Privacy Policy

1. Introduction

This Privacy Policy explains how PROFESSIONAL FILINGS LLC, owner and operator of bestchat.ai ("we," "us," or "our"), collects, uses, shares, and protects personal information when you access or use bestchat.ai, our applications, tools, communications, and related services (collectively, the “Services”).

This Policy also describes the choices and rights that may be available to you depending on where you live. By using the Services, you acknowledge the practices described in this Privacy Policy. If you do not agree with this Policy, you should not use the Services.

We are committed to handling personal information responsibly and in accordance with applicable privacy and data protection laws, including, where applicable, the California Consumer Privacy Act as amended by the California Privacy Rights Act (CCPA/CPRA), the General Data Protection Regulation (GDPR), and other relevant U.S. state and international privacy laws.

2. Information We Collect

The information we collect depends on how you interact with the Services. We may collect information you provide directly, information collected automatically, information from third parties, and aggregated or de-identified information.

Information You Provide Directly

Account and profile information: If you create an account or update your profile, we may collect identifiers such as your name, email address, username, and registration details.

Billing and payment information: If you purchase a subscription or other paid Service, we collect transaction records and billing-related information. Payment details are processed by third-party payment providers, and we do not store full credit card numbers on our servers.

User submissions and chat inputs: We collect prompts, questions, messages, files, or other content you submit to the Services, together with related metadata such as timestamps and session identifiers. If you include personal or sensitive information in your submissions, that information may be processed as part of providing the Services.

Support and communications: If you contact us for support, feedback, or other questions, we may collect your contact information, message contents, attachments, and communication history.

Information Collected Automatically

Device and technical information: We may collect IP address, browser type and version, operating system, device type, device identifiers, screen resolution, and language settings.

Usage and interaction data: We may collect information about how you use the Services, including pages viewed, features used, access times, session duration, navigation paths, and error events.

Log and diagnostic data: Our systems may generate logs used for debugging, performance monitoring, fraud detection, security, and administration.

Approximate location information: We may infer general location from your IP address to support localization, analytics, and security.

Cookies and tracking technologies: We use cookies, pixels, local storage, tags, scripts, and similar technologies to support authentication, analytics, advertising, preferences, and session management. More detail is provided in the Cookies and Tracking section below and in our Cookie Policy.

Information from Third Parties

Analytics providers and processors: We may receive aggregated, pseudonymized, or technical usage information from analytics providers to help us understand performance and engagement.

Payment processors and subscription platforms: We may receive information about completed transactions, failed payments, billing disputes, subscription status, and related payment events.

Marketing and advertising partners: Subject to applicable law and user preferences, we may receive information used to measure campaigns, improve outreach, or understand advertising performance.

Aggregated or De-Identified Information

We may create, collect, use, and share aggregated, anonymized, or de-identified information that does not identify a specific person. We may use this information for analytics, benchmarking, product development, reporting, and service improvement.

3. How We Use Information

We use personal information for business, operational, security, and legal purposes connected to providing and improving the Services.

Provide and Operate the Services

We use information to provide access to the Services, maintain accounts, process requests, generate responses, deliver features, personalize experiences, and operate the platform.

Improve and Optimize the Services

We analyze usage patterns, diagnostics, aggregated data, and feedback to troubleshoot issues, improve reliability, refine user experience, develop features, and measure performance.

Process Payments and Manage Subscriptions

We use billing and transaction information to process purchases, manage recurring subscriptions, confirm payments, send receipts, handle failed payments, and maintain subscription status.

Communicate with You

We may send administrative, transactional, support, and service-related messages, including account notices, security alerts, policy updates, and responses to inquiries. Where permitted, we may also send promotional communications, subject to your preferences and opt-out rights.

Provide Customer Support

We use contact information and communication records to answer questions, investigate issues, resolve disputes, follow up on support requests, and improve support quality.

Secure the Platform and Enforce Policies

We use information to detect suspicious activity, prevent fraud and abuse, protect accounts, enforce our Terms and Conditions, investigate violations, and maintain platform integrity.

Use and Improve AI Technologies

We process user inputs through AI systems to generate responses and provide real-time functionality. Where applicable, we may use de-identified or anonymized data to evaluate, test, or improve AI model performance, subject to safeguards described in this Policy.

Comply with Legal Obligations

We may process information to comply with laws, regulations, subpoenas, court orders, tax requirements, audit obligations, governmental requests, and other legal processes.

Protect Rights and Defend Claims

We may use information to enforce agreements, protect our legal rights, pursue available remedies, respond to claims, resolve disputes, and limit damages.

With Consent

Where required by law or otherwise appropriate, we may process personal information with your consent. You may withdraw consent where applicable, without affecting processing that occurred before withdrawal.

4. Purpose and Legal Basis for Processing

We process personal information only for legitimate, specific, and proportionate purposes. These include operating the Services, maintaining account functionality, generating AI responses, processing payments, improving performance, preventing abuse, meeting legal obligations, and communicating with users.

