Privacy Policy

Last updated: 13/10/2026

1. Data Controller

The Data Controller is:

Gabriele Ferrari
VAT: IT03615520362
Email: privacy@smartchatassistant.com

2. Data Collected

SmartChatAssistant collects the following categories of personal data:

  • Registration data: name, email address, password (cryptographic hash).
  • Google authentication data: Google ID, name, email (if using Google sign-in).
  • Usage data: conversation logs with AI assistants, aggregated analytics, IP addresses (as anonymized hashes).
  • Lead data: name, email, phone, and custom fields collected through chatbots (encrypted at rest).
  • Payment data: managed entirely by Stripe Inc. We do not store credit card data.

3. Purpose of Processing

Personal data is processed for the following purposes:

  • Service delivery and user account management.
  • Operation of AI assistants and chat conversations.
  • Lead collection and management on behalf of the user.
  • Aggregated statistical analysis of service usage.
  • Billing and subscription management.
  • Service communications and technical support.

4. Legal Basis

Data processing is based on:

  • Contractual performance (Art. 6.1.b GDPR): for providing the requested service.
  • Consent (Art. 6.1.a GDPR): for data collection through chatbots and non-essential cookies.
  • Legitimate interest (Art. 6.1.f GDPR): for aggregated analytics and service improvement.
  • Legal obligation (Art. 6.1.c GDPR): for tax and accounting compliance.

5. Data Retention

Personal data is retained for the time strictly necessary for the stated purposes:

  • Account data: until the user deletes their account.
  • Conversation logs: maximum 12 months from creation, unless configured otherwise by the user.
  • Billing data: 10 years as required by Italian tax regulations.
  • Lead data: until deleted by the assistant owner.

6. Data Security

We adopt appropriate technical and organizational measures to protect personal data:

  • Encryption of sensitive lead data (AES-256).
  • Password hashing with secure algorithms (bcrypt).
  • IP address anonymization (SHA-256 hash).
  • HTTPS connections for all communications.
  • CSRF tokens for cross-site attack protection.

7. Data Sharing

Personal data may be shared with:

  • AI Providers: OpenAI, Google (Gemini), OpenRouter for processing AI responses. Conversation content is sent to these providers in accordance with their respective privacy policies.
  • Stripe Inc.: for payment management.
  • Google OAuth: for Google authentication (only if chosen by the user).

We do not sell or transfer personal data to third parties for marketing purposes.

8. Data Subject Rights

In accordance with the GDPR (EU Regulation 2016/679), you have the right to:

  • Access: obtain information about your processed data.
  • Rectification: correct inaccurate or incomplete data.
  • Erasure: request deletion of your data ("right to be forgotten").
  • Portability: receive your data in a structured, readable format.
  • Objection: object to processing for legitimate reasons.
  • Restriction: request restriction of processing.

Requests can be sent to: privacy@smartchatassistant.com

The platform also provides dedicated API endpoints for data deletion and export.

9. Extra-EU Data Transfers

Data may be transferred to providers based in the United States (OpenAI, Google, Stripe) that adhere to the EU-U.S. Data Privacy Framework or provide adequate safeguards under Art. 46 GDPR.

10. Changes to this Privacy Policy

We reserve the right to modify this Privacy Policy at any time. Changes will be published on this page with an updated last modification date. Continued use of the service after publication of changes constitutes acceptance thereof.

11. Contact

For any privacy-related questions, contact us at: privacy@smartchatassistant.com