Privacy Policy

1. Who we are and what this policy covers

This Privacy Policy explains how ChronifyAI, LLC ("ChronifyAI", "we", "us") handles personal information in connection with our marketing website at chronify.support, our demo request form, and the Chronify.Support application at app.chronify.support (the "Service"). Chronify.Support is a hosted support platform that helps organizations answer questions from users of their Moodle sites.

2. How this policy is organized

Part A covers information ChronifyAI collects and controls, such as website visits, demo requests, and customer account and billing contacts. Part B covers information we process on behalf of our customers when they use the Service, such as support chats, tickets, and Moodle context ("Customer Data"). For Customer Data, our customer is responsible for the information and we act as its service provider (processor). Part C covers topics that apply to both.

3. Information we collect

Information you give us: when you request a demo we collect your full name, work email, organization, Moodle role, number of Moodle sites, optional preferred date and time, and any message you include. When your organization subscribes, we collect administrator and billing contact details. When you contact us, we keep the correspondence.

Information collected automatically on our marketing website: chronify.support uses Google Analytics to understand how visitors find and use the site, such as pages viewed, referring pages, approximate location, device and browser type. Our servers also keep standard technical logs, such as IP address and request times, for security and troubleshooting.

No analytics inside the application: we do not use Google Analytics or other third-party analytics on app.chronify.support after you sign in.

4. How we use this information

We use it to respond to demo requests and questions; set up and manage customer accounts; bill for subscriptions; send service, security, and policy notices; understand and improve our website; and protect the Service against fraud and abuse. We may send occasional product updates to business contacts, and you can opt out at any time.

5. Legal bases (EEA and UK)

Where laws such as the GDPR apply, we rely on: performing a contract or taking steps at your request before entering one (for example, handling a demo request); our legitimate interests in running, securing, and improving our business, balanced against your rights; your consent where required, such as for non-essential cookies; and compliance with legal obligations.

6. Your choices

You can decline to provide information, though we may then be unable to respond to your request. You can unsubscribe from marketing emails using the link in the email or by contacting us. You can block or delete cookies in your browser, or use Google's Analytics opt-out browser add-on. We do not sell personal information, and we do not share it for cross-context behavioral advertising.

7. Who we share it with

We share information only with service providers that help us operate our business, under contracts that limit their use of the information, including cloud hosting (Amazon Web Services, US East), our application platform provider, transactional email delivery (Resend), website analytics (Google Analytics, marketing site only), and payment processing. We may also disclose information where required by law, as described in section 17.

8. Your rights and how long we keep it

Depending on where you live, you may have the right to access, correct, delete, or export your personal information, and to object to or restrict certain processing. To make a request, email hello@chronify.support. We will verify your request and respond within the time required by law. You may also complain to your local data protection authority.

We keep demo request information for as long as needed to follow up and for a reasonable period afterward, and account and billing records for as long as the subscription is active and as required for tax, accounting, and legal purposes.

9. What Customer Data includes

Customer Data is the information our customers and their Moodle users submit to or connect with the Service, including chat messages, tickets, attachments, agent notes, and Moodle context such as the user's name and identity, Moodle site, course, page, role, and related technical details at the time of the request.

10. Ownership and how we use Customer Data

Our customers own and control their Customer Data. We process it only to provide, secure, maintain, and support the Service, according to our customer's instructions and our agreement with them. We do not sell Customer Data, use it for advertising, or use it to train AI models that are shared with other customers.

11. Who we share Customer Data with

Customer Data is visible to the customer's own authorized support agents. We share it with the service providers listed in section 7 and the AI model providers listed in section 16 only as needed to run the Service, under contractual confidentiality and data protection obligations. We disclose it to authorities only when legally required, and we will notify the customer when legally permitted.

12. Retention and deletion of Customer Data

We keep Customer Data while the customer's subscription is active. After a subscription ends, we keep Customer Data for 30 days so the customer can request an export, and then delete it from our active systems. Residual copies in backups are deleted in the normal backup cycle.

13. Requests from Moodle users

If you are a learner, teacher, or other user of a Moodle site that uses Chronify.Support, the organization that runs that Moodle site controls your information. Please send access, correction, or deletion requests to that organization. If we receive your request directly, we will pass it to the organization and help them respond.

14. Security

We protect information with measures such as encryption in transit and at rest, access controls limited to personnel who need it, and monitoring. No system is completely secure. If we become aware of a security incident affecting Customer Data, we will notify the affected customer without undue delay and as required by law.

15. Where data is stored

The Service is hosted on Amazon Web Services in the United States (US East). If you access the Service from outside the United States, your information will be transferred to and processed in the United States. Where required, we use appropriate safeguards, such as Standard Contractual Clauses. A data processing agreement is available to customers on request.

16. AI features

The Service uses AI models to help support agents work faster, for example by summarizing conversations, suggesting replies, and organizing requests. These models are provided through our application platform and may include models from Google (Gemini) and OpenAI (GPT). Only the information needed for the feature is sent, providers process it to return a result, and it is not used to train their models. AI output is a suggestion; agents remain responsible for what they send.

17. Children and student data

Our website and the Service are designed for organizations and their staff, and are not directed to children. Moodle users of our customers may include students, including minors. Customers are responsible for obtaining any consents and giving any notices required by laws that apply to student data, such as FERPA or COPPA. We process that information only on the customer's behalf.

18. Legal disclosures, our rights, and business transfers

We may disclose information when we believe in good faith it is required by law, subpoena, or court order, or needed to protect the rights, property, or safety of ChronifyAI, our customers, or others. If ChronifyAI is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this policy, and we will give notice of the change.

19. Other websites and Do Not Track

Our website may link to other websites, including Moodle, which have their own privacy practices. Because there is no common standard for Do Not Track signals, we do not currently respond to them. We honor Global Privacy Control signals where the law requires.

20. Changes to this policy

We may update this policy. We will post the new version here with an updated date, and we will notify customers by email or in the Service at least 30 days before any material change takes effect.

21. Contact

Questions or requests about this policy: hello@chronify.support. ChronifyAI, LLC.