Privacy Policy

Last updated July 17, 2026

This Privacy Policy explains how OwniChat collects, uses, stores, shares, and protects personal data when you:

visit the OwniChat website at https://owni.chat;
create or use an OwniChat account;
contact OwniChat;
use the OwniChat dashboard, live chat, AI assistant, analytics, flows, inbox, knowledge base, or related features;
interact with an OwniChat widget installed on a customer’s website.

By using OwniChat, you acknowledge that your personal data may be processed as described in this Privacy Policy.

1. Who We Are

In this Privacy Policy, “OwniChat”, “we”, “us”, and “our” refer to the OwniChat service and its operator.

Privacy inquiries: [email protected]
General and sales inquiries: [email protected]

OwniChat has not appointed a Data Protection Officer. Questions and requests concerning personal data may be submitted to the privacy email address above.

2. Our Roles in Processing Personal Data

OwniChat may process personal data in different legal roles depending on how the Service is used.

2.1 OwniChat as a Data Controller

OwniChat generally acts as a data controller when processing information for its own purposes, including:

OwniChat account registration;
account and company settings;
subscriptions and payment records;
OwniChat website analytics;
authentication and security logs;
customer support requests;
service communications;
marketing preferences;
compliance with legal obligations.

In these situations, OwniChat determines why and how personal data is processed.

2.2 OwniChat as a Data Processor

When a customer installs an OwniChat widget on their website, the customer generally determines:

what visitor information is collected;
which contact fields are displayed;
which flows and automated actions are enabled;
whether AI functionality is enabled;
how visitor conversations are used;
how long visitor data is retained.

In these situations, the customer generally acts as the data controller and OwniChat acts as a data processor acting on the customer’s instructions.

Visitors who want to exercise rights concerning information collected through a customer’s website should normally contact the owner of that website first.

OwniChat will provide reasonable assistance to customers in responding to valid data protection requests.

3. Personal Data We Collect

The information collected depends on how you interact with OwniChat and how a customer configures the OwniChat widget.

3.1 Account Information

When you create or use an OwnChat account, we may collect:

first and last name;
email address;
telephone number;
password or authentication credentials;
company or organisation name;
account role and permissions;
connected website domains;
preferred language;
notification settings;
registration date;
last login date;
account status;
subscription status.

If third-party authentication is available, we may receive account information from the selected authentication provider.

We do not receive the password you use with a third-party authentication provider.

3.2 Technical Information

When you visit OwniChat or interact with an OwniChat widget, we may automatically process:

IP address;
approximate country or region derived from the IP address;
browser type and version;
device type;
operating system;
browser language;
user agent;
screen and viewport information;
referring page;
current page URL;
session identifiers;
date and time of access;
error and diagnostic information;
information available through standard browser APIs.

IP-based location information is used to determine an approximate location and is not intended to identify an exact residential address.

3.3 Customer Project Information

Customers may provide or configure:

website domains;
project names;
company information;
widget appearance and branding;
team member accounts;
user roles and permissions;
flows and automation rules;
integration settings;
AI model settings;
API credentials;
notification preferences.

When a visitor interacts with an OwniChat widget installed on a customer’s website, OwniChat may process:

visitor identifiers;
IP address;
approximate country or region;
browser language;
browser and device information;
current page URL;
referring URL;
visited pages;
time spent on pages;
widget opening and closing events;
scrolling activity and scroll depth;
clicks and configured website events;
flow steps started or completed;
chat messages;
conversation history;
timestamps;
conversation status;
customer-defined tags;
name, email address, telephone number, or other information voluntarily provided by the visitor;
files or content submitted through the widget.

The exact information collected depends on the customer’s widget, analytics, and flow configuration.

3.5 Conversations

OwnChat may store communications exchanged through the Service, including:

visitor messages;
customer support agent replies;
AI-generated replies;
internal notes;
conversation assignments;
message delivery and read status;
timestamps;
attached files;
related website events.

Customers and their authorised employees may access conversations associated with their OwniChat account or workspace.

