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Privacy Policy

Effective date: July 26, 2026
This Privacy Policy explains how RUBICON TECHNOLOGIES LLP (“ChatRex”, “we”, “us”) collects, uses, stores, and shares personal data when you visit ChatRex websites, create an account, use the ChatRex platform, or connect ChatRex to WooCommerce or another service.
1. Who we are
The data controller for ChatRex account and website information is:
RUBICON TECHNOLOGIES LLP
BIN 221140012450
12 Saryarka Avenue, Saryarka District
Astana 010000, Republic of Kazakhstan
Email: info@chatrex.pro
When we process personal data from a merchant’s store, CRM, communication channel, or customer conversations on the merchant’s instructions, the merchant is normally the controller and ChatRex acts as its processor or service provider.
2. Information we collect
Depending on how the Service is used, we may process:
Account information
  • name;
  • email address and telephone number;
  • company name and role;
  • authentication and account-security information;
  • language, plan, and account settings.
Billing information
  • selected plan and billing history;
  • transaction and invoice identifiers;
  • subscription status;
  • marketplace contract identifiers.
Payment card details may be collected directly by the applicable payment provider or marketplace and may not be stored by ChatRex.
WooCommerce and integration data
  • store URL and technical identifiers;
  • plugin version and connection status;
  • API credentials, access tokens, and webhook identifiers;
  • product names, descriptions, categories, prices, images, and inventory;
  • order identifiers, contents, amounts, statuses, and delivery information;
  • customer names, contact details, billing and shipping information;
  • information required to execute merchant-configured actions.
ChatRex requests only permissions reasonably necessary for enabled functionality.
Chatbot and conversation data
  • messages and conversation history;
  • names and contact details included in messages;
  • chatbot prompts, instructions, goals, and configuration;
  • AI-generated responses;
  • operator notes and escalation information;
  • files and knowledge-base materials uploaded by the merchant.
Technical and usage data
  • IP address;
  • browser, device, and operating-system information;
  • access dates and times;
  • diagnostic, security, and audit logs;
  • pages and features used;
  • errors and performance information.
Support and communications
  • support requests;
  • correspondence and call details;
  • information provided during demonstrations, onboarding, or troubleshooting.
3. How we obtain information
We obtain information:
  • directly from account holders and website visitors;
  • from connected WooCommerce stores and other authorized integrations;
  • from customers and other individuals communicating with a configured chatbot;
  • from payment providers and marketplaces;
  • automatically through logs, cookies, and similar technologies;
  • from authorized employees or representatives of a customer.
4. Purposes and legal bases
We process personal data to:
  • create and administer accounts;
  • provide requested chatbot and integration functionality;
  • synchronize permitted store and business information;
  • generate responses and perform configured actions;
  • process subscriptions and payments;
  • provide support and troubleshoot errors;
  • secure the Service and prevent abuse;
  • comply with legal and accounting obligations;
  • improve Service performance and usability;
  • send service-related communications;
  • send marketing communications where permitted.
Depending on the circumstances, our legal basis may be:
  • performance of a contract;
  • compliance with a legal obligation;
  • our legitimate interests in operating, securing, and improving the Service;
  • consent;
  • documented instructions from a merchant acting as controller.
Where we rely on consent, it may be withdrawn at any time without affecting prior lawful processing.
5. Artificial intelligence processing
Customer Content may be sent to AI technology providers, including OpenAI, to generate responses, analyze instructions, retrieve relevant knowledge, or perform other enabled features.
AI processing may involve message text, prompts, relevant store information, and knowledge-base content. Merchants should not configure ChatRex to send information that is unnecessary for the requested purpose.
ChatRex does not make legally binding or similarly significant decisions about individuals solely through AI unless a customer separately establishes a lawful basis, provides required notices, and implements appropriate safeguards and human review.
6. How we share information
We may share information with:
  • hosting, database, storage, and content-delivery providers;
  • AI technology providers, including OpenAI;
  • payment and subscription providers;
  • email, support, monitoring, and security providers;
  • WooCommerce and other services connected by the customer;
  • professional advisers and auditors;
  • government authorities where disclosure is legally required;
  • a buyer or successor in connection with a merger, financing, restructuring, or sale of assets.
Service providers may process information only for contracted purposes and subject to appropriate confidentiality and data-protection obligations.
We do not sell personal data for monetary consideration.
7. International transfers
ChatRex and its service providers may process information in countries other than the country where it was collected.
Where required, we use appropriate transfer mechanisms and safeguards, which may include contractual protections, adequacy decisions, consent, or other mechanisms recognized by applicable law.
By enabling integrations involving international providers, merchants instruct ChatRex to perform transfers necessary to provide those integrations, subject to applicable law.
8. Data retention
We retain personal data only for as long as necessary to:
  • provide the Service;
  • follow documented customer instructions;
  • maintain security and audit records;
  • resolve disputes;
  • enforce agreements;
  • comply with accounting, tax, and legal obligations.
Account and Customer Content retention depends on account status, applicable law, the connected integration, and deletion instructions.
After termination or a valid deletion request, applicable data is deleted or anonymized within the operational retention period, except where continued retention is legally required. Residual encrypted backup copies are deleted through the normal backup lifecycle.
Before publication, ChatRex must insert its actual operational periods here, including the deletion period after account closure, security-log retention, and maximum backup lifecycle

9. Security
We use reasonable administrative, technical, and organizational safeguards designed to protect personal data, including access restrictions, authentication controls, encryption where appropriate, logging, monitoring, and backup procedures.
No online service can guarantee absolute security. Customers are responsible for protecting their credentials, configuring appropriate permissions, and keeping WordPress, WooCommerce, and installed plugins updated.
10. Merchant responsibilities
Merchants using ChatRex must:
  • provide their own customers with an accurate privacy notice;
  • identify ChatRex and relevant AI or integration processing where required;
  • establish a lawful basis for processing;
  • collect valid consent where required;
  • limit data to what is necessary;
  • respond to data-subject requests;
  • configure retention and access appropriately;
  • avoid submitting prohibited or unnecessary sensitive information.
If you are an end customer communicating with a merchant through ChatRex, requests concerning your store, order, or conversation data should normally be sent first to that merchant.
11. Your rights
Depending on applicable law, you may have the right to:
  • request access to your personal data;
  • correct inaccurate information;
  • request deletion;
  • restrict or object to processing;
  • receive certain data in a portable format;
  • withdraw consent;
  • object to direct marketing;
  • complain to a competent data-protection authority;
  • request information about automated processing and applicable safeguards.
To exercise a right concerning your ChatRex account, contact info@chatrex.pro.
We may need to verify your identity. If ChatRex processes the relevant data solely for a merchant, we may forward the request to that merchant or ask you to contact it directly.
12. Cookies
ChatRex websites may use necessary cookies for authentication, security, language preferences, and core functionality.
Analytics or marketing cookies will be used only where permitted and, where required, after consent. Available cookie choices may be managed through the website’s cookie controls.
13. Children
The Service is intended for businesses and is not directed to children. ChatRex does not knowingly allow children to create business accounts.
Merchants must not use ChatRex to collect children’s personal data unless they have established a valid legal basis and implemented all required safeguards.
14. Changes to this policy
We may update this Privacy Policy when the Service, law, or our processing practices change.
The effective date will be updated, and additional notice will be provided where required.
15. Contact and complaints
Privacy questions and requests may be sent to:
RUBICON TECHNOLOGIES LLP
Email: info@chatrex.pro
You may also lodge a complaint with the competent data-protection authority in your jurisdiction.