What is GDPR?

The General Data Protection Regulation (GDPR) is a regulation in EU law on data protection and privacy for all individuals within the European Union. GDPR also addresses the export of personal data outside the EU. It aims to give control to citizens and residents over their personal data and to simplify the regulatory environment for international business by unifying the regulation within the EU. We take the GDPR very seriously at Chatfleet and apply all the following changes and features to all of our users around the world. This article describes the GDPR compliance status of Chatfleet.

What Chatfleet did about it

• We learned and researched the GDPR requirements from the base.
  
• We planned the required changes within our software.
  
• We applied those changes with our development team.
  
• We also used Ecomply (GDPR task management tool) and created RPA as a data processor to make sure we went through every single requirement.
  
• We debugged and validated that all the changes work as planned. This article describes the GDPR compliance status of Chatfleet.
  
  

1. AWARENESS OF THE GDPR

All managers and employees responsible for software development, design, and infrastructure maintenance of Wiedenbeck GbR (the company that operates the Chatfleet website), a German company, are aware of the GDPR requirements.

Tests and code reviews are performed by our development team and Data Protection Officers before any code deployment to the platform. We always take data protection and privacy by design into consideration when developing a new feature, infrastructure, integration, or any processing activities. We also made sure our 3rd parties we use are GDPR compliant and aware, as mentioned below.

2. INFORMATION WE STORE ON OUR CUSTOMERS

When a user registers and opts-in, he/she needs to fill out their:

• Email
• First name
• Last name
• and approve our terms of service and privacy policy.

We also collect the country of the user to make sure he/she gets their account's interface in the right language.

A user can also fill out more information, also with his/her consent, such as:

• Phone number
• Invoice information (company name, address, VAT number)
  
  

3. INFORMATION WE STORE ON OUR CUSTOMERS' END-USERS (VISITORS)

• We may collect and store information from your end-users (visitors) regarding their use of your website. Information such as: chat information, pages visited, links clicked, non-sensitive text entered, mouse movements, as well as information more commonly collected, such as his/her IP address, referring URL, operating system, device, browser (User agent), cookie information, and any other information from the visitor regarding his/her use of your website.
• If a visitor starts a conversation with you via live chat, we store that information for you.
• You can delete this information any time manually, delete it automatically every few months, or choose not to store it by default.
• We also collect the date stamp, timestamp, and IP address of your end-users so you can easily demonstrate consent.
• Chatfleet does NOT share your visitors’ information with 3rd party tools, unless you consent and integrate it from your side.
• We DON’T use this data for advertising, analytics, or any other revenue model.

4. INDIVIDUAL RIGHTS

• The right to be informed: we inform our users about the use that will be made of their data. Our users can request the full RPA report via email (support@chatfleet.ai).
• The right of access: our users can access all their data from their dashboard.
• The right of rectification: our users can update their information anytime they need through their profile page.
• The right of erasure: Our users can delete their account themselves from the interface (if they are not on a paid plan), or send us a request to delete their account and all the information related to it via our live chat or by emailing us at support@chatfleet.ai
• The right to restrict processing: We have processes in place to ensure that we respond to a request for restriction without undue delay and within one week of receipt. We have appropriate methods in place to indicate and restrict the processing of personal data on our systems.
• The right to data portability: Our users may contact us anytime if they wish to get an export of their data. We have processes in place to ensure that we respond to a request for data portability without undue delay and within one week of receipt.
• The right to object: Our users and their end-users may contact us anytime regarding this matter, and we will take care of any legitimate request.
• The right not to be subject to automated decision-making including profiling: We only collect the minimum amount of data needed and we don’t do “profiling”.
  
  

5. UPDATED OUR TERMS OF SERVICE AND PRIVACY POLICY

You can read our updated terms of service and privacy policy by clicking on the following links:

6. DPA

Ask us for our DPA (Data Processing Agreement) and we will send it to you via email. You can email it back to us once you've signed it to support@chatfleet.ai

7. WE REVIEWED THE GDPR STATUS OF ALL THE 3RD PARTIES WE USE

We use platforms and tools like Stripe, Amazon Web Services, Google, Facebook, Elastic Email, CloudFlare, Profitwell.

8. DATA BREACHES

A personal data breach refers to a breach of security that can lead to accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, personal data transmitted, stored, or otherwise processed.

Our duty is to keep our users’ information safe, and report certain types of personal data breaches to the relevant supervisory authority within 72 hours. We also understand we must inform affected individuals without undue delay.

We take our users’ personal data, business information, and our system security very seriously. These are a few of the implemented procedures and methods that we take:

• We use 2-Factor-Authentication on our sensitive accounts (e.g., hosting provider, etc.)
• Isolated servers for the application and for sensitive data
• Access to our server systems is allowed only from specific IP addresses
• Daily backups
• Always adding more automatic security tests to monitor the system

WHAT SHOULD YOU DO TO GO ALONG WITH THE GDPR?

1. Be transparent

• Make it clear to the subscriber what information you collect
• Make it clear to the subscriber why you are collecting their information
• Make it clear what information you will send them and how often

2. Add a checkbox if you want your subscribers to agree to your terms of service.

Also, don’t create pre-ticked boxes or any other type of default consent.

3. Delete leads from the platform if you don’t need them anymore or if you were asked to.

4. Show your clients you have a DPA (data processing agreement) with Chatfleet by signing our DPA and emailing it back to us at support@chatfleet.ai