Privacy Policy

Chatagents.io Privacy Policy

Last Updated: June 4, 2025


Welcome to Chatagents.io! We're committed to protecting your privacy and handling your data in an open and transparent manner. This Privacy Policy explains how Xenyo Limited ("Chatagents.io," "we," "us," or "our") collects, uses, shares, and protects information when you use our website (Chatagents.io), platform, and related services (collectively, the "Service").


Our goal is to provide you with powerful AI agent tools while respecting your data and empowering you to understand how it's used. Please read this policy carefully. By using our Service, you agree to the collection and use of information in accordance with this policy.


1. Who We Are

Chatagents.io is operated by Xenyo Limited, a company based in Hong Kong. We provide a Software as a Service (SaaS) platform designed to help Small and Medium-sized Businesses (SMBs) easily create, deploy, and manage AI-powered conversational agents.


2. Scope of This Policy

This Privacy Policy applies to:

  • User Data: Information we collect from you (our registered users representing SMBs) when you sign up for, configure, and use our Service.
  • Website Visitor Data: Information collected from visitors to our public website.

This policy also touches upon End-User Data – information that your AI agents (created and managed by you using our Service) collect from individuals who interact with them (your "End-Users"). As further explained below, you are primarily responsible for how your AI agent handles End-User Data.


3. Information We Collect

We collect different types of information depending on how you interact with our Service.

3.1. Information You Provide Directly to Us (User Data):

  • Account Information: When you create an account, we collect information like your name, email address, company name (if applicable), and password. This is used for identification, communication, and account management.
  • Billing Information: If you subscribe to a paid plan, we collect payment details (like credit card information). This is processed securely by our third-party payment processors (e.g., Stripe). We do not store your full payment card details on our servers.
  • Knowledge Base Content: To enable your AI agent to answer questions, you'll provide information for its knowledge base. This can include:
    • Website URLs for us to crawl (we extract text content).
    • Files you upload (e.g., TXT, PDF, DOCX).
    • Manual Q&A entries.
    • Direct text inputs.
    • Please only upload or link information that you have the right to use for this purpose.
  • Agent Configuration Data: When you build and customize your AI agents, we collect the information you provide, such as:
    • Agent Name, Agent Purpose (your internal prompt defining its role and objectives).
    • Agent Personality & Tone descriptions.
    • Agent Greeting Messages.
    • Configurations for "Agent Skill Sets," including connection details for third-party services you choose to integrate (like Google Sheets, Google Calendar, SMTP settings for email, or HTTP API endpoints). This may include authentication tokens or API keys if you provide them for such integrations.
    • Customizations for Shareable Agent Pages (e.g., page title, logo).
    • Settings for the Website Chat Widget (e.g., color, logo, suggested questions).
    • AI Agent Builder & Onboarding Information: If you use our AI Agent Builder on our website or AI-assisted features within the platform, we collect the information you provide about your business and desired chatbot functionalities to help generate initial configurations and suggestions for your agent.
    • Communications with Us: If you contact us for support, provide feedback, or participate in surveys, we collect the information you include in these communications.

    3.2. Information Your AI Agent Collects from Your End-Users (End-User Data):

    When individuals interact with the AI agents you deploy using our Service (e.g., via your website chat widget, a shareable agent page, or WhatsApp), those agents may collect information from these End-Users. This "End-User Data" can include:

    • Conversation transcripts (questions End-Users ask and responses the agent provides).
    • Data explicitly requested and collected by your agent to perform "Agent Skill Sets" (e.g., name, email, appointment details for scheduling, data for logging into a Google Sheet).
    • If you enable User Identification via our SDK on your website, you may pass a verified User ID from your website's system and other context data (e.g., current page URL) to the agent.

    Your Responsibilities for End-User Data:

    • You are the Data Controller for End-User Data collected by your AI agents. This means you determine the purposes and means of processing this data.
    • You are responsible for complying with all applicable data protection laws (e.g., GDPR, CCPA) regarding the collection and use of End-User Data, including providing necessary privacy notices to your End-Users and obtaining any required consents.
    • Chatagents.io acts as a Data Processor for End-User Data, meaning we process this data on your behalf and according to your configurations of the agent.

