Privacy Policy

We collect only what we need to operate the Service:

• Account information. Email address, display name, and authentication identifiers from our provider, including identifiers returned by Google when you sign in with Google.
• Form content. PDF documents you upload, the field values you provide via chat, signatures you draw or type, and the filled output document.
• Chat history. Messages you send to and receive from the Chatfill assistant during a session.
• Saved memory. Reusable details you choose to save (such as name, address, contact details) so they can be reused on future forms.
• Billing data. If you subscribe, Stripe collects payment details on our behalf. We receive a customer identifier and subscription status — we do not store full card numbers.
• Operational logs. Standard request metadata (IP address, user-agent, timestamps) used for security, abuse prevention, and debugging.

We use the information above to:

• Provide the Service — process your forms, generate responses, and produce filled documents.
• Maintain accounts, authenticate users, and synchronise saved memory across devices.
• Process subscriptions and billing through Stripe.
• Detect, prevent, and respond to security incidents and abuse.
• Communicate with you about the Service, including support and material changes to this Policy.

We do not sell your personal information. We share data only with vendors that help us run the Service, and only for that purpose:

• Cloud infrastructure provider — hosting, storage, authentication, and compute.
• AI providers — to generate conversational responses and field values. The contents of your chat, form text, and uploaded document images are sent to the AI provider(s) we use as needed to produce a reply. We only use providers that, on the API endpoints we route to, contractually do not retain your inputs or outputs to train their models. The set of providers may change over time as we tune for quality and reliability.
• Stripe — to process subscription billing.
• Cloudflare — content delivery, DNS, and edge protection for chatfill.com.
• Google— in two ways: (a) when you choose to sign in with Google, we receive the standard profile fields (email, name, sub) from Google's OAuth flow; and (b) Google Analytics, which we use to understand product usage and improve the service. Analytics events record only anonymous usage signals — which steps you reach (e.g. upload, completion, checkout) and how you arrived — and never the contents of your forms, your chat messages, file names, or signatures. We run it with advertising signals disabled.

We may also disclose information when required by law, to enforce our terms, or to protect the rights, safety, or property of Chatfill or others.

Service data is hosted in the cloud. Your data will be transferred to and processed in any region our cloud and AI providers operate from.

• Sessions, chat history, uploaded files, and filled documents are kept for as long as your account exists, or until you delete the session or your account.
• Saved memory items persist on your account until you remove them from settings or delete the account.
• Billing records are retained for as long as required by tax and accounting law (typically up to seven years).
• Operational logs are retained for a limited window for security and debugging, then rotated.

• You can use Chatfill anonymously without creating an account; only sessions you choose to link become tied to your account.
• You can view, edit, or delete saved memory items from your account settings.
• You can delete a session at any time, which removes its chat history and uploaded files.
• You can delete your account from settings, which removes your sessions, chat history, saved memory, and uploaded files.
• Depending on where you live, you may have additional rights under applicable privacy laws — including rights to access, correct, port, or restrict use of your information. Contact us to exercise these rights.

We use industry-standard safeguards including TLS in transit, encryption at rest for stored files and database records, scoped IAM permissions, and authenticated APIs. No system can be guaranteed perfectly secure, and you are responsible for keeping your account credentials safe.

The Service is not directed to children under 13 (or under 16 in jurisdictions that set a higher minimum). We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will delete it.

Free and Premium individual plans are not intended for handling regulated health, legal, or financial data subject to laws like HIPAA. Chatfill offers HIPAA-ready workflows only on eligible Business deployments under a separate Business Associate Agreement. Do not upload regulated data outside of an eligible plan.

We may update this Policy. If changes are material, we will update the effective date at the top of this page and, where appropriate, notify you in-app or by email.

The data controller is Synapse Software Pty Ltd (ABN 78 557 492 115), Australia. Questions or requests about this Policy can be sent to support@chatfill.com.