Privacy policy

Examples and contact requests

If you choose to discuss an example with our team, we temporarily store a summary of your business activity, need and explored formats in the browser tab to prefill the contact form. You can edit it before submitting. Demonstration files contain fictional data and do not automatically create a contact request. When you submit the form, we store your request in our backend for up to 24 months to handle and follow up on it, and send it to our contact management tool. If you chatted with the agent, we attach that conversation to the request unless you untick the corresponding box, and keep it for the same period. We record the country reported by our network provider (Cloudflare); we do not store your IP address.

What we collect

Only the information required to deliver the service: account details (name, work email, organization), product telemetry (feature usage, latency, error traces) and the data your team explicitly submits to its agents. On this site, the data you enter in the contact form.

How we use it

To operate, secure and improve the platform for the customer that submitted the data, and to answer contact requests. Customer-submitted content is never used to train shared or third-party foundation models.

What your browser keeps

To personalize the site we keep your selected team and topic, and the questionnaire status, in your browser's local storage. We also retain the first and latest campaign-attributed visit: campaign parameters and identifiers, landing page and referring site, for up to 90 days. When you submit the contact form, the team and topic applicable to your request and those origin details are sent with your contact information to help us understand your case. You can delete stored information by clearing this site's data in your browser.

Conversations with the agent

When you send a message to the website agent, we process its text, together with the language, page and selected team or topic, in our backend and at the AI model provider. We reach the model through OpenRouter, configured to use only providers that state they do not store or train on that data. Our backend keeps each conversation's history for up to 30 days to continue it and enforce the demo's limits, unless you attach it to a contact request; your IP address is used only transiently to limit abusive requests. From what you write we build a summary of your case (industry, size, process, tools and goal) that you see in the chat and that is stored with the conversation. We use a necessary cookie, lasting 30 days, to resume your conversation on any page of the site and apply the demo's limits. Starting a new conversation begins a separate history. To request deletion of a conversation, write to legal@xophia.ai. Chat works without accepting analytics cookies.

Analytics on this site

Only if you accept analytics do we load Google Analytics 4 (navigation and interaction statistics, including the team and topic chosen when personalizing the site), Contentsquare (session recording to understand navigation) and Apollo (identification of the company the site is visited from). Google Analytics is configured without advertising signals or ad personalization. If you choose “Necessary only”, these tools do not load. Contact form submissions work without analytics consent. You can change your choice from “Cookie settings” in the footer of every page.

Your rights

You may request access, correction, portability or deletion where applicable. We respond within the timelines required by the law that applies to each request.

Retention

Retention periods are defined by the customer agreement and deployment configuration. Backup deletion follows documented schedules for the selected environment.

To exercise your rights or ask a question, write to legal@xophia.ai.