    3.3. Information We Collect Automatically:

    • Log Data & Usage Information: When you use our Service (including our website), our servers automatically record information. This may include your IP address, browser type, operating system, referring URLs, device information, pages visited, time spent on pages, links clicked, and the dates and times of access. We use this to monitor, maintain, and improve our Service, and for security purposes.
    • Cookies and Similar Technologies: We use cookies (small text files placed on your device) and similar tracking technologies (like pixels, web beacons) to operate and personalize the Service, authenticate users, remember your preferences, analyze usage, and for marketing purposes. For example, cookies help us:
      • Keep you logged in.
      • Understand how you use our Service to improve it.
      • Support secure payment processes.
      • (If applicable) Measure the effectiveness of our advertising campaigns. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some parts of our Service. 

    4. How We Use Your Information

    We use the information we collect for various purposes, relying on different lawful bases:

    • To Provide and Maintain Our Service:
      • Create and manage your account.
      • Enable you to build, configure, deploy, and manage your AI agents.
      • Process your Knowledge Base Content to allow your agent to generate RAG-based responses.
      • Execute "Agent Skill Sets" as configured by you, including passing data to your chosen third-party integrations.
      • Process payments and manage subscriptions.
    • To Enable AI Agent Functionality with Your Chosen LLM:
      • Your Agent Configuration Data and relevant parts of your Knowledge Base Content, along with End-User queries, are processed by the third-party Large Language Model (LLM) provider you select for your agent (e.g., models from OpenAI, Google, Anthropic). This is essential for your agent to understand queries and generate responses.
      • Important Note on LLM Training: We do not use your User Data or End-User Data to train any general AI models for Chatagents.io. We rely on the policies of the third-party LLM providers you select, which generally state they do not use data submitted via their APIs (which is how we interact with them) to train their general models. You should review the terms and privacy policies of your chosen LLM provider.
    • To Communicate With You:
      • Send administrative information (e.g., updates to Terms, security alerts, support messages).
      • Respond to your inquiries and provide customer support.
      • Send you marketing communications (e.g., newsletters, special offers) if you have opted in or where permitted by law. You can opt-out of marketing emails at any time.
    • To Improve and Personalize Our Service:
      • Analyze usage patterns to understand how our Service is used, identify areas for improvement, and develop new features.
      • Personalize your experience on our platform.
      • For research and development (typically using aggregated or anonymized data).
    • For Security and Compliance:
      • Monitor for and prevent fraudulent, abusive, or illegal activity.
      • Enforce our Terms of Service.
      • Comply with applicable legal obligations, lawful requests, and legal processes.

    5. How We Share and Disclose Information

    We do not sell your Personal Data. We may share your information in the following circumstances:

    • With User-Selected Third-Party LLM Providers: As described above, when your agent needs to generate a response or process information using AI, relevant data (prompts derived from your Knowledge Base, Agent Configuration, and End-User queries) is sent to the LLM provider you have selected for that agent. Their use of this data is governed by their own terms and privacy policies, which we encourage you to review.
    • With User-Configured Third-Party Integrations (via "Agent Skill Sets"): If you configure "Agent Skill Sets" to connect with services like Google Workspace (Sheets, Calendar), your email provider (via SMTP), or any other external service via HTTP Request, we will transmit data to and from these services as per your agent's configuration and your authorization. We are not responsible for the data privacy or security practices of these third-party services you choose to connect.
    • With Our Service Providers (Sub-processors): We use trusted third-party companies and individuals to help us operate, provide, improve, protect, and market our Service (e.g., hosting providers, payment processors, analytics services, email delivery services, customer support tools). These service providers will have access to your information only to perform tasks on our behalf and are obligated not to disclose or use it for other purposes. We have Data Processing Agreements (DPAs) in place with these service providers where required.
    • For Legal Reasons: We may disclose your information if we believe it's reasonably necessary to:
      • Comply with a law, regulation, legal process, or governmental request.
      • Protect the safety, rights, or property of Chatagents.io, our users, or the public.
      • Detect, prevent, or otherwise address fraud, security, or technical issues.
      • Enforce our Terms of Service.
    • Business Transfers: If we are involved in a merger, acquisition, bankruptcy, dissolution, reorganization, sale of some or all of our assets, or similar transaction, your information may be transferred as part of that transaction, subject to standard confidentiality arrangements. We will notify you of any such deal and outline your choices.
    • Aggregated or Anonymized Data: We may share aggregated or anonymized information that does not directly identify you with third parties for research, marketing, analytics, or other purposes.