Where privacy laws require a legal basis, we may rely on one or more of the following:

Performance of a Contract

We process information as needed to provide the Services, manage accounts, deliver functionality, handle subscriptions, respond to requests, and fulfill our obligations to you.

Legitimate Interests

We may process information where necessary for our legitimate interests or the legitimate interests of others, provided those interests are not overridden by your rights. These interests include improving the Services, preventing fraud, securing systems, understanding usage, and communicating with existing users.

Consent

We may rely on consent for certain activities, such as optional marketing communications, surveys, beta participation, usage analytics, and non-essential cookies where required.

Legal Obligations

We may process information to meet legal, regulatory, tax, accounting, and recordkeeping requirements or to respond to lawful requests from public authorities.

Vital Interests

In limited circumstances, we may process information to protect the vital interests of you or another person, such as during a security incident or urgent safety matter.

5. How We Share Information

We do not sell or rent personal information. We may share information only in limited circumstances and with appropriate safeguards.

Service Providers

We may share information with vendors and service providers that help us operate the Services, including hosting providers, payment processors, customer support tools, analytics providers, security vendors, email providers, and infrastructure partners. These providers may use information only as needed to perform services for us.

Analytics and Performance Providers

We may share technical and usage information with analytics providers to understand how users interact with the Services, measure engagement, troubleshoot issues, and improve performance. This information may be aggregated or pseudonymized where appropriate.

Third-Party Integrations

If you choose to use integrations, links, tools, or third-party content through the Services, we may share information needed to enable that interaction. Third-party services are governed by their own privacy policies.

Legal, Safety, and Enforcement Purposes

We may disclose information if required by law or if we reasonably believe disclosure is necessary to comply with legal obligations, protect our rights or property, prevent fraud or abuse, protect users or the public, or enforce our agreements.

Business Transactions

If we are involved in a merger, acquisition, restructuring, financing, sale of assets, or similar transaction, personal information may be transferred as part of that transaction, subject to applicable law.

Aggregated or De-Identified Data

We may share aggregated or de-identified information for analytics, research, reporting, product development, or business purposes.

Microsoft Clarity

We use Microsoft Clarity to understand user behavior through heatmaps, session replays, and UX metrics. We share limited usage and technical information with Microsoft for these purposes. We configure Clarity privacy features, including masking and consent controls, to reduce collection of personal content and to activate non-essential cookies or recording only after valid consent where required.

6. AI Technologies and Training

The Services use artificial intelligence technologies, including large language models, to generate text-based responses to user inputs. When you submit prompts, queries, messages, or related content, that content may be processed by AI systems to provide responses and support real-time functionality.

Unless we state otherwise at the point of collection or in your account settings, we do not use identifiable user inputs to train public or third-party AI models. We may use de-identified or anonymized information derived from user interactions to evaluate quality, improve reliability, test features, or enhance system performance.

We do not use your name, contact details, payment information, or account-specific identifiers to train public or third-party AI models. Any evaluation or improvement activity is intended to reduce the risk that personal information is reproduced or exposed.

AI-generated responses may be incomplete, inaccurate, outdated, or imperfect. You should not rely solely on AI output for legal, medical, financial, safety-critical, or other high-stakes decisions without independent review by a qualified person.

7. Cookies and Tracking

We use cookies and similar technologies to operate the Services, remember preferences, authenticate sessions, analyze usage, personalize experiences, measure campaigns, and support advertising where permitted.

These technologies may collect information such as device type, browser type, operating system, referring URLs, pages viewed, interactions, time spent, and conversion events. Third-party analytics and advertising providers may also set cookies or similar technologies through the Services, subject to their own policies.

Where required, we obtain consent before using non-essential cookies or trackers. You may manage cookie choices through our cookie tools or your browser settings. Disabling cookies may affect availability or functionality of certain features.

We currently do not respond to browser “Do Not Track” signals because no uniform standard for those signals has been adopted across the industry.

For more information, please review our Cookie Policy.

8. Your Rights and Choices

Depending on your location, you may have rights over your personal information. These rights may include the right to:

Access: Request confirmation of whether we process your personal information and obtain a copy of certain information we hold.

Correct: Ask us to correct inaccurate or incomplete personal information.

Delete: Request deletion of personal information, subject to legal exceptions.

Restrict or object: Ask us to restrict certain processing or object to processing based on legitimate interests or direct marketing.

Withdraw consent: Withdraw consent where processing is based on consent.

Portability: Request transfer of certain personal information in a portable format where applicable.

Complain: Lodge a complaint with a data protection authority if you believe your rights have been violated.

To exercise your rights, contact us using the information in the Contact Us section. We may need to verify your identity before responding. Some requests may be limited by law, security needs, fraud prevention, account obligations, dispute resolution, or recordkeeping requirements.

You may opt out of promotional emails by following the unsubscribe instructions in those messages or by contacting us. Even if you opt out of marketing, we may still send account, transactional, legal, or service-related communications.

9. Account Deletion

You may request deletion of your account and associated personal information by contacting us. We may verify your identity before processing the request.

After verification, we will delete or de-identify account information from active systems, subject to legal, security, fraud prevention, dispute resolution, backup, and business continuity exceptions. Account deletion is irreversible. Once your account is deleted, you may lose access to associated data, services, content, and purchase history.

