Privacy Policy — Chatrix

1. Who we are

AP Software ("AP Software", "we", "us", "our") is a company registered in Poland under KRS 672751839, NIP 8122261174 (EU VAT: PL8122261174). We are the operator of the Chatrix platform accessible at chatrix.live and at affiliated country-partner domains.

For privacy matters, contact us at [email protected].

Registered office, commercial register entry and tax identification numbers are published in our Impressum (for German visitors) and Aviso Legal (for Spanish visitors), and are available on request from [email protected].

2. What we collect

Account data: name, email, organization name, role.
Billing data: billing address, VAT ID, payment tokens (full card data is held only by our payment provider).
Usage data: conversations, messages, AI suggestions, configuration you create.
Technical data: IP address, user agent, device type, cookies (see Cookie Policy).
Communications: demo requests, support emails, sales conversations.

3. Why we process your data (legal basis)

Service delivery — Art. 6(1)(b) GDPR (performance of contract).
Billing and accounting — Art. 6(1)(b) and 6(1)(c) GDPR (contract and legal obligation under Polish tax law).
Product improvement and analytics — Art. 6(1)(f) GDPR (legitimate interest); you can opt out.
Marketing and sales outreach — Art. 6(1)(f) GDPR or consent, depending on jurisdiction.
Fraud prevention and security — Art. 6(1)(f) GDPR (legitimate interest).
Legal compliance — Art. 6(1)(c) GDPR.

4. Sharing with third parties (sub-processors)

We use selected sub-processors to operate the service — hosting, email delivery, AI inference, payments. We have contractual guarantees (DPAs with Standard Contractual Clauses where applicable) with each. An up-to-date list is available at [email protected] and in our Data Processing Agreement.

5. International transfers

Primary infrastructure is located in the European Union. Where AI inference or email delivery requires transferring data outside the EU/EEA, we rely on the EU Standard Contractual Clauses (Commission Decision 2021/914/EU) and additional safeguards as needed under Schrems II.

6. How long we keep your data

Account data: for the duration of your contract + up to 6 years after termination, as required by Polish tax and commercial law.
Conversation content: for the retention period configured by the customer (default: 24 months), then deleted.
Marketing data: until you opt out or object.
Technical logs: up to 12 months.

7. Your rights under GDPR

Access (Art. 15) — obtain a copy of your data
Rectification (Art. 16) — correct inaccurate data
Erasure (Art. 17) — have your data deleted
Restriction (Art. 18) — limit how we process
Portability (Art. 20) — receive your data in a machine-readable format
Objection (Art. 21) — object to processing based on legitimate interest
Withdraw consent — at any time, without affecting prior lawful processing
Lodge a complaint with the Polish supervisory authority: Urząd Ochrony Danych Osobowych (UODO), ul. Stawki 2, 00-193 Warsaw, Poland.

To exercise any right, email [email protected]. We respond within one month (Art. 12 GDPR).

8. Cookies

See our separate Cookie Policy.

9. Security

We implement technical and organizational measures appropriate to the risk, including encryption in transit (TLS 1.2+), encryption at rest, role-based access controls, logging, regular backups and personnel training. See our Security overview.

10. Children

The Chatrix Service is intended for business use and not directed at children under 18. We do not knowingly collect personal data from minors.

11. Changes to this Policy

Material changes are published on this page with a new effective date. For significant changes affecting your rights, we will notify you by email at least 30 days in advance where possible.

12. Contact

AP Software
Poland
[email protected]
[email protected]