Privacy Policy — orain.ai

Last updated: 20.12.2025

This Privacy Policy explains how orain.ai (“we”, “our”, “the Service”) collects, processes, stores, and protects personal data when you use our AI-powered chatbot platform, including our dashboard, embedded chat widgets, and website.

By using orain.ai, you agree to the practices described below.

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1. Data We Collect

We collect only the data necessary to operate and improve the Service. Depending on your usage, the following categories of data may be processed.

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1.1 Account & Workspace Information

• Name

• Email address

• Workspace or company name

• Login credentials (securely hashed)

• Billing details (if applicable)

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1.2 Uploaded Content (Knowledge Sources)

Users can upload the following file types:

• PDF documents

• Excel spreadsheets (XLS, XLSX)

• PowerPoint presentations (PPT, PPTX)

• Text files (.txt, .md, .docx if supported)

• URLs (to fetch website content)

These files and links are processed solely for:

• Knowledge base creation

• Extracting text and content

• Generating embeddings

• Improving chatbot response accuracy

We do not use uploaded content to train public AI models.

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1.3 Chat & Interaction Data

When end users interact with your chatbot, we may process:

• User messages

• AI-generated responses

• Conversation logs

• Timestamps

• Basic device and browser metadata

This data is stored to:

• Generate accurate answers

• Allow workspace owners to review conversations

• Improve service reliability and performance

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1.4 Technical & Usage Data

Collected automatically during use:

• IP address (may be anonymized where required)

• Browser and device type

• Referrer URLs

• Error logs

• Performance data

This information helps us monitor security and optimize the platform.

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2. How We Use Your Data

We use the collected data for the following purposes:

• Operating and improving the chatbot platform

• Generating AI-based responses

• Creating and maintaining knowledge bases

• Providing user support

• Authentication and security

• Usage analytics

• Managing subscriptions and billing

• Complying with legal obligations

We never sell your data or use it for external marketing.

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3. Legal Basis for Processing (EU/EEA GDPR)

If you are located in the EU/EEA, we process your data under:

• Art. 6(1)(b) GDPR — Performance of a contract

• Art. 6(1)(f) GDPR — Legitimate interests (security, analytics, platform operation)

• Art. 6(1)(a) GDPR — Consent for optional analytics and cookies

• Art. 28 GDPR — Processing under Data Processing Agreements

Workspace owners act as data controllers for all chatbot interactions and uploaded content.

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4. Data Storage & Security

We protect your data using industry-standard security measures, including:

• GDPR-compliant servers located within the EU

• Encryption in transit (TLS 1.2+) and at rest

• Regular backups

• Strict access control for employees

• Hashed authentication credentials

• Continuous monitoring and security audits

While we maintain strong protections, no system is entirely immune to security risks.

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5. AI Processing

To generate responses, user prompts and relevant context may be sent to approved AI providers such as OpenAI or Azure OpenAI.

We guarantee that:

• Your data is used only for inference

• It is never used to train public AI models

• All providers comply with strict GDPR and privacy requirements

A full list of sub-processors is available upon request.

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6. Data Sharing & Sub-Processors

We may share data with trusted third-party service providers supporting:

• Hosting and infrastructure

• AI inference processing

• Payments

• Authentication

• Error monitoring and analytics

All third parties operate under GDPR-compliant Data Processing Agreements.

We do not sell or rent personal data.

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7. Data Retention

We retain data based on operational and legal requirements:

• Account data — until deleted by the user

• Uploaded files (PDF, XLS, PPT, text) — until removed by the workspace owner

• Imported website content (URLs) — until manually deleted

• Chat logs — stored until deleted via workspace settings

• Billing information — retained as required by law

Users may request data deletion at any time.

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8. Your Rights (GDPR / EEA Users)

You have the right to:

• Access your personal data

• Correct inaccurate information

• Request deletion

• Restrict processing

• Object to processing

• Withdraw consent

• Request data portability

To exercise these rights, please contact us.

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9. Cookies

We use:

Essential Cookies

Required for:

• Login

• Session management

• Security

Optional Analytics Cookies

Used only with explicit consent.

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10. Links to Third-Party Sites

orain.ai may contain links to external websites.
We are not responsible for their content or privacy practices.

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11. Children’s Privacy

The Service is not intended for children under 16 years of age, and we do not knowingly collect data from minors.

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12. Changes to This Policy

We may update this Privacy Policy from time to time.
The “Last updated” date at the top reflects the latest version.

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13. Contact

For questions about this Privacy Policy or your personal data rights:

orain.ai — Privacy Department
📧 Email: pz@solidscale.co

Address:
SolidScale Ltd.
Georgiou Karaiskaki 11–13
Carisa Salonica, Office 102
7560 Pervolia, Larnaca
Cyprus