Privacy Policy

Wicarax provides tools for building and operating AI assistants. This policy describes how we handle information in connection with the Wicarax website, dashboard, integrations, API-related functionality, playground, and embeddable assistant experiences (together, the “Service”).

It covers two groups of people:

• Account holders: People who create and manage a Wicarax account.
• Assistant visitors: People who interact with a Wicarax-powered assistant on someone else’s website or service.

If you have questions about this policy, contact us at support@wicarax.app.

For Account Holders

Depending on how you use the Service, we process:

• Your email address, display name, and profile image.
• Account details such as account state and when your account was created or updated.
• The sign-in providers connected to your account, and information about how you sign in.
• Authentication and session information, such as active sessions and their expiry.
• Technical information about your browser, device, operating system, and network address, and approximate location derived from it where available.
• Workspace configuration and preferences.
• Your assistants and their settings.
• Your knowledge bases and the content you add to them, including uploaded documents, plain text, and question-and-answer material.
• The websites or origins you configure for your assistants.
• Integration and API-related metadata for your workspace.
• Billing and subscription information, such as your plan, wallet balance, and renewal state.
• Top-up and transaction records, including references and payment status.
• Usage information, such as features used and activity in the product.
• Support conversations and notification preferences.

For Assistant Visitors

When a visitor uses a Wicarax-powered assistant, we process the information needed to run the conversation:

• The messages and questions the visitor submits.
• The responses the assistant gives.
• Conversation and session information, so the assistant can continue a conversation.
• A pseudonymous visitor or session identifier.
• The website or origin where the assistant is used.
• Limited network and security information needed to operate and protect the Service.
• Information derived from conversations, such as questions that were not answered.

Conversations are not kept only as anonymous statistics: the questions visitors ask and the answers they receive can be stored with the session, shown to the operator of the assistant, and used for features such as identifying frequently unanswered questions.

The operator of the website or assistant decides how the assistant is configured, and visitors choose what they share with it. Visitors using an assistant on another organization’s website should also review that organization’s privacy notice.

We use information to:

• Provide and maintain accounts and the Service.
• Authenticate users and manage sessions.
• Operate AI assistants.
• Use knowledge provided by account holders to answer questions.
• Maintain conversation continuity.
• Show conversations and product activity to the account holder who operates the assistant.
• Identify knowledge gaps, such as questions the assistant could not answer.
• Measure usage and enforce plan limits.
• Process subscriptions, top-ups, and related billing.
• Prevent abuse and secure accounts.
• Send transactional messages and notifications that account holders have enabled.
• Provide support and respond to inquiries.
• Diagnose failures and maintain reliability.
• Maintain and improve product quality.

Wicarax uses service providers to run parts of the Service. Depending on the feature, these can include:

• Authentication providers.
• Payment processors.
• Hosting and infrastructure providers.
• AI service providers.
• Email delivery providers.
• Operational and error monitoring services.

Content can be sent to AI service providers when it is needed to generate or analyse responses, for example a visitor’s question and the relevant knowledge. Providers process information on our behalf, for the purposes of the Service.

We may also disclose information when the law requires it, or when it is necessary to protect the Service, our users, or the public.

Wicarax uses essential cookies and similar browser storage to keep you signed in, protect your session, and make the Service work. The embeddable assistant widget uses short-lived browser session storage so a conversation can continue while the visitor’s tab is open.

These technologies are needed for the Service to function, and we keep their use limited to that. If you block them, parts of the Service may not work.

We keep information for as long as reasonably necessary to provide the Service, maintain security and billing records, and meet legitimate operational and legal obligations.

Some information is intentionally short-lived. For example, conversation and session information used by assistants can be cleaned up after a limited period. Account, billing, security, and audit records may need to be kept for longer.

When information is no longer needed for these purposes, it is deleted or anonymized under the applicable product lifecycle.

Account holders can manage much of their information from the dashboard, including:

• Updating profile information.
• Connecting or unlinking sign-in providers.
• Reviewing and revoking active sessions.
• Deleting workspace resources and content.
• Changing notification settings.
• Creating, rotating, and revoking API credentials.

You can also contact us at support@wicarax.app to ask about access to, correction of, or deletion of your personal information, or to ask us to erase your account. We handle these requests in line with applicable law and our retention obligations.

If you are a visitor of a Wicarax-powered assistant, the operator of that website or assistant controls it and the information it collects. Please contact that operator to exercise your choices; you can also contact us at support@wicarax.app with questions.

We use reasonable technical and organisational safeguards designed to protect accounts, credentials, content, and service data. Our diagnostic and error-monitoring tooling is also designed to limit the amount of conversation content that is captured.

No online service can guarantee absolute security. Please keep your sign-in methods and credentials secure, and contact us at support@wicarax.app if you believe your account has been compromised.

We may update this policy from time to time. When we do, we will revise the “Last Updated” date at the top of this page. We encourage you to review this page periodically.

If you have questions about this policy or how Wicarax handles information, contact us at support@wicarax.app.