Privacy Policy

Last updated: June 25, 2026

As part of its activities, the company The Chatbot Factory (“we”, “our”) collects and processes personal data relating in particular to contacts, prospects, customers, service providers, partners, and visitors of the sites www.tolk.ai or https://genii.tolk.ai/ and other sites belonging to tolk.ai (the “Service”).

The purpose of this privacy policy is to clearly explain how we collect, use, and protect your personal data when you use our Service, in accordance with the General Data Protection Regulation (GDPR).

Cette Politique ne s’applique à The Chatbot Factory que lorsque nous contrôlons le traitement des données personnelles pour nos propres besoins commerciaux. Par conséquent, cette Politique ne s’applique pas aux données que nous traitons en tant que sous-traitant (c’est-à-dire pas en tant que responsable du traitement) pour le compte de nos clients (« Clients ») lorsqu’ils utilisent nos Services.

Si vous avez des questions concernant la manière dont nos Clients traitent vos données, veuillez les contacter directement. Nous ne sommes pas responsables des pratiques de confidentialité ou de sécurité des données de nos Clients.

1. Data Controller

The data controller is:

The Chatbot Factory, a simplified joint-stock company with capital of 9,600 euros, operating the tolk.ai website under the trade name tolk.ai, located at 16 Villa des Nymphéas, 75020 Paris, registered with the Paris Trade and Companies Register under number 789.487.121

2. Personal Data Collected

We may collect the following categories of data:

  • Identification data: first and last name

  • Contact data: email address, phone number, company name

  • Connection data: IP address, browser type and version, pages visited, date and time of browsing

  • Data voluntarily submitted via forms

We do not collect any sensitive data as defined by the GDPR.

The Chatbot Factory SAS (tolk.ai) traite, en qualité de responsable du traitement, les données suivantes :

  • customer-related data (data relating to the organization, the subscribed plan, transactions performed, users of the solution, etc.),
  • data relating to prospects,
  • data relating to visitors of the www.tolk.ai site (data related to equipment, connection, browsing, etc.),
  • data relating to conversations, where applicable, via the chat on our website (conversation content, number of conversations, duration, date, response to the contact form where applicable),
  • data relating to job applications (CV, cover letter etc.).

The Chatbot Factory SAS (tolk.ai) processes, as a data processor on behalf of its customers using the Genii platform or other solutions, the following data:

  • data relating to conversations via chat (conversation content, number of conversations, duration, date, responses to forms where applicable),
  • data relating to users of our Services (first name, last name, username, identifier, encrypted password for accessing the Service, connection data, logs).
  • technical data about our Clients’ visitors (essential technical cookies: access-token, id-token, refresh-token; connection logs; personal data if accepted by the user during the conversation: exchange history, widget status, browser language, conversation timestamps, satisfaction and associated sources).

The personal data processing carried out by The Chatbot Factory on behalf of its customers is detailed in a document accessible only to Client users of the Service. The personal data processing methods comply with the regulations on the protection of personal data (GDPR).

3. Purposes of Collection

Personal data is collected solely to:

  • Provision and management of the automated chat service,
  • Improvement of the quality of the Service,
  • Technical support and customer assistance,
  • Compliance with legal and regulatory obligations,
  • Statistical analyses (in anonymized form),
  • Responding to requests submitted via the website,
  • Ensuring the proper functioning and security of the Service,
  • Conducting anonymized usage statistics.

4. Legal Basis for Processing

Processing is based on:

  • User consent (forms, non-essential cookies),

  • Legitimate interest (security, service improvement),

  • Compliance with legal obligations, where applicable,

  • Performance of the SaaS service contract,

  • Consent for certain optional features from the client,

  • The legal obligations to which we are subject.

5. Retention Period

Data is retained for the following periods:

  • Prospect and commercial contact data: 4 years from the last contact,
  • Customer data:Données clients :
    • Active data: for the entire duration of the contractual relationship,
    • Archived data: 5 years after the end of the contract,
  • Conversation data:
    • Active conversations: 24 months
    • Intermediate archiving: 3 additional years,
  • Technical logs: 2 months.

6. Cookies

The website may use cookies to:

  • Ensure its proper functioning

  • Measure audience and improve user experience

You can configure your browser to refuse all or some cookies. Refusing certain cookies may limit some of the website’s features.

Your consent is managed via Complianz. You can withdraw your consent at any time via the cookie manager accessible in the site footer.

7. Service Providers and Processors

Your data may be transmitted:

  • to the staff of The Chatbot Factory (tolk.ai): each within their respective areas—HR, marketing, legal teams, etc.,
  • to the service providers The Chatbot Factory (tolk.ai): subcontractors in the context of the execution of their services,
  • to partners, unless you object.

These providers only access data to the extent strictly necessary for their tasks and are subject to contractual confidentiality obligations.

8. Transfers Outside the European Union

All data processed by Tolk.ai is hosted and processed exclusively within the European Union. No data transfer outside the European Union is carried out to date.

9. Data Security

We implement appropriate technical and organizational measures to protect personal data against unauthorized access, loss, alteration, or disclosure.

10. User Rights

In accordance with regulations, you have the following rights:

  • Right of access

  • Right to rectification

  • Right to erasure

  • Right to restriction of processing

  • Right to object

  • Right to data portability

You can exercise your rights by contacting us here.

You may also file a complaint with the CNIL.

11. Protection of Minors

The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal data from minors.

12. Links to Third-Party Sites

The website may contain links to third-party sites. We are not responsible for the privacy policies or practices of these external sites.

13. Changes to the Policy

We reserve the right to modify this policy at any time. The current version is the one published on this page.