If your account was created through a third-party service, such as Google or Apple, you may also need to manage or revoke access through that third-party platform. Deleting an app or ceasing use of the Services does not automatically delete your account.

10. Data Retention

We retain personal information for as long as reasonably necessary for the purposes described in this Policy, including providing the Services, maintaining accounts, improving performance, complying with legal obligations, resolving disputes, enforcing agreements, and protecting our rights.

Retention periods vary based on the type of information, purpose of processing, account status, legal obligations, and operational needs. When information is no longer needed, we will delete, anonymize, or aggregate it where appropriate. If deletion is not immediately possible, such as in backup systems, we will restrict further processing until deletion becomes feasible.

We may retain aggregated or de-identified information for analytics, research, benchmarking, and product development.

Microsoft Clarity retention is controlled by Microsoft and may change. At the time of this Policy, Microsoft generally retains session recordings for approximately 30 days and heatmap, click, aggregated, favorited, or labeled session data for up to approximately 13 months.

11. Data Security

We use administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, and destruction. These measures may include encryption in transit, encryption at rest for sensitive stored data, access controls, logging, vulnerability management, secure credential practices, monitoring, and incident response procedures.

No system is completely secure. You acknowledge that transmitting information online involves risk. You are responsible for using secure devices and networks and for protecting your account credentials.

If a data breach creates a legally reportable risk, we will notify affected users and regulators as required by applicable law.

12. Children’s Privacy

The Services are not directed to children and are not intended for individuals under 18 years old, or under the minimum age required by applicable law in the relevant jurisdiction. We do not knowingly collect personal information from children under that age.

If we learn that we have collected personal information from a child in violation of this Policy, we will take appropriate steps to delete the information. If you believe a child has provided personal information to us, please contact us.

Parents and legal guardians should supervise minors’ online activity and use appropriate controls to prevent unauthorized access to the Services.

13. International Users

The Services are operated from the United States. If you access the Services from outside the United States, your information may be transferred to, stored in, and processed in the United States or other jurisdictions where we or our service providers operate.

Those jurisdictions may have privacy laws that differ from the laws in your location. Where required, we use appropriate safeguards for international transfers, including Standard Contractual Clauses approved by the European Commission or other lawful transfer mechanisms.

Residents of the EEA, UK, Switzerland, Canada, Australia, Brazil, and other jurisdictions may have additional privacy rights under local law. We will respond to requests in accordance with applicable law.

14. California Residents

This section applies to California residents and supplements the rest of this Privacy Policy.

Categories of Personal Information

In the past twelve (12) months, we may have collected identifiers, internet or electronic network activity information, approximate geolocation information, commercial information, and inferences drawn from usage information. Examples include name, email address, IP address, usage metrics, transaction history, subscription status, and preferences inferred from interactions with the Services.

We do not intentionally collect sensitive personal information as defined by the CPRA, such as Social Security numbers or precise geolocation, for the Services described in this Policy.

Purposes for Collection and Disclosure

We collect and use personal information for the business and commercial purposes described in this Policy, including operating the Services, processing payments, improving features, communicating with users, preventing fraud, complying with legal obligations, and analyzing usage trends.

We may disclose personal information to service providers, contractors, and trusted partners that help us operate the Services. These disclosures are governed by agreements requiring the recipient to use the information only for specified purposes and to protect it appropriately.

Sale or Sharing

We do not sell personal information for money. We also do not share personal information for cross-context behavioral advertising as those terms are defined under California law, except where such activity may be disclosed and controlled through applicable cookie or consent tools.

California Rights

California residents may have the right to know what personal information we collect, request access to specific pieces of information, request deletion, request correction, opt out of sale or sharing where applicable, limit use of sensitive personal information where applicable, and be free from discrimination for exercising privacy rights.

To exercise California privacy rights, contact us using the information below. We may verify your identity before completing a request. You may also authorize an agent to submit a request if we can verify your identity and the agent’s authority.

15. Third-Party Links

The Services may contain links, integrations, or references to third-party websites, applications, tools, products, or services. We do not control those third parties and are not responsible for their content, security, privacy practices, or terms.

If you interact with a third-party service, your interaction is governed by that third party’s policies. We encourage you to review their privacy notices before providing information or using their services.

16. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our Services, business practices, legal obligations, or privacy processes. When we update the Policy, we will post the revised version and update the effective date if one is shown.

If changes are material, we may provide additional notice, such as through email, in-product messaging, or a prominent website notice. Your continued use of the Services after an updated Policy takes effect means you acknowledge the updated Policy.

17. Contact Us

If you have questions, concerns, or requests about this Privacy Policy or our privacy practices, contact us at:

Email: support@bestchat.ai

Mailing Address: PROFESSIONAL FILINGS LLC 254 CHAPMAN RD STE 208 26525 NEWARK, DE 19702, USA

Please include enough information for us to understand and respond to your request, such as your name, the email associated with your account, the nature of your request, and any relevant context. We may need to verify your identity before responding.