Privacy Policy

Last reviewed: July 2026

Who we are

edwin.chat is a white-label AI chat service operated by APM Internet Limited, a company registered in England and Wales (No. 04601087) whose registered office is at 32 High Street, Wendover, Bucks, HP22 6EA, England. In this policy "we", "us" and "edwin.chat" refer to that company. If you have any questions about this policy or your data, contact us at hello@edwin.chat.

What information we collect

We collect information for two purposes: to provide and administer your account, and to give you the best possible service. Depending on how you use edwin.chat, this may include:

• Account details — your name, company, email address and, where relevant, the details of team members or clients you invite.
• Billing details — your plan and subscription status. Card payments are handled by our payment processor, Stripe; we do not store your full card number on our systems.
• Knowledge base content — the website pages, documents and answers you provide or ask us to crawl, so your chatbot can respond from them.
• Conversation data — the messages exchanged between your chatbot and its visitors, and any contact details a visitor chooses to leave (for example a name, email or phone number for follow-up).
• Technical data — limited log and usage information, such as IP address, used for security, rate-limiting and diagnosing problems.

We will never collect sensitive personal information about you without your explicit consent.

How we use your information

We use your information to set up and run your account, deliver the chat service, process payments, provide support, keep the service secure, and — where you have configured it — email you the transcripts and leads captured by your chatbot. We do not sell, rent or exchange your personal information with any third party for marketing purposes.

Data controller and data processor

When we handle your account and billing information we act as a data controller. When your chatbot processes conversations with your website's visitors, we act as a data processor on your behalf — you are the controller for that content, and you are responsible for telling your own visitors how their data is used. See our GDPR Compliance Statement for more detail.

Where your data is held, and our AI

All personal data is stored and processed within the United Kingdom, in a UK data centre. Crucially, the AI that generates your chatbot's answers runs on our own hardware in the UK. Your knowledge base and your visitors' conversations are not sent to OpenAI, Google, Anthropic or any other external AI service. This is a deliberate design choice so that your business content and your customers' questions never leave our infrastructure.

Security of your personal information

We protect personal data on password-controlled servers with limited access, held securely in accordance with our information security practices and the law, and protected from loss or misuse and from unauthorised access, disclosure, alteration or destruction. Access to the underlying systems is restricted to authorised personnel.

Data retention

We keep personal data only for as long as necessary to provide the service and to meet our legal and accounting obligations. You can delete individual conversations, leads and knowledge base sources from the console, and you can ask us to close your account and remove your data.

Cookies

The console uses a cookie to keep you logged in during a session — the service would not work without it. The embeddable chat widget stores a small identifier in the visitor's browser so a conversation can continue across page loads. We do not use cookies for advertising or to track individuals across other websites.

Your rights

Under UK GDPR you have the right to access the personal data we hold about you, to have inaccurate data corrected, to have data erased in certain circumstances, to restrict or object to processing, and to data portability. To exercise any of these rights, email hello@edwin.chat and we will respond within 30 days. If you are unhappy with how we have handled your data you may complain to the Information Commissioner's Office (ICO) at ico.org.uk or 0303 123 1113.

Changes to this policy

We may update this policy from time to time to reflect changes in our service or the law. The date at the top of this page shows when it was last reviewed.

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