For website visitors who interact with an AI chat widget powered by Cloop
This notice is provided by [Customer Name] ("we") and explains how data is handled when you use the chat widget on our website. The widget is powered by Cloop, a service provided by ROFFI Oy (Finland).
What Happens When You Chat
When you use the chat widget on our website:
- Your messages are sent to Cloop's servers in Finland (EU) for processing
- An AI assistant generates responses based on the content published on our website
- A random identifier is stored in your browser (localStorage) so the conversation can continue if you navigate to another page or return later
- Your conversation is stored so we can review it, improve our content, and follow up if you request it
What Data Is Collected
| Data | Collected? | Notes |
|---|
| Your chat messages | Yes | Processed by AI and stored for our review |
| Your email address | Only if you provide it | We may ask for your email to send a summary or follow up |
| A random visitor ID | Yes | Stored in your browser, not linked to your identity |
| The page you started chatting on | Yes | Helps provide relevant context |
| Conversation phase | Yes | Tracks whether you are exploring, learning, or requesting contact |
| Your IP address | No | Not stored by the widget (standard server logs may briefly contain it) |
How AI Is Used
The chat responses are generated by an AI language model. The AI:
- Only uses content published on our website to answer questions
- Cites sources so you can verify the information
- May occasionally produce imperfect or incomplete answers
The AI is not a human. If you need definitive professional advice, please contact us directly.
Your Email
If you share your email address (voluntarily or when prompted):
- We use it to follow up on your inquiry or send a conversation summary
- We do not add it to marketing lists without your separate consent
- You can request deletion at any time by contacting us
Data Storage and Security
- Conversation content and databases are stored in the European Union. Limited feature-specific processing may involve providers outside the EEA, as described in Cloop's Privacy Policy and Subprocessor List.
- Data is transmitted over encrypted connections (HTTPS/TLS)
- Your conversation is accessible to our team (not to other website visitors or other Cloop customers)
Your Rights
Under GDPR, you have the right to:
- Access the data collected about you
- Delete your conversation and any personal data
- Object to processing
To exercise these rights, contact us at [Customer Contact Email]. We will respond within 30 days.
For questions about how Cloop (the technology provider) handles data, see the Cloop Privacy Policy.
Cookies and Browser Storage
The chat widget stores one item in your browser's localStorage:
- Key:
cloop_visitor_[site-id]
- Value: A random identifier (UUID)
- Purpose: Recognize you as a returning visitor for conversation continuity
- Duration: Until you clear your browser data
This is not a cookie and is not shared across websites.
This notice was last updated on [date]. Powered by Cloop.
For Cloop Customers: How to Use This Template
This is a template privacy notice for your website visitors. To use it:
- Replace
[Customer Name] with your company name
- Replace
[Customer Contact Email] with your data protection contact
- Replace
[date] with the date you publish the notice
- Add any additional information specific to your use case (e.g., if you use the lead data for email marketing)
- Link to this notice from your website's main privacy policy
- Consider adding a brief mention in the widget's help text (e.g., "This chat is powered by AI. See our privacy policy.")
Important: This template covers the basics, but you are responsible for ensuring your overall privacy policy is complete and compliant with applicable laws. We recommend having a legal professional review your final version.
