Your information. Your choices.

1. Who is responsible

Ultimate Vision Ltd is the controller of personal data processed for ChatWithAI. Contact us about privacy using the details below.

2. Information we process

• Chat information: messages, replies, conversation history, saved items, source references and feedback.
• Identity and preferences: a signed guest identifier; name, email and sign-in records when account sign-in is enabled; chosen answer settings and memory items you approve.
• Your private character: its name, personality description, portrait descriptions, generated images, selected image and generation status/timestamps. These are linked to your account so you can return to them and apply the weekly allowance.
• Technical and security information: server access/error logs, which can include IP addresses, browser information, requested paths, referrers and timestamps; rates, active requests and abuse-prevention records.
• Usage metadata: model/provider, token counts, estimated costs, latency, status and quota use, separate from message text.
• Correspondence: information you provide in support, privacy or complaint emails.
• Future payments: customer/subscription references and status when payments are enabled. Full card details would be entered with Stripe, rather than in chat.

Minimise personal data and avoid passwords, full payment details, information about children, and sensitive information such as identifiable health data. Do not disclose others’ personal information without an appropriate basis. If you submit such information accidentally, use deletion controls or contact us.

3. Purposes and lawful bases

Accepting terms is not blanket consent to all processing. Memory is off until you enable it and approve an item; that choice controls the feature. We do not use the service to send marketing or sell personal data. You can object to legitimate-interest processing and withdraw consent where consent is the applicable basis.

4. Live AI, saved conversations and temporary chat

Public chat uses Ollama Cloud to generate responses. Normal chats are stored on our application server. Temporary chat skips persistent conversation content and memory, but identity, quotas, security and limited usage metadata can still be processed. Temporary mode is not anonymous browsing and does not prevent ordinary server logging.

Relevant messages, recent conversation history, your selected character description and user-approved memory are sent to Ollama Cloud to answer your request. Source checking can send a generic topic query to its search service and request relevant public pages. The query is not intended to contain your raw message; topics and page requests can still reveal an interest, so avoid sensitive topics tied to an identifiable person.

We do not use conversations as public evaluation examples or for model training by us. Ollama processes requests under its provider terms and privacy policy, available at ollama.com. We do not promise provider-side deletion, zero retention or safeguards that have not been verified. Contact us for current processor and transfer details.

Portrait generation

When you choose Generate my weekly portrait, your visual description is sent to OpenAI through our existing Codex/Hermes image integration. This feature does not send your chat history or personality description to the image provider. Describe a fictional adult; do not include a real person’s identity, private details or an image you lack rights to use. Generated portraits and their descriptions are private to your account and included in your export. You may keep using a default portrait without requesting generation.

Image generation involves external AI processing separately from text chat. We do not promise provider-side zero retention or guaranteed erasure. Providers may process information outside the UK; contact us for current processor and transfer details.

5. Recipients and international processing

Authorised operators and hosting providers access data as needed to run and protect the application. Hosting uses our existing Güzel Hosting/Plesk environment and is not represented as UK-only. Its processing location and formal transfer documentation are being confirmed in launch review. Contact us for current processor and location information.

Approved administrators see account details, subscription status, answer ratings and usage metadata. For conversations started after this review notice takes effect, administrators can read saved messages for customer support, safety investigations and service quality review. Each access records the administrator, conversation, purpose and time. Older conversations remain metadata-only in this viewer. Private reasoning and the separate memory store are not displayed. Restricted server administration can access stored records where necessary for support, security, maintenance or a valid rights request.

Integrations include OpenAI for requested portraits, Ollama Cloud for live chat, news discovery and private AI evaluation, and our configured mail service for sign-in links. Planned integrations include Google sign-in and Stripe payments. Administrator and customer email sign-in use our own mail service. Google sign-in and live payments are not enabled.

Ollama describes processing primarily in the United States, with possible Europe and Singapore routing. Processor arrangements and applicable UK transfer safeguards remain under review, including adequacy or appropriate contractual safeguards and transfer assessments where required. No unverified safeguard is represented as completed. You may ask for details or copies of applicable safeguards, subject to legitimate confidential redactions.

We may disclose information where required by law or reasonably necessary to protect legal rights and security. Private conversations are not published. External websites you open have their own practices.

6. Retention

• Guest conversation content is scheduled to expire after 24 hours, with scheduled cleanup rather than deletion at the exact second.
• Free-account history expires after 30 days of conversation activity. Plus history, saved items and approved memory can remain until deletion/account closure while the relevant feature is available.
• Expired guest identity and associated operational records are cleaned after a further two days. Customer identity, preferences, sign-in, quota and completed-chat feedback counters remain while needed to operate the account; expired sessions and verification records are cleaned.
• Transcript-access records are linked to the saved conversation and removed when that conversation is deleted or expires.
• Admin sign-in links expire after 10 minutes; admin sessions after eight hours or earlier sign-out/revocation.
• Your private character, generated portraits and generation records remain until you delete your account. Export them in Settings before deletion. Changes to the character’s personality do not delete earlier portraits or reset the weekly allowance.
• Restricted recovery backups expire within 30 days. Active deletion does not instantly remove every backup copy.
• Server logs use hosting rotation, currently a 10 MB threshold and ten rotations for configured processed/error logs. Retention varies with traffic, rather than a fixed calendar duration. Aggregate visitor summaries cover at most 90 days of available log dates, without IPs or raw user agents.
• Support correspondence is kept while a request is active and as reasonably needed to document resolution, a relevant legal duty or claim. Future accounting records will follow statutory requirements; payments are disabled.

We may preserve narrowly relevant records where a specific legal duty or genuine legal claim requires it, limited to that purpose. Launch review includes confirming processor and log-retention schedules.

7. Cookies and security

First-party identity and sign-in cookies support the requested service and security. There are no current advertising trackers, device fingerprints or third-party analytics tags. Existing logs are summarised for request statistics. See the Cookie notice for names, purposes, lifetimes and controls.

We use access restrictions, HTTPS and ownership checks, but cannot guarantee absolute security. Do not share credentials or unnecessary confidential information. ChatWithAI is not an emergency monitoring service.

8. Your rights

Depending on the circumstances, UK law gives you rights to access, correct, erase, restrict processing, receive portable data, object to legitimate-interest processing and withdraw consent where used. Settings offers export/deletion without Plus. You can also email info@chatwithai.co.uk with “Privacy request”.

We may proportionately verify identity. Requests are normally free and handled within one month, subject to lawful exceptions, clarification or extensions for complex/numerous requests. We will explain applicable exceptions or extensions. Rights depend on the processing and legal obligations involved.

ChatWithAI does not make solely automated decisions with legal or similarly significant effects about you. Responses and abuse controls do not replace a legally required human review or challenge route.

9. Complaints and changes

Contact us about concerns. You may also complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint or 0303 123 1113. Contacting us first is not a condition of exercising a legal complaint right.

Material changes will be identified and explained before new data uses where required. This notice describes the current free live service and identified future features. Operator review of processor contracts, transfer safeguards, lawful bases, consumer terms and retention remains outstanding; these pages do not represent that review as completed. Paid subscriptions remain disabled.