ClientsChat.com Privacy Policy

Effective Date: May 18 2025

Owned and Operated by: Dot Coms, Inc. (USA)

Contact: support@clientschat.com | 1-844-ADVICES

Mailing Address: PO Box 9254, CA 92427, USA

📘 1. Purpose & Scope

This Privacy Policy (“Policy”) describes, in exhaustive detail, how ClientsChat.com (“Service”), a virtual communications platform owned by Dot Coms, Inc. (“Company,” “We,” “Us,” or “Our”), collects, stores, processes, transmits, and otherwise handles data associated with any individual or entity (“You,” “User,” or “Client”) that visits, browses, registers for, integrates, or in any way interacts with the Service.

  • This Policy applies worldwide and without territorial limitation; Your physical location does not alter its applicability.

  • The Policy complements—but does not supersede—our Terms and Conditions. In any conflict, the Terms prevail.

  • By continuing to access the Service, You acknowledge that You have read, fully understood, and voluntarily accept every clause of this Policy without exception.

🗂️ 2. Categories of Information We Collect

We collect three overarching categories of information, each described below in plain-English narrative form to comply with full-disclosure principles while reserving Our right to amend descriptions as technology evolves.

• Voluntarily Supplied Data – Data You actively submit, such as account-registration details (e-mail, username, encrypted password), profile preferences, billing inputs, customer-support requests, and any information You transmit via live-chat or ticket systems. This also includes content You attach or embed (text, images, code, audio) when using Our widgets or APIs.

• Automatically Captured Technical Data – Information recorded by Our servers or third-party analytics scripts the moment You land on any ClientsChat.com resource: IP address, device type, operating-system version, browser fingerprint, referring URL, timestamps, session duration, clickstream patterns, cookie or local-storage identifiers, and telemetry necessary for diagnostics, security, fraud prevention, and performance optimization.

• Derived & Aggregated Insights – Profiles, metrics, or trend analyses generated by algorithmic processing of Voluntarily Supplied Data and Technical Data. These insights may include churn probability, engagement scores, or anomaly flags created to improve service delivery, mitigate abuse, or understand macro-level usage.

We do not intentionally request sensitive personal data such as government IDs, health records, or biometric identifiers. If You voluntarily supply such data, You assume all responsibility for disclosing it and waive any liability on Our part arising from its presence on Our systems.

📥 3. Methods of Collection

We collect data through multiple concurrently operating mechanisms:

• Direct Submission Interfaces – Web forms, API endpoints, SDK calls, e-mail, live-chat inputs, and support tickets.

• First-Party Cookies & Local-Storage – Small text tokens written to Your browser to maintain session state, remember preferences, or facilitate secure authentication flows.

• Server-Side Logging – Automated event logs generated by load balancers, firewalls, application layers, and database clusters documenting requests, responses, and error traces.

• Third-Party Providers – Payment processors, CDN partners, anti-fraud vendors, analytics suites, uptime monitors, and cloud-hosting platforms supply metadata that intersects with Our own telemetry.

• Programmatic Integrations – If You embed Our widget on Your site, JavaScript running in Your visitor’s browser may transmit context (page URL, DOM events) back to Us; You are responsible for disclosing such collection to Your visitors under Your own privacy statement.

⚙️ 4. How We Use Information

We employ collected data exclusively for the functional, operational, and strategic purposes listed below, each of which You expressly authorize:

Service Provisioning – Creating and authenticating accounts, delivering chat sessions in real time, routing support tickets, and enabling administrative dashboards.

• Operational Maintenance – Monitoring uptime, detecting security threats, debugging performance bottlenecks, and scaling infrastructure to meet demand.

• Commercial Transactions – Processing payments, calculating taxes, issuing invoices, and executing subscription renewals or upgrades.

• Communications – Sending account notifications, transactional e-mails, product updates, security alerts, and—if You opt-in—promotional content.

• Fraud Prevention & Abuse Mitigation – Correlating IP addresses, device fingerprints, and behavioral patterns to identify illegitimate activity, spam, or terms-of-service violations.

• Legal Defense & Compliance – Generating audit logs and evidence dossiers necessary to protect the Company’s rights in arbitration, litigation, or regulatory inquiry.

• Product Improvement – Aggregating anonymized usage metrics to inform UX decisions, roadmap prioritization, and feature experiments.

We do not sell or rent personal information to advertisers or data brokers. Any marketing outreach is performed directly by Us or by a vendor under written confidentiality agreement acting solely on Our instructions.

📑 5. Legal Basis (International Disclaimer)

Although ClientsChat.com is headquartered in the United States, its servers operate from Amsterdam, its domain registrar is located in Dublin, and its engineering operations span Japan and Australia. We therefore disclaim the automatic applicability of any single national privacy regime (e.g., GDPR, CCPA, LGPD, PIPEDA).

