1. Introduction
sem.chat ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.
2. Information We Collect
Personal Information
We may collect personal information that you voluntarily provide to us when you:
- Register for an account
- Subscribe to our services
- Contact us for support
- Fill out forms on our website
This information may include your name, email address, phone number, company name, and billing information.
Usage Data
We automatically collect certain information when you visit our website, including your IP address, browser type, operating system, referring URLs, and information about how you interact with our services.
Chat Data
When you use our chat services, we collect conversation data to provide and improve our services. This includes messages, timestamps, and metadata about conversations.
3. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain our services
- Improve, personalize, and expand our services
- Process transactions and send related information
- Send you technical notices, updates, and support messages
- Respond to your comments, questions, and customer service requests
- Monitor and analyze trends, usage, and activities
- Detect, prevent, and address technical issues and fraudulent activity
4. Data Sharing and Disclosure
We may share your information in the following situations:
- Service Providers: We may share your information with third-party vendors who perform services on our behalf.
- Legal Requirements: We may disclose your information if required by law or in response to valid requests by public authorities.
- Business Transfers: We may share or transfer your information in connection with a merger, acquisition, or sale of assets.
AI features and OpenAI
Some features use artificial intelligence provided by OpenAI, L.L.C. ("OpenAI"), which acts as our service provider through its business API. These features are AI reply drafts for email and chat, the AI assistant and task drafts, message translation, voice-message transcription, and AI support bots.
- What we send: only the content needed for the request you make. That is the email thread or chat messages you are replying to, text and prompts you enter, the CRM context you choose to include, messages you ask to translate, the audio of voice messages being transcribed, and, for AI support bots, the bot instructions, website pages and product feeds you import and the customer messages the bot answers.
- How it is collected: from what you type, select or upload in the web or mobile app. It is sent from our servers to OpenAI over an encrypted connection. No OpenAI credentials are stored in our apps.
- How it is used: only to generate the requested draft, answer, translation, transcript or bot reply. It is not sold, and not used for advertising or tracking.
- Protection: OpenAI processes this data under a data processing agreement that gives the same or equal protection as this policy. It does not use API data to train its models, and it may keep data for up to 30 days for abuse monitoring.
- Your choice: in the CRMsoftware.pro mobile app, nothing is sent to OpenAI until you allow AI data sharing. You can withdraw permission at any time in Settings → Privacy → AI data sharing; AI features then stay off. Workspace administrators control AI support bots and automatic email handling in workspace settings.
5. Data Security
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the Internet is 100% secure.
6. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
7. Your Rights
Depending on your location, you may have the following rights:
- Access your personal information
- Correct inaccurate data
- Request deletion of your data
- Object to processing of your data
- Data portability
- Withdraw consent
8. Cookies
We use cookies and similar tracking technologies to track activity on our website and hold certain information. Please refer to our Cookie Policy for more details.
9. Children's Privacy
Our services are not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.
11. Google Account, Gmail and Calendar Data
This section applies specifically to information obtained through Google APIs and takes precedence over the general uses and sharing described above. Connecting a Google account is optional. We use Google data only to provide the connected email and scheduling features that you choose.
Access and use
For Gmail and Google Workspace accounts, we access your mailbox address, message and thread identifiers, sender and recipient details, subjects, timestamps, labels and message content to display your connected mailboxes, search messages and read conversation threads. Opening an unread thread in sem.chat removes its unread label in Gmail. We request gmail.modify to read messages, synchronize read status and labels, archive or move messages to Trash or Spam, and create drafts, replies and forwarded messages. You can send messages immediately or schedule a saved draft for delivery. If you explicitly enable automatic AI handling in Email AI settings, eligible replies and spam actions may be applied without individual approval; manual review keeps proposed actions for your review. Optional Gmail rules and vacation replies request gmail.settings.basic separately when you choose to connect those settings.
Calendar availability connections request calendar.freebusy and calendar.calendarlist.readonly to list calendars and check scheduling conflicts. Enabling event synchronization additionally requests calendar.events to read calendar events and create, update or cancel scheduling events on authorized calendars. Gmail connection does not request Calendar permissions. The permissions you grant are shown in Google's consent flow.
Optional AI replies and email handling
When you request an AI reply or review, sem.chat sends relevant thread text, message headers and the mailbox context needed for that action, together with your saved guidance and selected bot knowledge, to OpenAI's API. Bot knowledge retrieval may also send relevant email text to OpenAI to generate a search embedding. Manual reply suggestions are editable and require your Send action. If you enable automatic handling, new incoming messages may be processed in the background and eligible replies or spam actions may be applied according to your settings. You can disable automatic handling in Email AI settings. Teach AI stores examples you choose to save for your mailbox; this provides context for your replies and is not generalized model training. We do not use Google user data to train or improve generalized AI or machine-learning models. OpenAI's API data handling and retention are described in its API data controls documentation; API inputs and outputs are not used for model training by default, and abuse-monitoring retention may apply.
Storage, retention and deletion
OAuth access and refresh tokens are encrypted on our server. We store connection identifiers, your connected email address, granted permissions, connection status and synchronization metadata to maintain the integration. Original Gmail message bodies are retrieved from Gmail as needed for reading and enabled AI processing; sem.chat does not create a full persistent Gmail mailbox copy. Drafts and sent messages are stored in Gmail. Your browser may retain working drafts locally. We also store the mailbox preferences, signatures, templates and examples you save; scheduled-delivery metadata such as draft identifiers, recipients, subjects and times; and AI handling records including message identifiers, sender, subject, proposed reply or action, reason and processing status.
The AI operation-result cache has a 24-hour expiry and scheduled cleanup. This expiry does not apply to saved AI handling records, teaching examples, mailbox preferences or scheduled-delivery records, which remain while needed for those features or until removed through available controls or a deletion request. Usage and security metadata may be retained for billing, fraud prevention and legal obligations under the retention rules above. Backup and processor retention may continue after removal from the live application; disconnecting does not promise immediate erasure of every backup or processor copy.
Use Disconnect beside a Gmail account to delete its live connection record and request revocation of its Google authorization. You can independently revoke sem.chat's access in Google Account connections. Disconnecting sem.chat does not delete your Gmail messages. Contact us to request deletion of remaining integration data, including generated suggestions and associated records, subject to applicable legal retention requirements.
Sharing and Limited Use
We process Google data using our hosting and database providers, Cloudflare and Supabase, and share relevant email content with OpenAI when you request AI assistance or enable automatic AI handling. These transfers support the user-facing features described here. We do not sell Google user data, use it for advertising or transfer it to data brokers. We do not permit people to read Google user data except with your affirmative agreement for specific messages, where necessary for security, to comply with applicable law, or for internal operations using aggregated and anonymized data as permitted by Google's policy.
sem.chat's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements.
12. Contact Us
If you have any questions about this Privacy Policy, please contact us at:
For privacy or Google integration data requests, email anatolii.ulitovskyi@gmail.com or contact sem.chat support.