Material changes will be communicated via email or a prominent notice on our website at least 30 days before they take effect.
We encourage you to review this policy periodically. The "Last updated" date at the top of this page indicates when the policy was last revised.
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Our privacy team is here to help. Reach out anytime.