• Where a legal basis is nevertheless required, We rely on contractual necessity (providing the Service You request) and legitimate interests (securing and improving the platform).

• By using the Service, You waive any stricter standard under foreign laws unless and until Dot Coms, Inc. enters a separate, signed data-processing agreement with You.

🔐 6. Data Storage, Security & International Transfers

• Multi-Region Cloud Infrastructure – Data may reside in physically separate data centers across the EU, US, or APAC for redundancy and performance.

• Encryption – Transport-layer security (TLS 1.2+) encrypts data in transit; critical secrets at rest are protected with industry-standard disk or field-level encryption.

• Access Controls – Role-based permissions and multi-factor authentication gate employee access; production access is logged and restricted to essential personnel.

• Penetration Testing – Periodic third-party security assessments identify vulnerabilities; remediation is prioritized according to severity.

• No Absolute Guarantee – Despite reasonable safeguards, no online system is “hack-proof.” By continuing to use Our Service, You accept the residual risk that data breaches may occur and waive claims arising from such incidents to the fullest extent permitted by law.

🤝 7. Sharing & Disclosure

We may disclose information under these circumstances:

• Subprocessors – Trusted vendors (payment gateways, cloud hosts, analytics engines) engaged under binding contractual clauses requiring confidentiality and data-protection measures comparable to Our own.

• Corporate Restructuring – In merger, acquisition, or asset-sale scenarios, data may transfer to a successor entity subject to this Policy or a substitutive policy of equal or greater protection.

• Legal Obligations – If compelled by court order issued under U.S. jurisdiction. We do not comply voluntarily with foreign subpoenas absent formal Mutual Legal Assistance Treaty procedures.

• Enforcement of Our Rights – Where disclosure is necessary to investigate, prevent, or take action regarding suspected fraud, threats to safety, or violations of Our Terms.

We do not grant blanket law-enforcement access, mass-surveillance backdoors, or real-time data feeds.

⏳ 8. Data Retention

ClientsChat.com employs a multilayer, policy-driven retention schedule designed to balance operational utility with data-minimization principles.

Primary Repositories – Live databases keep active account data for the duration of an active subscription and for up to twenty-four (24) months following the final recorded login or payment event, unless a longer interval is required to resolve open disputes or inquiries.

• Immutable Audit Trails – Security, billing, and access logs—essential to forensic integrity—may be housed in write-once media for a period not shorter than seven (7) years, aligning with prevailing U.S. statute-of-limitations benchmarks for contract and fraud actions.

• Cold Storage & Backups – Encrypted snapshots, disaster-recovery images, and archival object storage are retained in geographically redundant locations for a rolling ten-year cycle. Mid-cycle purges may be skipped where restoration tests or legal holds are pending.

• User-Requested Deletion – Deletion requests are voluntary accommodations, not statutory obligations. When granted, personally identifiable data will be flagged for erasure on the next purge cycle; transactional records, aggregated analytics, and compliance logs remain intact to protect the Company’s legal interests.

• Destruction Methodology – At retirement, media are cryptographically wiped or destroyed to NIST-SP-800-88-rev1 standards, after which recovery is deemed infeasible and liability for residual fragments is disclaimed.

• Retention Overrides – The Company reserves the unilateral right to extend any retention timeline if necessary for litigation, arbitration, regulatory request, chargeback defense, intellectual-property enforcement, or fraud investigation.

🧑‍💻 9. User Choices & Rights

ClientsChat.com recognizes that informed autonomy is central to digital trust. While our platform is stateless and not subject to any single data-protection regime, we voluntarily afford Users a structured—though discretionary—set of controls over certain personal-data elements. Exercising any option below does not create statutory obligations beyond those expressly stated, and all requests are subject to authentication, rate-limiting, and technical feasibility.

Account-Profile Management

  • You may directly modify non-critical fields—including display name, time-zone, notification settings, and billing address—through the self-service dashboard at any time.

  • Changes propagate to live systems instantly; historical backups and immutable audit logs retain prior values for security and evidentiary integrity.

  • Misrepresentation (e.g., false identity, improper corporate titles) constitutes a breach of the Terms and may trigger suspension without refund.

Marketing & Promotional Communications

  • All promotional e-mails include a one-click “unsubscribe” link compliant with CAN-SPAM best practices; transactional or security notices remain mandatory.

  • Opt-out preference is honored platform-wide within sixty (60) seconds of submission and persists across future account reactivations unless You expressly re-subscribe.

  • Browser-level “Do Not Track” or similar headers are logged for analytics only and do not override e-mail consent because they lack universal standards.

Data Export (Portability) – Discretionary Service

  • You may request a machine-readable export (JSON or CSV) of Your live-chat transcripts and ticket history. The Company reserves fifteen (15) business days to respond and may charge a processing fee not to exceed USD 100 to cover administrative labor.

