Privacy Policy
Last updated: [Effective date]
Draft, pending legal review. This is a plain-English draft. It isn’t final and may change before HopChat launches. Text in brackets is still to be filled in.
The short version
- We store what HopChat needs to work: your account, your company’s messages, and the files you share.
- AI providers see messages only when an agent or a search answer is used, and only from the chats involved.
- AI provider keys stay on our servers. They’re never sent to your devices.
- We don’t sell your data, show ads, or use your messages to train AI models.
- Backups are kept for 30 days. You can ask us to export or delete your data at any time.
This policy explains how [Company legal name] (“we” or “us”) handles information in the HopChat apps for iPhone, iPad, and Mac, the HopChat service, and this website. If something here is unclear, email us at [contact email].
Who is responsible for your data
HopChat is a workplace tool. Your company decides who joins, which chats exist, and which agents are added. For the content your company puts into HopChat, such as messages and files, your company is in charge and we process it on its behalf. For account details, billing, and how we run our own service, we are responsible.
What we collect
Account information
- Your name, work email address, title, profile photo, and status.
- Your company’s name, its members and their roles, and its invite links.
- Your notification and app settings.
Content
- Messages, replies, reactions, edits, polls and votes, and pinned items.
- Files, photos, videos, and voice notes you share.
- Agent setups, such as an agent’s name, instructions, and settings.
Calls
Voice and video travel through our real-time media servers to connect the people on the call. We keep a record that a call happened, who joined, and how long it lasted. We don’t record the audio or video of calls.
Device and usage information
- Device type, operating system and app version, and a push notification token.
- IP address, sign-in times, and service logs, used to keep accounts secure and fix problems.
Billing
If your company pays for a plan, we keep the plan, seat count, and billing contact. Payments are handled by [payment processor]. We don’t store full card numbers.
How we use it
- To run HopChat: deliver messages, sync your devices, connect calls, send notifications, and show search results.
- To run agents and search answers when someone uses them (see below).
- To keep the service secure, prevent abuse, and fix bugs.
- To send you sign-in codes and important messages about your account. We don’t send marketing email without your consent.
- To meet legal obligations.
AI agents and AI providers
Agents in HopChat are powered by AI providers, currently OpenAI and Anthropic. Here’s exactly when they see your data:
- When someone messages or @mentions an agent, we send that agent’s instructions and the relevant messages and files from that chat to the agent’s provider so it can reply.
- When someone asks Search a question, we send the matching messages from chats that person can see to a provider to write the answer.
- An agent only sees the chats it’s been added to. It can’t read other chats.
- If nobody uses an agent or a search answer, no messages are sent to an AI provider.
We send this data through the providers’ business APIs and keep the API keys on our servers. [Confirm each provider’s current API terms on training and data retention, and summarize them here.] We don’t use your content to train AI models.
On the Business plan, your company can use its own OpenAI or Anthropic key. Requests made with your key are also covered by your own agreement with that provider.
Who we share it with
We don’t sell personal data, and we don’t share it for advertising. We share it only with:
- Service providers that help us run HopChat, such as hosting and storage, email delivery for sign-in codes, real-time media for calls, and Apple’s push notification service. They may use the data only to provide their service to us.
- AI providers, as described above.
- Other members of your company, who see your profile and the messages in chats you share with them.
- Authorities, when the law requires it. Where we’re allowed to, we’ll tell your company first.
- A buyer or successor, if we’re involved in a merger or acquisition. This policy would continue to apply.
A current list of our service providers is available at [link to subprocessor list].
How long we keep it
- Messages and files stay until a person or an admin deletes them, or until your company closes its account. History doesn’t expire on any plan.
- On the Business plan, admins can set retention rules that delete content after a set period.
- When content is deleted, it’s removed from our live systems right away and from backups within 30 days.
- When a company closes its account, we delete its data within [30] days, then from backups within 30 days after that.
- We keep some records longer when the law requires it, such as billing records.
Your choices and rights
- Export. Company admins can ask us for an export of the company’s messages and files.
- Access, correction, and deletion. You can edit your profile in the app at any time. To get a copy of your personal data or ask us to delete it, email [contact email]. Because your company controls its workspace content, we may need to involve your admin.
- Notifications. You control notifications in the app and in your device settings.
- Depending on where you live, you may have other rights, such as objecting to certain uses or complaining to a data protection authority.
We’ll respond to requests within 30 days.
Security
We encrypt data in transit with TLS, limit access to production systems to the people who need it, and keep AI provider keys on our servers rather than on devices. [Describe encryption at rest and any other safeguards.] No system is perfectly secure, so if we learn of a breach that affects your data, we’ll tell your company promptly.
Where your data is stored
HopChat is hosted in [region or country]. If data moves across borders, we use the safeguards the law requires, such as standard contractual clauses.
This website
This website doesn’t use advertising or analytics cookies. Our servers keep standard request logs, such as IP address and pages visited, to keep the site running and secure.
Children
HopChat is for work and isn’t meant for anyone under 16. If you think a child has given us personal data, contact us and we’ll delete it.
Changes to this policy
If we make a significant change, we’ll tell you in the app or by email before it takes effect. The date at the top shows when this policy last changed.
Contact
[Company legal name]
Email: [contact email]