Privacy Policy
Last updated: August 2026
This policy explains what personal data Ollabear processes and why. If you use Ollabear on behalf of an organisation, your organisation is the controller of the visitor conversation data and Ollabear acts as processor.
Who we are
Ollabear is an AI chat platform operated by OllaSoftware. "We", "us" and "our" refer to Ollabear. This policy covers ollabear.com, app.ollabear.com and the embeddable chat widget.
Data we collect
Account data (name, email, workspace) you give us at signup. Content data (knowledge-base documents, bot configuration, conversation messages) you or your visitors create. Technical data (IP-derived approximate location, device/browser, usage events) collected automatically to run and secure the service.
How we use it
To provide the chat service (route messages, generate AI replies grounded in your own content), to secure and support the product, to bill paid plans, and to communicate service notices. We do not sell personal data, and we do not train shared AI models on your content.
AI processing
Visitor messages are processed by our AI pipeline (retrieval over your knowledge base, guardrails, reply generation) to produce answers. Model inference runs via our infrastructure provider under contract; content is not used to train their base models.
Storage & security
Message content is encrypted at rest (AES-256-GCM envelope encryption) and in transit (TLS 1.2+). Data is tenant-isolated. Access is least-privilege and audit-logged.
Data sharing
We share data only with sub-processors needed to run the service (hosting, AI inference, payments, email) under data-processing terms, and where required by law. A current sub-processor list is available on request.
Retention
We keep account and content data for as long as your workspace is active, and delete or anonymise it within a reasonable period after account closure, subject to legal retention requirements.
Your rights
Depending on your jurisdiction (e.g. GDPR/UK GDPR, CCPA) you may request access, correction, export, or deletion of your personal data, and may object to certain processing. Contact us to exercise these rights.
Cookies
The dashboard uses strictly-necessary cookies for authentication and session security (httpOnly, Secure, SameSite). The marketing site uses minimal analytics. We do not use third-party advertising cookies.
International transfers
Where data is transferred across borders, we rely on appropriate safeguards (e.g. Standard Contractual Clauses) as required.
Contact
Questions or data-rights requests: privacy@ollabear.com.