Privacy Policy

Depending on how a user interacts with ChatFMD, we may collect:

Account Information

When someone creates or manages a ChatFMD account, we may collect information such as:

• Name
• Email address
• Company or organization name and details such as website, industry, company size and country
• Account and workspace information, including onboarding progress
• Authentication and account-security information (passwords are handled by our authentication provider and are stored only as hashes)
• User preferences and settings

Connected Social Platform Information

When a user chooses to connect a supported social-media account or Company Page, ChatFMD may receive information made available through that platform's authorized APIs and according to the permissions granted by the user.

For LinkedIn, depending on the permissions approved and API access provided by LinkedIn, this may include information necessary to:

• Identify LinkedIn Company Pages the authorized user manages
• Access permitted Company Page information
• Retrieve permitted Company Page posts
• Retrieve permitted comments, replies, reactions, or related engagement information
• Organize questions, customer issues, leads, and other conversations
• Prepare responses or other actions requested by the user
• Publish or respond on behalf of a Company Page only where the required authorization and applicable ChatFMD controls permit it

ChatFMD does not require users to provide their LinkedIn password. LinkedIn authentication and authorization are handled through LinkedIn's authorization process.

Company Knowledge

Users may provide information about their business to help ChatFMD understand their company and generate more relevant assistance. This information may include company descriptions, products and services, frequently asked questions, customer-service information, brand voice and communication preferences, response instructions, and documents or other information voluntarily provided to ChatFMD.

Usage and Technical Information

We may automatically collect certain technical and usage information, including:

• Browser and device information
• IP address
• Operating system
• Pages and features used
• Dates and times of access
• Application events
• Error and diagnostic information
• Security-related activity

Billing Information

If ChatFMD offers paid services, payment transactions may be processed by third-party payment providers. ChatFMD may receive limited billing information such as subscription status, transaction identifiers, plan information, and payment status. We do not intentionally store complete payment-card numbers when payments are processed by an authorized third-party payment processor. No payment processor is connected to ChatFMD at the date of this policy, and no billing information is collected yet.

We may use information to:

• Provide and operate ChatFMD
• Authenticate users and secure accounts
• Connect authorized social-media accounts and Company Pages
• Retrieve and organize authorized social content
• Identify important questions, customer concerns, and potential sales opportunities
• Provide AI-assisted analysis, classification, prioritization, and response suggestions
• Carry out actions specifically requested or authorized by users
• Maintain company knowledge and communication preferences
• Provide customer support
• Process subscriptions and billing
• Monitor performance and improve the Services
• Detect fraud, abuse, unauthorized access, and security threats
• Comply with applicable laws and enforce our agreements

ChatFMD uses artificial intelligence to help users understand and manage social conversations. AI features may be used to:

• Analyze comments and conversations
• Classify questions and customer issues
• Identify potential leads or opportunities
• Prioritize conversations
• Summarize information
• Generate suggested responses
• Assist with social-media content and workflow management

ChatFMD is designed to use AI as part of a business-management workflow. Automated actions, where offered, are subject to the user's settings, permissions, and applicable platform capabilities.

We do not represent AI-generated content as guaranteed to be accurate. Users remain responsible for reviewing and appropriately configuring their use of AI-generated or AI-assisted content.

AI comment analysis is not yet enabled in the current release, and no comment or company content is sent to an AI provider today. When AI processing is activated, we will identify the provider in this policy before any customer content is processed.

When a user connects LinkedIn to ChatFMD, ChatFMD accesses LinkedIn information only through authorized LinkedIn APIs and according to the permissions granted to ChatFMD. The permissions currently requested are r_organization_social (read Company Page posts, comments and engagement), w_organization_social (publish replies you authorize), rw_organization_admin (identify the Company Pages you administer) and profile (basic identification of the authorizing member).

ChatFMD will use LinkedIn data only for purposes related to providing the features requested by the user and in accordance with applicable LinkedIn requirements. We do not ask users to provide their LinkedIn passwords.

Users may disconnect their LinkedIn integration inside ChatFMD and may also manage applicable permissions through LinkedIn.