Visitors should not provide information through an OwniChat widget unless they are comfortable sharing that information with the owner of the website where the widget is installed.

3.6 Knowledge Base Content

Customers may upload or provide materials used to configure the AI assistant, including:

text;
frequently asked questions;
documents;
website content;
product information;
company information;
URLs;
files;
structured data.

Knowledge base materials may be processed to create searchable representations that allow OwniChat to retrieve relevant information for AI-generated responses.

Customers are responsible for ensuring that they have the necessary rights and legal grounds to upload and process these materials.

3.7 Payment Information

Payments may be processed through Monobank or related payment infrastructure.

OwniChat does not directly collect or store:

complete payment card numbers;
CVV or CVC codes;
full payment authentication details.

OwniChat may receive and store limited payment information, including:

invoice identifier;
payment status;
payment amount;
currency;
payment date;
related OwniChat account;
subscription or plan information;
transaction metadata required to verify or manage a payment.

Payment providers process payment information according to their own terms and privacy policies.

3.8 Support Information

When you contact OwniChat, we may process:

your name;
email address;
company name;
message contents;
screenshots;
attached files;
technical information;
previous correspondence;
information required to investigate and resolve your request.

4. How We Collect Personal Data

We may collect personal data:

directly from you;
from OwniChat customers;
from visitors interacting with customer widgets;
automatically through cookies, logs, browser technologies, and similar tools;
from payment providers;
from authentication providers;
from customer-enabled integrations;
from publicly available website content where a customer instructs OwniChat to process that content.

5. How We Use Personal Data

We may process personal data to:

create and manage OwniChat accounts;
provide the OwniChat website and dashboard;
provide live chat and inbox functionality;
display and store conversations;
operate customer flows and automation rules;
provide website and visitor analytics;
process customer knowledge bases;
provide AI-generated responses;
authenticate users;
manage roles and permissions;
connect customer websites;
process subscriptions and payments;
send account, security, subscription, and service notifications;
respond to support requests;
detect fraud, attacks, abuse, and unauthorised access;
troubleshoot errors;
maintain and improve the Service;
comply with legal, tax, and accounting obligations;
establish, exercise, or defend legal claims;
send marketing communications where permitted by applicable law.

6. Legal Bases for Processing

Where the General Data Protection Regulation or similar privacy legislation applies, OwnChat may rely on the following legal bases.

6.1 Performance of a Contract

We may process personal data where it is necessary to:

create and manage an account;
provide requested OwniChat functionality;
process subscriptions;
provide support;
fulfil our contractual obligations.

6.2 Legal Obligations

We may process and retain information where necessary to comply with:

accounting requirements;
tax obligations;
regulatory requirements;
legally binding requests.

6.3 Legitimate Interests

We may process personal data where necessary for legitimate business interests, including:

protecting the Service;
preventing fraud and abuse;
maintaining technical logs;
improving reliability;
understanding how the Service is used;
responding to business inquiries;
defending legal claims.

We consider the potential effect of such processing on the rights and interests of affected individuals.

We may rely on consent for:

non-essential cookies;
optional analytics technologies;
marketing communications where consent is required;
other optional processing activities.

You may withdraw consent at any time. Withdrawal does not affect processing carried out before consent was withdrawn.

6.5 Customer Instructions

When OwniChat processes visitor information on behalf of a customer, the customer is responsible for determining the applicable legal basis.

7. Artificial Intelligence

OwniChat provides functionality powered by artificial intelligence.

AI functionality may use:

visitor messages;
conversation history;
customer instructions;
knowledge base content;
current page context;
product or service information;
information needed to perform an enabled action.

7.1 OpenAI

OwniChat may use OpenAI to generate responses or perform AI-related processing.

To generate an answer, OwniChat may send OpenAI:

the visitor’s message;
relevant conversation history;
system instructions;
relevant knowledge base excerpts;
page or product context;
information needed for an enabled action.

Depending on the conversation, this information may contain personal data.

Customers are responsible for informing their visitors about the use of AI where required by applicable law.

