Privacy Policy

01 Who we are

Qovarra ("we", "us", "our") is an AI website chat and lead-capture product. We're a small, independent team based in Southern California, United States, and we're the party responsible for the personal information described in this policy.

You can reach us about anything in this policy through our contact form.

02 Scope of this policy

This policy applies to:

• Our marketing website and any pages we publish about Qovarra.
• The Qovarra service itself — the chat widget, the management console, and the account and billing systems behind them.
• Email and other correspondence you send us.

It does not apply to the websites of businesses that install the Qovarra widget. Those businesses run their own sites under their own privacy policies. Section 8 explains how responsibility is divided when a visitor chats on a customer's website.

03 Information we collect

Information you give us

• Account information — the name, business name, email address and password you use to create and sign in to a Qovarra account.
• Billing information — your subscription plan and billing status. Card details are entered directly with our payment processor; we do not store full card numbers on our systems.
• Knowledge base content — the website address you ask us to crawl, and any documents, FAQs or other files you upload for the assistant to draw from.
• Support correspondence — the content of emails and messages you send us.

Information we collect automatically

• Usage data — pages viewed in the console, features used, and timestamps.
• Device and connection data — IP address, browser type and version, operating system, approximate region derived from IP, and referring page.
• Log data — technical records of requests to our servers, kept for security, debugging and abuse prevention.

Information collected through the chat widget

• Conversation content — the messages a visitor types and the replies the assistant gives.
• Lead details — the name, email address and stated intent a visitor provides during a conversation, which are recorded as a lead for the business operating the widget.
• Context — the page the conversation started on, and the time it took place.

04 How we use information

• To provide the service — crawling the site you point us at, answering visitor questions from your approved content, recording leads, and showing you conversations and leads in your console.
• To bill you — processing subscription payments and renewals, and sending receipts and billing notices.
• To support you — responding to questions, troubleshooting issues, and communicating about outages or changes.
• To keep the service working and safe — monitoring reliability, preventing abuse and fraud, and enforcing our Terms.
• To improve the product — understanding, in aggregate, which features are used and where things break.
• To meet legal obligations — including tax, accounting and lawful requests from authorities.

05 Legal bases for processing

Where the GDPR or a similar law applies to you, we rely on the following bases:

06 Cookies and similar technologies

We use a small number of cookies and equivalent browser storage mechanisms:

• Strictly necessary — keeping you signed in to the console, maintaining the state of an open chat session, and protecting against cross-site request forgery. These cannot be turned off without breaking the service.
• Preference — remembering choices such as whether the chat window is open or minimized.
• Analytics — measuring, in aggregate, how the console and marketing pages are used. On our marketing pages and in the console's built-in reporting, this is provided by Google Analytics (Google LLC), which uses cookies and similar identifiers to record things like pages viewed, session length and general device/location information. Google acts as an independent controller of the information it collects for its own analytics operations, and its use of that information is governed by Google's Privacy & Terms. You can opt out of Google Analytics tracking across sites using the Google Analytics Opt-out Browser Add-on, or by adjusting your cookie preferences below.

You can block or delete cookies through your browser settings. Blocking strictly necessary cookies will prevent parts of the service from working. Where required by law, including analytics cookies such as Google Analytics, non-essential cookies are set only after you consent.

07 Service providers we rely on

We use a small set of third-party providers to run Qovarra. They process information on our instructions and under contract, and are not permitted to use it for their own purposes.

We may also disclose information where required by law, to protect our rights or the safety of others, or in connection with a merger, acquisition or sale of assets — in which case we will give notice before your information becomes subject to a different privacy policy.

08 Visitor data on customer websites

When a business installs Qovarra on its website, that business decides what happens with the conversations and leads collected there. In data-protection terms, the business is the controller of that information and Qovarra acts as its processor.

If you chatted with a Qovarra widget on a company's website and want your conversation or lead record deleted, contact that business directly — they control the record. You may also reach out through our contact form and we will route the request to the relevant account holder.

09 AI processing and grounding

Qovarra answers questions using only the content in an account's knowledge base — pages crawled from that account's website plus documents and FAQs the account holder uploaded. When a visitor asks a question, the relevant excerpts from that knowledge base and the visitor's message are sent to an AI model provider to generate a reply.

Each account's knowledge base is kept isolated to that account. It is not blended into a shared pool and is not used to answer another customer's visitors. We do not use customer knowledge base content or visitor conversations to train our own general-purpose models.

Automated answers can be wrong or incomplete. Qovarra is not a substitute for professional advice, and account holders remain responsible for the accuracy of the content they put in their knowledge base.

10 Data retention

• Account and billing records — kept for as long as your account is active, and afterwards for as long as needed for tax, accounting and legal purposes.
• Conversations and leads — retained while your account is active so you can review your history, and deleted or anonymized on request or within a reasonable period after account closure.
• Knowledge base content — retained until you remove the source or close the account.
• Server logs — kept for a limited period for security and debugging, then discarded.

You can ask us to delete your account data at any time through our contact form.

11 Security

We take reasonable and appropriate measures to protect information, including:

• Encryption of data in transit using industry-standard TLS.
• Isolation of each account's knowledge base, conversations and leads from other accounts.
• Access controls that limit which of our personnel can reach customer data, and only where needed to operate or support the service.
• Handling of card details by a specialist payment processor rather than on our own systems.

12 Your rights

Depending on where you live, you may have the right to:

• Access the personal information we hold about you.
• Correct information that is inaccurate or incomplete.
• Delete your personal information, subject to legal retention requirements.
• Object to or restrict certain processing.
• Receive a copy of information you provided in a portable format.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with your local data protection authority.

To exercise any of these, use our contact form. We will verify your identity before acting and respond within the period required by applicable law. We will not discriminate against you for exercising a privacy right.

13 California privacy rights

If you are a California resident, the California Consumer Privacy Act, as amended, gives you the rights to know what personal information is collected and how it is used, to request deletion or correction, to opt out of the sale or sharing of personal information, and to limit the use of sensitive personal information.

We do not sell or share personal information as those terms are defined by the CCPA, and we do not use personal information for cross-context behavioral advertising. To make a request, use our contact form. You may use an authorized agent, and we may ask for proof of that authorization.

14 Children

Qovarra is a business product and is not directed at children. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided us information, contact us through our contact form and we will delete it.

15 International transfers

We operate from the United States, and our service providers may process information in the United States or other countries. If you are outside the United States, your information will be transferred to and processed there. Where required, we use appropriate safeguards such as standard contractual clauses with our providers.

16 Changes to this policy

We may update this policy as the product or the law changes. When we do, we will revise the "Last updated" date at the top of this page. For material changes we will give notice through the console or by email to account holders before the change takes effect. Continuing to use Qovarra after a change takes effect means you accept the updated policy.

17 Contact us

Questions, requests or complaints about privacy can be sent to us through our contact form. We aim to respond to every message.

See also our Terms & Conditions and our Contact page.