When access is revoked or an integration is disconnected, ChatFMD deletes the stored access and refresh tokens and stops using the authorization for future LinkedIn API requests. Data previously obtained may be retained only where necessary for legitimate operational, security, legal, backup, or compliance purposes and subject to applicable platform requirements.

We do not sell users' personal information.

We may share information with service providers when reasonably necessary to operate ChatFMD, such as providers of:

• Cloud hosting and infrastructure
• Database, authentication and storage services (Supabase, provided through Lovable Cloud)
• Artificial-intelligence processing
• Analytics and application monitoring
• Email and communications
• Payment processing
• Security and fraud prevention

These providers receive information only as necessary for their respective services and subject to applicable contractual or legal requirements. At the date of this policy, the active processors are our application hosting provider and our database/authentication provider; no third-party analytics, advertising, AI or payment processors are installed.

We may also disclose information when required by law, legal process, or governmental request, or where reasonably necessary to protect ChatFMD, our users, or others from fraud, security threats, or unlawful activity.

If ChatFMD is involved in a merger, acquisition, financing, restructuring, or sale of assets, information may be transferred as part of that transaction subject to applicable law.

We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure.

Social platform access and refresh tokens are encrypted at the application layer with AES-256-GCM authenticated encryption before they are stored, are decrypted only on our servers immediately before an authorized platform API call, and are never readable by browser or client code. Workspace records are isolated per account by row-level database security, and data is encrypted in transit.

No online service can guarantee absolute security, and users should also protect their account credentials and promptly notify us of suspected unauthorized access.

We retain information for as long as reasonably necessary to:

• Provide the Services
• Maintain user accounts and workspaces
• Fulfill the purposes described in this Privacy Policy
• Meet legal, security, accounting, and compliance requirements
• Resolve disputes
• Enforce agreements

Retention periods may differ depending on the type of information and the requirements of connected third-party platforms. Account, company and connection records are retained until the account or connection is deleted at the user's request. When information is no longer reasonably required, we may delete or anonymize it, subject to applicable legal, backup, security, and platform obligations.

Depending on applicable law and the user's location, users may have rights concerning their personal information, which may include rights to:

• Request access to personal information
• Request correction of inaccurate information
• Request deletion of certain information
• Object to or restrict certain processing
• Withdraw consent where processing is based on consent

Users may also disconnect supported third-party integrations and manage permissions through the applicable third-party platform. Requests may be submitted using the contact information provided below.

Users may request deletion of their ChatFMD account and associated personal information by contacting us using the contact information below. Account deletion is currently handled as a manual request; there is no self-service delete button inside the application yet.

We will process valid requests subject to applicable legal, security, fraud-prevention, contractual, backup, and platform requirements.

Full instructions are available on our data deletion page.

ChatFMD may use cookies, local storage, and similar technologies where necessary for authentication, security, user preferences, application functionality, performance, and analytics. Today we use only the session storage required to keep you signed in; no advertising or third-party analytics cookies are set.

Where required by applicable law, users will be provided appropriate choices concerning non-essential cookies.

ChatFMD may integrate with third-party platforms and services, including social-media platforms. A user's interaction with a third-party service is also governed by that third party's own terms and privacy practices.

ChatFMD is not responsible for the privacy practices of independent third-party services.

ChatFMD is intended for businesses and professional users and is not designed for children. We do not knowingly collect personal information from children under the minimum age required by applicable law to use the Services.

ChatFMD and its service providers may process information in countries other than the country where a user is located. Where required, we use appropriate measures designed to protect personal information when it is transferred internationally.

We may update this Privacy Policy from time to time to reflect changes to ChatFMD, applicable laws, platform requirements, or our practices. When we make material changes, we may provide notice through the Services or by other appropriate means. The "Last Updated" date at the top of this page identifies when this Privacy Policy was most recently revised.

For questions, privacy requests, or data-deletion requests regarding this Privacy Policy or ChatFMD's privacy practices, contact:

ChatFMD
Website: chatfmd.com
Email: privacy@chatfmd.com