7.2 Customer API Keys

Customers may be able to connect their own OpenAI API key.

When a customer uses their own API key:

AI requests may be processed under the customer’s OpenAI account;
the customer is responsible for their relationship with OpenAI;
the customer is responsible for model selection and provider settings;
OwniChat may transmit requests to OpenAI on behalf of the customer;
the customer is responsible for protecting the API key and limiting access to it.

Customers must not publish API keys or place them in publicly accessible website code.

7.3 AI-Generated Content

AI-generated content may be inaccurate, incomplete, outdated, or unsuitable for a particular purpose.

Customers are responsible for:

reviewing AI settings;
defining appropriate instructions;
maintaining accurate knowledge base content;
monitoring AI responses;
deciding which automated actions may be performed;
providing human assistance where appropriate.

Depending on the customer’s configuration, AI functionality may:

answer questions;
recommend products or services;
provide contextual assistance;
start or continue a flow;
suggest a website action;
add a product to a shopping cart;
perform another authorised website action.

OwniChat should not be used as the sole source of medical, legal, financial, safety, emergency, or other professional advice.

OwniChat is not intended to make decisions that produce legal or similarly significant effects without appropriate human oversight.

8. Cookies and Similar Technologies

OwniChat may use:

cookies;
local storage;
session storage;
pixels;
browser identifiers;
similar technologies.

These technologies may be used to:

keep users signed in;
maintain account security;
remember preferences;
maintain widget sessions;
recognise returning visitors;
prevent abuse;
measure website traffic;
analyse OwniChat website usage;
measure widget and flow events;
improve performance.

8.1 Necessary Technologies

Necessary technologies support functions such as:

authentication;
session continuity;
security;
fraud prevention;
saving user preferences;
maintaining widget conversations.

Disabling necessary technologies may prevent parts of the Service from working properly.

8.2 Google Analytics

OwniChat uses Google Analytics to understand how visitors interact with the OwniChat website.

Google Analytics may process:

browser and device information;
approximate location;
visited pages;
navigation events;
session duration;
cookie or browser identifiers.

Where required by applicable law, Google Analytics and other non-essential technologies will only be activated after consent has been provided.

Users may also restrict cookies through their browser settings.

8.3 Customer Websites

Customers using the OwniChat widget are responsible for determining whether consent is required before activating:

behavioural analytics;
scroll tracking;
optional cookies;
marketing technologies;
non-essential browser storage.

Customers are responsible for displaying appropriate privacy and cookie notices on their own websites.

9. Service Providers

OwniChat may use third-party service providers where necessary to operate the Service.

9.1 Hosting and Infrastructure

OwniChat currently uses server infrastructure located in Germany.

The main application, database, uploaded files, and related technical information may be stored on this infrastructure.

9.2 OpenAI

OpenAI may process conversation content, instructions, knowledge base excerpts, and related information when AI functionality is used.

Processing may depend on:

the selected OpenAI model;
the selected OpenAI service;
whether an OwniChat or customer API key is used;
the customer’s OpenAI account configuration.

9.3 Monobank

Monobank or related payment infrastructure may process payment information when a customer purchases a subscription or another paid service.

9.4 Google Analytics

Google may process website usage information when Google Analytics is active.

9.5 Cloudflare

OwniChat may use Cloudflare for:

DNS services;
content delivery;
website performance;
availability;
security;
protection against malicious traffic.

Depending on the configuration, Cloudflare may process:

IP addresses;
requested URLs;
request headers;
user agent information;
network information;
security signals.

9.6 Email Infrastructure

OwniChat operates email infrastructure used to send:

account notifications;
security alerts;
subscription messages;
support communications;
system emails;
marketing communications where permitted.

9.7 Professional Recipients

Where necessary, personal data may be disclosed to:

accountants;
auditors;
legal advisers;
tax authorities;
regulators;
courts;
law enforcement authorities.

Such disclosure will only occur where legally required or reasonably necessary to protect OwniChat, its customers, users, or legal rights.

10. Sale of Personal Data

OwniChat does not sell personal data for monetary compensation.

