OrcaChat Privacy Policy

Effective date: 8 April 2026

Last updated: 8 April 2026

1. Introduction

Welcome to OrcaChat.

This Privacy Policy explains how OrcaChat collects, uses, stores, shares, and protects personal information when you visit our website, apply for beta access, create an account, use our chatbot builder platform, interact with chatbots powered by OrcaChat, or otherwise engage with us.

We are committed to handling personal information responsibly and transparently.

If you have any questions about this Privacy Policy or how we process personal information, please contact us at:

2. Who this policy applies to

This Privacy Policy applies to:

  • visitors to the OrcaChat website
  • people who apply for beta access or join a waitlist
  • account holders and users of the OrcaChat platform
  • people who interact with chatbots deployed using OrcaChat
  • people who contact us by email, forms, or other channels

3. The information we collect

3.1 Information you provide directly

We may collect information that you submit to us, including:

  • your name
  • email address
  • company name
  • website URL
  • job title or role
  • account login details
  • billing and subscription information
  • support requests and correspondence
  • information submitted through beta forms, waitlists, lead forms, or contact forms
  • feedback, survey responses, interview responses, and product testing input

3.2 Information collected through use of the platform

When you use OrcaChat, we may collect:

  • account and workspace information
  • chatbot configuration details
  • uploaded content, training materials, files, URLs, or knowledge sources used to train a bot
  • chatbot usage data
  • message volume and activity logs
  • technical settings and deployment information
  • support and troubleshooting information

3.3 Chatbot conversation and visitor interaction data

When a website visitor interacts with a chatbot powered by OrcaChat, we may collect:

  • chatbot conversation content
  • timestamps and usage events
  • lead information submitted through a chatbot, such as name, email address, phone number, or other details the visitor chooses to provide
  • information about which page or part of a site the interaction occurred on
  • routing actions, clicks, or conversion-related events where implemented

3.4 Automatically collected information

We may automatically collect certain technical and usage information, including:

  • IP address
  • browser type and version
  • device type
  • operating system
  • referring pages or URLs
  • pages visited
  • approximate location derived from technical data
  • cookies or similar tracking technologies
  • analytics and performance data
  • log files and error reports

4. How we use personal information

4.1 To provide and operate OrcaChat

  • create and manage accounts
  • provide access to the platform
  • enable chatbot setup, deployment, and configuration
  • process subscriptions and payments
  • maintain the functionality, security, and availability of the service

4.2 To manage beta access and waitlists

  • review beta applications
  • manage onboarding and access decisions
  • communicate about beta availability, access, setup, and support
  • contact beta users for operational matters directly related to the beta

4.3 To improve the platform and product experience

  • understand how OrcaChat is used
  • analyze usage patterns and feature adoption
  • identify bugs, errors, and performance issues
  • improve product design, features, onboarding, and documentation
  • review chatbot interaction trends, analytics, and platform performance

4.4 To provide support and communicate with you

  • respond to questions and support requests
  • send important service, product, or account-related notices
  • troubleshoot issues
  • follow up on requests you submit through our website

4.5 To collect feedback and conduct research

  • request product feedback
  • invite users to surveys, interviews, or testing sessions
  • better understand how the product is performing in real-world use

4.6 To market OrcaChat

Where permitted by law, or where you have agreed to receive such communications, we may use your information to send product updates, launch news, feature announcements, and promotional and marketing communications.

You can opt out of non-essential marketing communications at any time.

4.7 To protect our platform and rights

  • detect, prevent, or investigate fraud, misuse, security incidents, or abuse
  • enforce our terms, policies, and legal rights
  • comply with legal and regulatory obligations

5. Legal basis for processing

We process personal information on one or more of the following grounds, where applicable:

  • your consent
  • the need to provide services you have requested
  • the need to take steps related to entering into or performing an agreement with you
  • our legitimate interests in operating, improving, securing, and growing OrcaChat
  • compliance with legal obligations

Where we rely on consent, you may withdraw that consent where applicable, subject to lawful processing already carried out.