  • We exclude proprietary metadata, security tokens, and anonymized aggregate metrics that could compromise system integrity or other Users’ confidentiality.

  • We deliver exports via secure, time-boxed download links; failure to retrieve within seven (7) days voids the request.

Erasure / Deletion Requests

  • Because ClientsChat.com is not subject to GDPR, CCPA, or similar statutes, data-deletion requests are honored solely at Our sole discretion.

  • When approved, personally identifiable fields are irreversibly pseudonymized, whereas transactional records (invoices, fraud logs) and system backups remain untouched for the retention periods specified in Section 8.

  • We do not delete data that are (a) required for ongoing litigation, (b) necessary to defend against future legal claims, or (c) technically inseparable from multi-tenant logs.

Consent Withdrawal & Service Termination

  • You may withdraw consent to data processing by permanently closing Your account through the dashboard. Closure is immediate and final; reactivation requires a new registration subject to prevailing pricing.

  • Post-closure, legacy data continue to reside in archival systems per Section 8, strictly for audit and legal defense.

  • Withdrawal of consent does not negate outstanding invoices or nullify Our No-Refund policy.

Identity Verification

  • For any request affecting personal data, We may demand multi-factor verification—e.g., an e-mail challenge, government-issued ID snapshot, or notarized affidavit—to ensure the requestor’s legitimacy.

  • Failure to provide adequate proof within ten (10) calendar days voids the request, which must be resubmitted from the beginning.

Abuse of Rights

  • Bulk, repetitive, or frivolous requests designed to disrupt operations may be throttled, queued, or declined after a written warning.

  • We reserve the right to impose administrative fees or deny service to any User who weaponizes privacy rights to harass staff or undermine platform stability.

By utilizing any of the foregoing options, You expressly acknowledge that the Company’s discretion is absolute and that unresolved disagreements must be handled exclusively under the dispute-resolution framework set out in the Terms and Conditions.

🚫 10. Adults-Only Eligibility and Children’s Privacy

ClientsChat.com is exclusively intended for individuals who have reached the age of legal adulthood in their jurisdiction (eighteen (18) years in most territories). The platform does not solicit, knowingly collect, or permit the submission of any data from persons under the age of eighteen.

• Absolute Prohibition – Registration, browsing, or any interaction by minors is strictly forbidden. Any account reasonably believed to belong to a minor will be terminated without notice, and all associated data will be expunged where technically feasible.

• COPPA & Equivalent Regimes – Because minors are categorically barred, the Children’s Online Privacy Protection Act (COPPA) and analogous foreign statutes are inapplicable by design.

• Parental Notification – If you are a parent or guardian who becomes aware that your child has provided personal information in contravention of this Policy, you must inform us immediately at support@clientschat.com so we may erase the data and disable the account.

• Liability Waiver – By using the Service, you warrant that you are an adult with full legal capacity. You further agree to indemnify and hold the Company harmless from any claims arising from false age attestations or unauthorized minor usage.

🔄 11. Amendments, Revisions, and Version Control

The Company may revise this Privacy Policy at its sole and absolute discretion. Amendments become effective according to the following protocol:

• Advance Notice – Material changes will be posted to the ClientsChat.com dashboard and/or disseminated via e-mail to the primary address on record at least five (5) calendar days before enforcement. Non-material or clarifying edits may take effect immediately upon posting.

• Version Identifier – Each iteration will bear a new “Effective Date” and may include a revision code in the footer for citation in arbitration or court filings.

• Retroactive Applicability – Unless otherwise stated, revisions apply prospectively. However, data previously collected may be processed under the new rules where the change imposes fewer restrictions or enhances security.

• User Obligation to Monitor – You are responsible for reviewing the Policy at reasonable intervals. Continued use of the Service after the notice period constitutes irrevocable acceptance of all modifications.

• Conflict Resolution – In the event of ambiguity between translated versions or summaries, the English-language master version controls.

✅ 12. Final Acknowledgment and Binding Consent

By engaging with ClientsChat.com in any capacity—including but not limited to visiting the website, embedding the widget, creating an account, initiating a chat session, or transmitting data through our APIs—you hereby:

• Acknowledge that you have been provided full and unimpeded access to this Privacy Policy;

• Represent that you have thoroughly read and comprehended every clause, sub-clause, and disclaimer contained herein;

• Affirm that you possess the requisite legal capacity—as an adult of at least eighteen (18) years—to enter into binding agreements;

• Voluntarily consent to the collection, processing, storage, transfer, retention, and disclosure practices delineated above, without limitation or reservation; and Agree that this consent is given knowingly, intentionally, and in consideration of the Company’s agreement to provide access to the Service. 

This acknowledgment is irrevocable and shall remain in force for the entire duration of your relationship with ClientsChat.com, surviving any temporary suspension, account closure, or subsequent reactivation.