OwniChat does not permit third parties to purchase:

customer conversations;
visitor contact information;
uploaded files;
knowledge base content;
customer account information.

Using hosting, analytics, payment, AI, or security providers does not mean that OwniChat sells information to those providers.

11. International Data Transfers

OwniChat is operated by an individual entrepreneur registered in Ukraine.

The primary OwniChat server infrastructure is currently located in Germany.

Some providers used by OwniChat may process data in other countries.

These countries may have privacy laws that differ from the laws of your country.

Where required, international transfers may be protected through:

standard contractual clauses;
contractual data protection safeguards;
adequacy decisions;
recognised provider transfer mechanisms;
another legally permitted transfer basis.

Customers are responsible for evaluating data transfers resulting from integrations, API keys, and third-party services that they independently enable.

12. Data Retention

OwniChat retains personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy.

The retention period may depend on:

the type of information;
customer settings;
account activity;
subscription duration;
legal obligations;
tax and accounting requirements;
security requirements;
disputes or legal claims;
deletion requests.

12.1 Account Information

Account information is generally retained while the account remains active.

After an account is deleted or terminated, limited information may be retained where necessary for:

legal compliance;
accounting;
payment verification;
fraud prevention;
dispute resolution;
enforcement of agreements.

12.2 Conversations and Visitor Data

Conversations, visitor details, analytics events, and related information may be retained:

while the related account or project remains active;
until deleted by the customer;
according to customer retention settings;
for a limited period needed for security or legal compliance.

Customers are responsible for selecting retention periods appropriate for their business and legal obligations.

12.3 Deleted Content

When a customer deletes a file, knowledge base item, conversation, project, or related material, it is scheduled for removal from active systems.

Associated processed copies and searchable representations are also scheduled for deletion.

12.4 Backups

OwniChat maintains backups for service continuity and recovery.

Deleted information may remain in backup copies for up to 60 days before the relevant backup is overwritten or expires.

Backup copies are not intended to be used for ordinary processing after deletion.

If a backup must be restored, OwniChat will take reasonable steps to remove information that had previously been deleted.

12.5 Logs

Authentication, security, diagnostic, and technical logs may be retained for a reasonable period required to:

investigate incidents;
prevent abuse;
protect accounts;
maintain service stability;
comply with legal obligations.

13. Data Security

OwniChat uses reasonable technical and organisational safeguards designed to protect personal data.

These safeguards may include:

HTTPS and TLS encryption;
access controls;
account authentication;
role-based permissions;
separation of customer workspaces;
restricted server access;
system monitoring;
security logging;
software and infrastructure updates;
backup procedures;
security incident investigation.

No method of transmission or storage can guarantee absolute security.

Customers are responsible for:

protecting passwords;
protecting API keys;
limiting employee access;
removing access from former employees;
reviewing integrations;
securing their websites and connected systems;
notifying OwniChat about suspected unauthorised access.

14. Sensitive Personal Data

OwniChat is not specifically designed for processing highly sensitive personal data.

Customers and visitors should avoid submitting:

medical records;
health diagnoses;
biometric identifiers;
passport or identity document copies;
full payment card information;
account passwords;
banking credentials;
political or religious information;
trade union information;
criminal records;
information concerning a person’s sex life or sexual orientation;
other special-category information.

Customers who intentionally process sensitive information through OwniChat are responsible for:

determining an appropriate legal basis;
obtaining explicit consent where required;
providing appropriate notices;
limiting access;
completing required risk assessments;
ensuring that the processing is permitted by law.

15. Your Rights

Depending on your location and applicable law, you may have the right to:

request access to your personal data;
receive a copy of your data;
correct inaccurate information;
complete incomplete information;
request deletion;
request restriction of processing;
object to processing;
withdraw consent;
request data portability;
object to direct marketing;
request information about data recipients;
request information about international transfers;
submit a complaint to a competent data protection authority.

These rights may be subject to legal exceptions and limitations.

To submit a request concerning information controlled directly by OwniChat, contact:

[email protected]

OwniChat may request information necessary to verify your identity.

