Privacy Policy

Introduction

At WPChatBox, your privacy is important to us. This Privacy Policy explains how we collect, use, store, and protect information when you visit wpchatbox.com, purchase our AI chatbot plugin, or use our prepaid support services.

This policy also clarifies the distinction between data we collect as a business and data collected by the WPChatBox Plugin on your own WordPress site — two entirely separate contexts with different responsibilities.

Who We Are

WPChatBox is an online software service that develops and sells an AI chatbot plugin for WordPress and WooCommerce, powered by the OpenAI API.

For the purposes of this Privacy Policy, WPChatBox acts as the data controller for personal data collected through wpchatbox.com and in the course of providing our services to customers.

If you have any privacy-related questions, you can reach us at support@wpchatbox.com or via our contact page.

Data We Collect

We collect personal data in the following situations:

We collect only the minimum data necessary to provide our services. We do not sell, rent, or trade your personal data to third parties for marketing purposes.

Plugin Data — What Stays on Your Server

The WPChatBox Plugin collects the following data from visitors of your WordPress site — not ours:

• Visitor full name
• Visitor email address
• Visitor country
• Full conversation transcripts (questions and AI-generated responses)
• Language selected by the visitor
• Date and time of the conversation

As the operator of your WordPress site, you are responsible for:

• Informing your visitors that their data is collected by an AI chatbot system.
• Obtaining any necessary consents under GDPR, CCPA, or other applicable privacy laws.
• Maintaining a privacy policy on your own site that covers the Plugin's data collection.
• Securing the data stored in your WordPress database.
• Honoring visitor data deletion or access requests.

The only visitor data that leaves your server is the text of visitor messages, which is sent to the OpenAI API to generate responses. This transmission is governed by OpenAI's Privacy Policy.

How We Use Your Data

We use the personal data we collect for the following purposes:

• Service delivery — Processing your order, delivering the Plugin, and providing prepaid support services.
• Communication — Responding to inquiries, providing support, sending invoices, and notifying you of important updates.
• Security — Detecting and preventing fraud, unauthorized access, and misuse of our services.
• Legal compliance — Fulfilling obligations under applicable laws and regulations.
• Service improvement — Analyzing usage patterns to improve our website and services.

We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects.

Data Sharing & Third Parties

We do not sell your personal data. We share data only with the following categories of third parties, and only to the extent necessary:

All third-party providers we use are required to maintain appropriate security standards and to process data only for the purposes we specify.

We may also disclose your data if required to do so by law, court order, or governmental authority, or to protect the rights, property, or safety of WPChatBox or others.

Cookies & Tracking

Our website uses cookies and similar tracking technologies to ensure the site functions correctly and to improve your experience.

Types of cookies we use:

• Essential cookies — Required for the site to function (session management, security). Cannot be disabled.
• Analytics cookies — Help us understand how visitors interact with our site (pages visited, time spent). Collected in aggregate, anonymized form.
• Preference cookies — Remember your settings and preferences across visits.

You can manage or disable non-essential cookies through your browser settings. Note that disabling cookies may affect some site functionality.

The WPChatBox Plugin itself does not set cookies on your visitors' browsers beyond what is necessary for the chat session to function.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law.

• Customer contact data — Retained for the duration of our business relationship, plus up to 3 years thereafter for legal and accounting purposes.
• Invoice and payment records — Retained for a minimum of 5 years as required by applicable accounting regulations.
• Support communications — Retained for up to 2 years after your last interaction.
• Website analytics data — Retained in aggregated, anonymized form for up to 24 months.

When data is no longer required, we securely delete or anonymize it. You may request earlier deletion at any time — see Section 09.

Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Right of access — Request a copy of the personal data we hold about you.
• Right to rectification — Request correction of inaccurate or incomplete data.
• Right to erasure — Request deletion of your personal data ("right to be forgotten").
• Right to restriction — Request that we limit how we use your data in certain circumstances.
• Right to data portability — Receive your data in a structured, machine-readable format.
• Right to object — Object to processing based on legitimate interests or for direct marketing.
• Right to withdraw consent — Where processing is based on consent, withdraw it at any time without affecting prior processing.

If you are located in the European Economic Area, you also have the right to lodge a complaint with your local data protection authority if you believe your rights have been violated.

Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• HTTPS encryption for all data transmitted to and from our website.
• Restricted access to personal data — only authorized personnel who need it to perform their job functions.
• Secure, reputable third-party payment processing — we never store credit card details on our servers.
• Regular review of our data collection, storage, and processing practices.

No method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee absolute security. In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify you and any relevant authorities as required by law.

Children's Privacy

Our website and services are directed to adults and are not intended for children under the age of 16. We do not knowingly collect personal data from anyone under 16 years of age.

If you are a parent or guardian and believe your child has provided us with personal data, please contact us at support@wpchatbox.com and we will delete such information promptly.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last updated" date at the top of this page.

Where required by law, or where changes are significant, we will provide more prominent notice — such as email notification to active customers.

Your continued use of our website or services after any update constitutes your acceptance of the revised Privacy Policy. We encourage you to review this page periodically.

Contact & Requests

For any privacy-related questions, data access or deletion requests, or concerns about how we handle your data, please contact us:

We aim to respond to all privacy requests within 30 days. For urgent matters, please indicate "Privacy Request" in the subject line of your email.