    6. Cookies and Similar Technologies

    As mentioned in Section 3.3, we use cookies and similar technologies. You have choices regarding these technologies:

    • Browser Settings: Most web browsers allow you to control cookies through their settings. You can set your browser to block or delete cookies. However, if you do, some parts of our Service may not function correctly.
    • Third-Party Tools: You may be able to opt out of certain third-party cookies for advertising or analytics purposes through industry opt-out programs (e.g., Network Advertising Initiative, Digital Advertising Alliance).
    • You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

    7. Data Security

    We take the security of your data seriously and implement commercially reasonable technical and organizational measures designed to protect it from unauthorized access, use, alteration, or disclosure. These measures include data encryption, access controls, and secure software development practices.

    However, please remember that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use strong security measures, we cannot guarantee its absolute security. You are also responsible for maintaining the security of your account credentials.


    8. Data Retention

    We retain your User Data for as long as your account is active or as needed to provide you with the Service and fulfil the purposes outlined in this Privacy Policy. We will also retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

    • Account Information & Agent Configuration Data: Retained while your account is active.
    • Knowledge Base Content: Retained while your account is active and the content is part of an active agent's knowledge base.
    • End-User Data (e.g., conversation logs): Retained according to your agent's settings or for a standard period defined by us to provide the conversation review feature, unless you delete it or configure different retention (where such features are available). Please refer to platform settings for specific retention options.
    • Inactive Accounts: If your account becomes inactive for an extended period, we may delete your data in accordance with our data retention policies. We will attempt to notify you before doing so.

    You can request deletion of your account and associated data by contacting us.

    9. International Data Transfers

    Chatagents.io is a global service. Your information may be transferred to, stored, and processed in countries other than your own, including Hong Kong and other locations where our servers or our service providers' servers are located. These countries may have data protection laws that are different from the laws of your country.

    When we transfer your Personal Data internationally, we take appropriate safeguards to ensure your data receives an adequate level of protection, such as by using Standard Contractual Clauses (SCCs) where applicable, or relying on adequacy decisions or other lawful transfer mechanisms.


    10. Your Data Protection Rights

    Depending on your location and applicable data protection laws (such as GDPR in Europe, CCPA in California), you may have certain rights regarding your Personal Data. These may include the right to:

    • Access: Request a copy of the Personal Data we hold about you.
    • Rectification: Request correction of inaccurate or incomplete Personal Data.
    • Erasure (Deletion): Request deletion of your Personal Data under certain conditions (e.g., if it's no longer necessary for the purposes for which it was collected).
    • Restrict Processing: Request that we limit the processing of your Personal Data under certain conditions.
    • Data Portability: Request to receive your Personal Data in a structured, commonly used, and machine-readable format, and to have it transmitted to another controller where technically feasible.
    • Object to Processing: Object to our processing of your Personal Data under certain conditions (e.g., for direct marketing or processing based on legitimate interests).
    • Withdraw Consent: If we process your Personal Data based on your consent, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
    • Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority if you believe our processing of your Personal Data infringes applicable data protection laws.
    • To exercise any of these rights, please contact us at support@chatagents.io. We will respond to your request in accordance with applicable law. We may need to verify your identity before processing your request.

    11. Children's Privacy

    Our Service is not directed to individuals under the age of 18. We do not knowingly collect Personal Data from children under 18. If you are a parent or guardian and you become aware that your child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from a child under 18 without verification of parental consent, we will take steps to remove that information from our servers.


    12. Third-Party Links and Services

    Our Service may contain links to other websites or services not operated or controlled by us (e.g., links in Knowledge Base content provided by you, or websites of third-party integrations). This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party service before providing any information to or through them.


    13. Changes to This Privacy Policy

    We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will post any changes on this page with an updated "Last Updated" date. If we make material changes, we will provide more prominent notice (e.g., by adding a notice on our website, through the Service interface, or by sending you an email notification).


    We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of the Service after any changes or revisions to this Privacy Policy shall indicate your agreement with the terms of such revised Privacy Policy.


    14. Contact Us

    If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:


    Xenyo Limited
    Rm 1801 Apex Plaza,
    Kwun Tong
    Hong Kong

    Email: support@chatagents.io

    Thank you for trusting Chatagents.io with your information!