Your data and GDPR: what ScanChat AI keeps

Your chatbot chats with your visitors and can collect their contact details, so it's natural to want to know where that data goes. This article explains, in plain words, which data ScanChat AI keeps for your chatbot, for how long, and how to delete it to comply with GDPR.

The data we keep

Your account: your name, your email address, your profile picture if you add one, and the information related to your subscription and payments.

Your chatbots: their settings, your instructions, and the content of your website and of the documents you give them, split and indexed so the chatbot can answer from it.

Conversations: the text of the messages exchanged between the visitor and the chatbot, their date and time, a random session identifier and the visitor's rating if they left one (Good or Bad). The session identifier is kept in the visitor's browser (local storage, not a cookie) to link their messages to the same conversation.

Leads: the information the visitor chose to give (name, email, phone, project…), the date, their consent if it was asked for, and the status and notes you add. A summary of the conversation is also generated and kept with the lead.

Where this data is processed

• It is stored on the infrastructure of ScanChat AI and its hosting providers.
• To write the answers, the visitors' messages are sent to the AI provider your chatbot uses (Google, OpenAI or Anthropic). If you use your own API key, it's the provider you chose.
• The What your visitors ask analysis on the Statistics page sends the recent questions to ScanChat AI's AI provider to group them by topic.
• The conversation summary shown on a lead's panel is written by ScanChat AI's AI provider from the messages of that conversation, even if your chatbot uses your own API key.
• If you turn on sending to a CRM (Zapier, Make…), each new lead is also sent to the address you entered. See Send leads to a CRM.

ScanChat AI does not sell your personal data.

How long it is kept

While you are subscribed, your conversations and leads are kept until you delete them. It's up to you to clean up according to your own rules (for example, deleting leads that have been inactive for several months). When your subscription or trial ends, your chatbots, their conversations and your leads are kept for 90 days, then deleted automatically; an email warns you 7 days before.

Delete data yourself

1. A conversation: in Conversations, open it and click Delete. Its messages are permanently erased. See Read and manage conversations.
2. A lead: in Leads, click the bin icon (Delete lead) and confirm. Deleting the conversation does not delete the lead: do both if needed.
3. A whole chatbot: in My chatbots, click Delete. Its conversations, leads and documents are deleted with it. This cannot be undone.
4. Your account: in Settings, Security tab, Delete my account section. Your subscription is stopped and all your data is deleted. See Secure your account.

Answer a visitor's request

If a visitor asks to access or erase their data:

1. Find them in Leads with the search (name, email or phone).
2. To send them their data, export it or copy it from their record.
3. To erase it, delete their lead, then the matching conversation if you can find it.

Visitor consent

In the lead capture settings, the Ask for consent before collecting contact details (GDPR) option is on by default. The chatbot asks for the visitor's agreement before asking for their details, with a link to your privacy policy if you entered one, and the consent is saved with each lead. See GDPR consent.

What's next?

• Set up GDPR consent
• Secure your account
• A question about your data? Email us at info@scan-chat.ai.