Requests will be answered within the period required by applicable law.

15.1 Information Collected Through Customer Websites

If your personal data was collected through an OwniChat widget installed on another company’s website, that company generally acts as the data controller.

You should normally contact the website owner first.

After receiving an authorised request from the customer, OwniChat may assist with:

locating information;
exporting information;
correcting information;
restricting processing;
deleting information.

15.2 Marketing Communications

You may unsubscribe from marketing communications by:

using an unsubscribe link included in the message;
changing available account preferences;
contacting [email protected].

You may continue to receive essential messages concerning:

account security;
payments;
subscriptions;
technical incidents;
important service changes.

16. Children’s Privacy

OwnChat accounts and paid services are intended for business and professional users who are at least 18 years old or who have otherwise obtained full legal capacity under applicable law.

OwniChat does not knowingly permit children to create paid customer accounts.

Visitors interacting with an OwniChat widget installed on a customer’s website may be under 18 years old.

The customer operating that website is responsible for:

determining whether the website is directed at children;
providing age-appropriate privacy notices;
obtaining parental or guardian consent where required;
limiting unnecessary tracking;
complying with applicable child privacy laws.

Customers must not use OwniChat to intentionally collect children’s personal data in violation of applicable law.

Concerns regarding a child’s personal data may be submitted to [email protected].

17. Customer Responsibilities

Customers using OwniChat are responsible for:

having a lawful basis for collecting visitor information;
publishing an accurate privacy notice;
informing visitors about the use of OwniChat;
explaining the use of AI where required;
obtaining cookie consent where required;
collecting only necessary information;
responding to data subject requests;
selecting suitable retention periods;
controlling employee access;
lawfully uploading knowledge base materials;
ensuring that integrations comply with applicable law;
signing a Data Processing Agreement where required.

Customers must not use OwniChat for:

unlawful surveillance;
covert monitoring;
unlawful discrimination;
deceptive profiling;
unauthorised access to personal information;
processing prohibited content.

18. Legal Disclosures

OwniChat may preserve, use, or disclose personal data where reasonably necessary to:

comply with applicable law;
respond to a court order;
respond to a legally binding request;
comply with lawful requests from public authorities;
enforce agreements;
investigate fraud or abuse;
protect OwniChat and its customers;
prevent security or safety threats;
establish, exercise, or defend legal claims.

Where legally permitted, OwniChat may notify the affected customer before disclosing customer-controlled data.

19. Third-Party Services

OwniChat may contain links to or integrations with third-party:

websites;
applications;
APIs;
payment providers;
AI providers;
authentication providers;
analytics services.

OwniChat does not control the independent privacy practices of these third parties.

Customers should review the terms and privacy policies of services they enable.

This Privacy Policy does not apply to information processed independently by a third-party service.

20. Business Transfers

If OwniChat is involved in a merger, acquisition, financing, restructuring, transfer, or sale of the Service or its assets, personal data may be transferred as part of that transaction.

Any such transfer will be subject to applicable privacy requirements.

21. Changes to This Privacy Policy

OwniChat may update this Privacy Policy when:

Service functionality changes;
new providers are introduced;
processing practices change;
legal requirements change;
infrastructure or security practices change.

The updated version will be published with a revised “Last updated” date.

Where changes materially affect user rights or the processing of personal data, OwniChat may provide additional notice through:

the OwniChat website;
the customer dashboard;
email;
another appropriate communication method.

22. Complaints

You may contact OwniChat first so that we can investigate and attempt to resolve your concern.

Depending on applicable law, you may also have the right to submit a complaint to a data protection authority in:

the country where you live;
the country where you work;
the country where an alleged violation occurred.

Contacting OwniChat does not limit your right to contact a regulator or seek another available legal remedy.

23. Contact Us

Questions, requests, or complaints concerning this Privacy Policy or the processing of personal data may be submitted to:

OwniChat

Privacy inquiries: [email protected]
General and sales inquiries: [email protected]
Website: https://owni.chat