Privacy overview
How ChatFormats handles website visitor data and evidence processed by our desktop software. We distinguish clearly between what we collect for business operations and what stays under your control offline.
1. Scope of this notice
This privacy notice covers three categories of individuals: (a) visitors to the ChatFormats website (https://chatformats.com); (b) prospects and customers who submit demo requests, contact forms, or support inquiries; and (c) licensed users of the ChatFormats desktop application (Windows software). It does not replace or modify any specific data protection addendum or negotiated agreement with enterprise clients. Where a separate data processing agreement exists, that agreement will control.
Important distinction: The desktop application processes WhatsApp evidence entirely offline on the user's machine. Unless you voluntarily send us a file for support purposes, we never receive client chat data, media, or generated exports.
2. What the website collects
Information you provide
When you fill out a demo request, contact form, or schedule a meeting, we collect the information you enter — typically your name, work email address, firm/organisation name, role, country, and any message you choose to include. We may also collect similar information when you email our support or sales teams directly.
- Purpose: responding to enquiries, scheduling demos, providing information about ChatFormats, and managing pre‑sales relationships.
- No sale or sharing: We do not sell, rent, or trade personal information collected via our website for marketing purposes.
Technical data
Like most websites, we collect standard server logs (IP address, browser type, referring pages, date/time stamps). We may use anonymised analytics to understand how visitors interact with our site — for example, to improve content or detect security incidents. Any analytics data is used in aggregate and does not identify you directly unless required for security investigations.
We do not use tracking technologies that cross‑site profile visitors for advertising purposes.
3. How the desktop product processes evidence
🔒 Evidence stays on your machine. No default upload. The ChatFormats desktop application (WhatsApp evidence toolkit) runs 100% offline on your Windows computer. When you import a WhatsApp export (ZIP file), all parsing, privilege detection, OCR, voice transcription, PDF generation, and load file creation happens locally. The application does not transmit your client's chat data, media files, metadata, or any generated output (HTML, PDF, CSV, DAT/OPT, JSON) to our servers or any third‑party cloud.
By design, we have no access to the evidence you process. You retain full control over where input and output files are stored, how long they are retained, and whether they are shared with co‑counsel, experts, or review platforms. The software only contacts our servers for license validation and update checks (metadata‑only, never message content).
Support exceptions: If you voluntarily share a sample export, log file, or sanitised snippet with our support team (e.g., via email or helpdesk), that data will be handled as confidential and only used to resolve your issue. You are never required to share real client data to receive support.
4. How we use personal data
📬 Website & communication
- Respond to demo requests and answer pre‑sales questions.
- Provide product updates, security advisories, or requested documentation.
- Improve website usability and monitor for unauthorised access.
- Send occasional operational emails related to your trial or license (e.g., invoice reminders, version updates).
You may opt out of non‑essential communications at any time.
🛠️ License & customer management
- Manage software licenses, activation, and support entitlements.
- Authenticate users and enforce usage terms.
- Process payments (via PCI‑compliant payment partners; we do not store full payment card details).
- Comply with legal obligations (e.g., tax, fraud prevention).
5. Legal bases (GDPR & similar laws)
For individuals located in the European Economic Area, UK, or other jurisdictions requiring a lawful basis, we rely on:
- Contract performance — to provide demos, deliver the software, and manage your license.
- Legitimate interests — improving our website, securing our services, direct marketing of similar products (with opt‑out rights), and fraud prevention.
- Consent — where we ask for your permission to send certain communications or to process optional data (e.g., telemetry if enabled). You may withdraw consent at any time.
Where legitimate interests are used, we balance those interests with your privacy rights. You may object to processing based on legitimate interests by contacting us.
6. Data sharing and third parties
Service providers
We use a limited set of trusted vendors to operate our website and communicate with you:
- Website hosting and cloud infrastructure (e.g., secure servers).
- CRM / helpdesk platforms to manage demo requests and support tickets.
- Email delivery services for transactional messages.
- Payment processors for license purchases (card data is not stored by us).
All such providers are contractually bound to process data only on our instructions and with appropriate security measures.
Legal & compliance
We may disclose personal information if required by law, subpoena, court order, or to protect the rights, property, or safety of ChatFormats, our users, or the public. In such cases we will, where permitted, notify affected users in advance.
No automatic sharing of evidence: Evidence processed by the desktop application is never automatically shared with us or any third party unless you explicitly choose to send it (e.g., as an attachment to a support request).
7. Data retention
Website & contact data: We retain personal information submitted via forms or support tickets for as long as necessary to fulfil the purposes described (e.g., respond to your enquiry, manage licenses) and as required by applicable tax or recordkeeping laws. After that, we securely delete or anonymise the data.
Customer/license data: Information associated with a purchased license (name, email, organisation, transaction history) is retained for the duration of the license relationship and for a reasonable period afterward to comply with legal obligations and to manage renewals.
Evidence data (WhatsApp exports): ChatFormats does not retain, store, or have access to any WhatsApp export, media files, or output folders you generate. You decide where to save those files and for how long you retain them. The software does not contain a cloud backup or external storage feature.
8. International transfers
Our website hosting and some service providers may be located in countries outside your jurisdiction (including the United States). When we transfer personal data from the European Economic Area, UK, or Switzerland, we implement appropriate safeguards such as Standard Contractual Clauses (SCCs) adopted by the European Commission, or equivalent measures. For final transfer details, refer to the comprehensive legal policy to be published later.
9. Your privacy rights
Rights overview
Depending on your location, you may have the right to:
- Access the personal data we hold about you.
- Rectify inaccurate or incomplete information.
- Request erasure (right to be forgotten).
- Restrict or object to processing.
- Request data portability.
- Withdraw consent where processing is based on consent.
- Lodge a complaint with a supervisory authority.
How to exercise rights
To submit a request, please contact us using the details in the "Contact" section below. We will respond within the timeframes required by applicable law (generally 30 days). To protect your privacy, we may need to verify your identity before completing a request.
If you believe we have not addressed your concern, you may have the right to complain to your local data protection authority.
10. Updates to this notice
This privacy overview may be updated from time to time to reflect changes in our practices, legal requirements, or product features. The "last updated" date at the bottom of this page indicates when the most recent changes were made. If we make material changes, we will post a prominent notice on the website or notify active customers via email. Continued use of the website or software after such changes constitutes acceptance of the updated notice (except where consent is required).
Last updated: May 26, 2026
11. Contact us about privacy
If you have questions, concerns, or requests regarding this privacy notice or how we handle personal data, please reach out:
📧 privacy@chatformats.com | 📞 Contact form
For data protection matters, you may also write to us at our registered office address (available upon request).
ChatFormats is not a consumer SaaS platform. If you are a customer using the desktop application, please remember that your evidence remains entirely local unless you deliberately share it. We design for law firm confidentiality and zero‑knowledge processing by default.
This document is a preliminary privacy overview and does not create legally binding obligations. For binding terms, please refer to final legal documents and your customer agreement.