6. Cookies and analytics

We may use cookies, pixels, and similar technologies to keep the website and platform functioning properly, understand website traffic and usage patterns, improve performance and user experience, and measure marketing and campaign performance.

You may be able to control cookies through your browser settings. Disabling certain cookies may affect how the website or platform functions.

If we use third-party analytics or tracking tools, those providers may also process information in accordance with their own privacy terms.

7. Chatbot content, uploaded content, and lead data

Because OrcaChat is a chatbot builder and deployment platform, some of the information processed through the service may include content that our customers upload, configure, or collect through their own chatbots. This may include website content and URLs, uploaded files and knowledge sources, chatbot prompts and configuration data, visitor-submitted lead details, and chatbot conversation content.

Customers using OrcaChat are responsible for ensuring that they have the right to use and provide the information they upload to the platform and that they provide appropriate notices to visitors interacting with their chatbot.

Where we process such information on behalf of a customer, we may do so as a service provider or operator supporting the customer's use of OrcaChat.

8. How we share information

We do not sell personal information.

8.1 Service providers

We may share information with trusted service providers that help us operate OrcaChat, such as providers for hosting and infrastructure, cloud storage, analytics, customer support tools, email delivery, payment processing, and security and performance monitoring. These providers may process information on our behalf subject to appropriate agreements and safeguards.

8.2 Legal and compliance reasons

We may disclose information where required to do so by law, regulation, court order, lawful request, or where necessary to protect rights, safety, property, or the integrity of the platform.

8.3 Business transfers

If OrcaChat is involved in a merger, acquisition, restructuring, investment transaction, asset sale, or similar event, personal information may be transferred as part of that process, subject to applicable legal requirements.

9. International transfers

Your information may be stored or processed in countries other than your own, depending on where our service providers, infrastructure, or operations are located. Where required, we will take reasonable steps to ensure that cross-border transfers are subject to appropriate protections and safeguards.

10. Data retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including providing the platform, maintaining accounts, supporting product analytics, complying with legal obligations, and enforcing agreements.

If you request account deletion, we will delete or anonymize personal information where appropriate, subject to information we need to retain for lawful, security, fraud-prevention, contractual, accounting, or compliance reasons.

11. Security

We take reasonable technical and organizational steps to protect personal information against unauthorized access, loss, misuse, alteration, disclosure, or destruction.

However, no system can be guaranteed to be completely secure. You are responsible for maintaining the confidentiality of your login credentials and for using the platform responsibly.

12. Your rights

Depending on the laws that apply to you, you may have rights relating to your personal information, including the right to:

  • request access to personal information we hold about you
  • request correction of inaccurate or incomplete information
  • request deletion of personal information in certain circumstances
  • object to or restrict certain forms of processing
  • withdraw consent where processing is based on consent
  • opt out of direct marketing communications
  • lodge a complaint with a relevant supervisory or regulatory authority

To exercise any of these rights, please contact us at info@orca-chat.com. We may need to verify your identity before acting on certain requests.

13. Third-party websites and services

Our website, platform, or chatbots may link to third-party websites, services, or integrations. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy notices and terms before providing information to them.

14. Children's privacy

OrcaChat is not intended for use by children without appropriate supervision and is not designed specifically for children as a primary audience.

We do not knowingly collect personal information directly from children in a manner that is unlawful. If you believe personal information relating to a child has been submitted inappropriately, please contact us so we can review and address the issue.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we do, we may update the effective date at the top of this page and take other steps where appropriate to notify users of material changes.

Your continued use of OrcaChat after an updated Privacy Policy becomes effective may be treated as acceptance of the updated policy where permitted by law.

16. Contact us

If you have questions about this Privacy Policy or would like to exercise a privacy-related right, please contact us:

bot
Orca assistant
Online
Hi there! How can I help you today?
Powered by OrcaChat