Chat Widget — Notice Template for Your Website Visitors
Last updated: 6 August 2026
For LumiaChatFlow customers. When you embed a LumiaChatFlow agent on your site, the people who chat with it are your data subjects: you decide why their messages are collected, so you are the controller and we act as your processor under our DPA.
This page gives you a notice you can adapt and publish, so you can meet your transparency duty under GDPR Articles 13–14. It is a template, not legal advice — review it against how you actually use the widget.
Replace everything in [SQUARE BRACKETS].
Template — begin
AI chat assistant on this website
[YOUR COMPANY NAME] uses an AI chat assistant on this website to answer questions about [OUR PRODUCTS AND SERVICES]. The assistant is provided by LumiaChatFlow, a service of AXONLUMIA S.R.L., which processes chat data on our behalf.
You are talking to an AI, not a person. The assistant identifies itself as an AI in the chat window. Its answers are generated automatically from content we have published or supplied, and they can occasionally be incomplete or wrong. [FOR ANYTHING IMPORTANT, PLEASE CONTACT US AT [CONTACT DETAILS].]
What is collected
When you use the chat assistant:
- the messages you type, and the assistant's replies;
- technical data needed to deliver the conversation, including your IP address.
Please do not enter sensitive personal information — such as health details, identification numbers, or payment card details — into the chat.
Why, and on what basis
We use this data to answer your questions and to improve how we support visitors. Our legal basis is [OUR LEGITIMATE INTEREST IN PROVIDING CUSTOMER SUPPORT / YOUR CONSENT / STEPS PRIOR TO ENTERING A CONTRACT — CHOOSE AND STATE ONE].
Storage on your device
The chat widget does not set cookies and does not store your conversation in your browser. Your conversation is not retained between page loads: reloading the page starts a new session.
Who else sees it
Chat data is processed by LumiaChatFlow (AXONLUMIA S.R.L., Romania) as our processor, and by its own sub-processors — principally Google, whose AI models generate the responses. Their current list is published at https://lumiachatflow.com/sub-processors.
Where your data goes. LumiaChatFlow's own systems are in the European Union. The Google AI service that generates the responses does not guarantee a storage region: your messages are processed, and the search index derived from published content is stored, on Google infrastructure that may be located outside the EU/EEA. These transfers are covered by Google's data-processing terms and the safeguards in them, including Standard Contractual Clauses where they apply. You can ask us for details of the safeguards via [YOUR DATA CONTACT].
Your conversations are not used to train AI models — LumiaChatFlow's AI providers are contractually bound not to use this data to improve their models.
No automated decisions. The assistant answers questions; it does not make any decision about you that has legal or similarly significant effects.
How long we keep it
[STATE YOUR RETENTION PERIOD. Important: LumiaChatFlow currently retains conversation records until the workspace is deleted and does not yet offer per-conversation deletion or automatic expiry (a 12-month automatic limit is planned). Do not promise a shorter period than the platform can honour — until automatic expiry ships, an accurate statement is: "Conversation records are retained while we operate this assistant, and deleted with the workspace."]
Your rights
You can ask us for a copy of your data, ask us to correct or delete it, ask us to restrict how it is processed, and receive the data you provided in a portable format. You can object to processing based on legitimate interests. [IF YOUR LEGAL BASIS IS CONSENT: You can withdraw your consent at any time, without affecting processing that already happened.] Contact [YOUR DATA CONTACT / YOUR DPO CONTACT, IF YOU HAVE ONE]. You also have the right to complain to your national data protection authority [OR NAME YOURS].
Full details are in our [LINK TO YOUR PRIVACY POLICY].