Privacy Policy
Introduction
At Chat-Rex (“we,” “us,” “our”), we are dedicated to safeguarding your privacy and ensuring the protection of your personal data. Our commitment is rooted in adhering to the stringent data protection principles of the UK General Data Protection Regulation (“UK GDPR”), the EU General Data Protection Regulation (“EU GDPR”), collectively known as the “GDPR,” as well as compliance with the Hong Kong Personal Data (Privacy) Ordinance (Cap.486), the Personal Information Protection Law and the Data Security Law of the People’s Republic of China, Brazil’s Lei Geral de Proteção de Dados Pessoais, the UK’s Data Protection Act 2018, and the amended Privacy and Electronic Communications Regulations 2003.
Our data protection compliance program is aligned with the GDPR, recognized globally as the benchmark for data protection excellence. This privacy notice (“Notice”) details how we manage personal information on our platform Chat-Rex, including data collection via our website, through email, phone, social channels, or any other forms of communication. It also covers the automatic data collection when you visit our website and when you engage with our services.
Please note, separate privacy policies are applicable to our employees and job applicants, and our clients may maintain their own privacy notices.
As a data processor for our clients and a data controller for our employee and client contact data, we emphasize the quality, confidentiality, integrity, and availability of the data we manage. We are committed to using robust technical and organizational measures to protect your personal data from unauthorized access, use, or disclosure.
This Notice is subject to updates in response to legal, regulatory, or operational changes. Please review this Notice periodically to stay informed of any changes.
What Information Do We Process?
Information Provided by Our Clients
The personal data we process varies by client, but commonly includes:
– Name
– Job Title
– Business Address
– Business Email Address
– Business Telephone Number(s)
– Business Financial Information
– Business Type
– Business Size
– Location Data
By entrusting us with this information, our clients can expect the highest level of privacy protection and data integrity in our handling. We continuously strive to meet and exceed the standards set forth by GDPR and other relevant data protection regulations.
Information You Provide Via Website
At Chat-Rex, we handle all information provided by you through our website (“our site”), by telephone, email, or any other means responsibly and securely. This includes details submitted when you register as a client, inquire about a product or service, engage with our social media functions, or report an issue with our site. For clients integrating third-party marketplaces, such as Odoo ERP into Chat-Rex, we may also collect and process additional data such as:
– Inventory Information
– Order Information
– Customer Information
If you utilize a payment link, we may collect detailed information about your business, including:
Privacy Policy
Sharing Your Information
We share your personal data only when necessary to provide our services to you, ensuring that appropriate safeguards like the UK International Data Transfer Agreement (“IDTA”) or the EU Standard Contractual Clauses (“SCCs”) with supplementary measures are in place to protect your data in accordance with GDPR standards.
Occasionally, we may engage third-party sub-processors who will act under our strict instructions and comply with stringent data protection obligations. These third parties help us with hosting infrastructure, website performance and management, error monitoring, and other functionalities. Our contracts with these third parties mandate the upkeep of confidentiality, security, and integrity of the data shared.
Our website contains links to social media platforms such as Facebook, Instagram, LinkedIn, and Twitter. When you use these links, you may be directed away from our site, at which point different privacy practices may apply. We encourage you to read the privacy notices of any website you visit as a result of following these links.
Direct Marketing Communications
We engage in direct marketing to promote our products and enhance engagement. Using data about you, we send communications tailored to your interests through emails, phone calls, faxes, postal mail, and text messages on platforms like SMS, WhatsApp, and Telegram.
By submitting a “Book a Demo” form on our website, you consent to receive promotional communications via email, text messages, phone calls, and postal mail from Chat-Rex. Where permissible under local laws, this consent includes receiving calls from Chat-Rex and its affiliates, even if your number is registered on a “Do Not Call” list.
Your Rights Under GDPR
You have specific rights under the GDPR regarding the processing of your personal data, including:
Access: You can request a copy of the personal data we hold about you.
Rectification: You can ask us to correct or complete any inaccurate or incomplete data.
Data Portability: You can request your data in a structured, commonly used, and machine-readable format.
Erasure: You can ask us to erase your personal data when it is no longer necessary for us to keep it.
Restriction: You can request that we temporarily halt the processing of your personal data.
Objection: You may object to the processing of your data based on our legitimate interests.
These rights are subject to certain conditions under applicable data protection laws. To exercise these rights, please contact us at info@zooai.tech. There is no fee for accessing your data, but we may charge a reasonable fee or refuse a request if it is unfounded or excessive.
You may opt-out of direct marketing at any time through our provided mechanisms or by contacting us directly. After opting out, you may still receive communications necessary to our service relationship for up to ten business days as we process the opt-out.
Data Retention
We retain your personal data for as long as necessary to provide you with our services and as needed for contractual and legal purposes. After this period, your data will be securely deleted as per our Personal Data Retention Policy.
Customer Information
We process your customers’ personal data as directed by you. We will not independently market to your customers unless they directly use our services. If collecting sensitive data from your customers, ensure you obtain their explicit consent.
Contacting Us
For any inquiries related to data protection or this privacy notice, please email us at info@zooai.tech. If you have concerns about our data handling practices, you are entitled to lodge a complaint with our Customer Service at any time.
– Payment Information
– Ecommerce Platform Data
Submitting a “Book a Demo” form on our site may prompt us to collect further details such as:
– Company Size
– Business Financial Information
Cookies and Web Beacons
Chat-Rex employs cookies and web beacons to enhance your user experience. Cookies are small text files, while web beacons are tiny graphic images that are downloaded to your device when you visit our website or open certain emails. These technologies are utilized to remember your preferences, improve site navigation, and track interaction with our content.
Cookie Types and Their Uses:
Session Cookies: Essential for carrying out functions like maintaining login details for a session or transaction. They expire when you end your browser session or log out.
Analytics Cookies: These help us understand which pages and links are popular and which are less frequented, aiding in keeping our site relevant and up-to-date. They do not collect personal data.
Third-Party Cookies: Used for analytics and tracking to generate meaningful site usage reports but do not collect personal data.
Use of AI Features involves sharing data with third-party AI service providers as necessary for the functionality of these features.
Purposes and Bases for Processing Your Personal Data
We process your personal data for various purposes and based on lawful grounds:
Responding to Your Inquiries: It’s in our legitimate interest to respond to your inquiries made through any communication means.
Client Service: We process personal data under the specific instruction of our client, bound by our contractual obligations.
Business Management and Improvement: Processing is necessary for managing relationships, forecasting, and statistical analysis to develop our services.
Website Enhancement: With your consent, we use data to optimize our website, facilitated by analytics and SEO.
Crime Prevention: Identifying potential fraud or other crimes is in our legitimate interest for safeguarding our operations.
Service Enhancement: Addressing suggestions and complaints is crucial for us to provide superior service and continually enhance our offerings.
Analytical Reporting: We analyze website use to improve user experience, which is a legitimate part of our business operations.
We encourage regular review of this notice as we may update it in response to feedback, legal, and operational changes.
