Privacy Policy

01Who we are

Ciele provides a multi-tenant platform where organizations build, test and publish AI assistants that answer questions from their own knowledge. This policy explains what personal data we process when you use our website, sign in to the admin console, or interact with an assistant that an organization has published with Ciele.

Ciele acts as the data controller for account and website data. When an organization uses Ciele to run its own assistants, that organization is the controller of the conversations and end-user data flowing through its assistants, and Ciele acts as a processor on its behalf.

02Personal data we collect

Information you provide

• Account details you enter when you sign up or are invited to an organization: name, work email address and your role within the organization.
• Content you create in the product: assistant configuration, welcome messages, quick replies, flows, help desk setup and the knowledge sources you connect (website URLs, uploaded files and FAQs).
• Messages you send us through contact forms, support requests or email.

Information collected automatically

• Technical data such as browser type, device information, approximate location derived from IP address, and pages viewed, used to keep the service secure and to understand how it is used.
• For published assistants, conversation transcripts and session metadata (for example launch URL, browser, operating system and language) that the assistant records so the operating organization can review and improve its answers.

We do not ask you to enter payment card numbers into the product. Billing, where applicable, is handled through a third-party payment processor.

03How we use personal data

• To operate the platform: authenticate you, keep organizations isolated from one another, run assistants and deliver answers grounded in the knowledge you connect.
• To maintain security, prevent fraud and abuse, and diagnose and fix problems.
• To communicate with you about your account, service changes and support requests.
• To improve our product and, where you have opted in, to send you relevant updates.
• To meet legal obligations.

We do not use the content or conversations that flow through your assistants to train foundation models, and we do not sell personal data.

04Legal basis for processing

Where the GDPR or UK GDPR applies, we rely on one or more of the following grounds: performance of our contract with you, our legitimate interests in operating and securing the service, your consent (for example for marketing email, which you can withdraw at any time), and compliance with legal obligations.

05Cookies and similar technologies

Our website and admin console use a small number of cookies. Strictly necessary cookies keep you signed in and remember your interface preferences, such as light or dark theme. Optional cookies — including the privacy-respecting analytics we use to understand aggregate usage — are set only if you allow them, and you can change or withdraw that choice at any time from the cookie preferences link in our footer. Our Cookie Notice lists every cookie we set, what it does and how long it lasts.

06How we share personal data

We share personal data only where needed to run the service:

• Infrastructure and subprocessors that host the platform and process data on our instructions, including our cloud hosting and database providers and the model providers that generate assistant answers.
• The organization whose assistant you interact with, which receives the conversations and end-user data its assistant collects.
• Authorities or advisors where required by law, to protect our rights, or in connection with a corporate transaction.

We do not sell your personal data or your end users' personal data, and we do not share it for cross-context behavioral advertising.

07Data retention

We keep personal data for as long as your account is active or as needed to provide the service, then delete or anonymize it unless we are required to keep it for legal, accounting or security reasons. Organizations control the retention of the conversation data their assistants collect and can delete it from within the product.

08Your rights and choices

Depending on where you live, you may have the right to access, correct, delete or export your personal data, to object to or restrict certain processing, and to withdraw consent. To exercise these rights, contact us using the details below. If you interacted with an assistant run by an organization, we may direct your request to that organization as the controller of its data.

You will not be discriminated against for exercising any of these rights.

09International data transfers

Ciele may process and store data in countries other than your own. Where we transfer personal data out of the European Economic Area, the United Kingdom or Switzerland, we rely on appropriate safeguards such as Standard Contractual Clauses.

10Security

We protect personal data with encryption in transit and at rest, strict tenant isolation, role-based access controls and least-privilege access for our team. No system is perfectly secure, but we work to protect your data and will notify affected users and regulators of a personal data breach where the law requires it. You can read more on our security page.

11Children

Ciele is intended for organizations and their staff, and is not directed to children. We do not knowingly collect personal data from anyone under 16. If you believe a child has provided us personal data, please contact us and we will delete it.

12Changes to this policy

We may update this policy from time to time. When we make material changes we will update the date at the top of this page and, where appropriate, notify you through the product or by email.

13How to contact us

For any question about this policy or your personal data, contact us at privacy@ciele.app.