MakeRoomHere Privacy Policy
Effective date: November 1, 2026
1. Introduction
MakeRoomHere is an AI-powered chat service for websites operated by FOP PASTUKHOVA KSENIA OLEKSANDRIVNA, registered in Ukraine.
This Privacy Policy explains how personal information is collected, used, shared, stored, and protected when you visit our website, create an account, use our services, or interact with a MakeRoomHere chat widget.
Website: https://makeroomhere.com
Privacy and support contact: support@mail.makeroomhere.com
Registered business address: 3 Bondarska Street, Apartment 104, Kyiv, 04073, Ukraine
2. Information We Collect
Depending on how you interact with MakeRoomHere, we process the following categories of information.
Account information
Your email address, encrypted or hashed authentication credentials where applicable, account identifiers, email-verification status, and information necessary to manage your account.
If you choose Google authentication where available, we also process information needed to verify your Google identity and associate it with your account.
Subscription and billing information
Subscription status, plan allowances and usage, transaction identifiers, billing periods, and information necessary to manage payments and entitlements.
Paddle handles payment collection and payment details through its systems. MakeRoomHere does not store your full payment-card number in its application database.
Website and knowledge-base content
Website addresses, imported or uploaded documents, extracted text, content used to build knowledge bases, generated embeddings, and related configuration and processing information.
This content may contain personal information provided by customers or contained in the websites and documents they choose to process.
Chat information
When someone uses a MakeRoomHere chat widget or Test chat, we process and store questions, generated answers, timestamps, associated website or knowledge-base information, response status, and usage information.
Chat messages may contain personal information voluntarily entered by website visitors.
Technical and security information
We process technical information necessary to operate and protect the service. This may include browser or user-agent information, website origins, request metadata, and network addresses used for security controls and request throttling.
Certain application security events store pseudonymized fingerprints derived from network addresses rather than raw addresses.
Support communications
If you contact us, we process your email address, the content of your communication, and information necessary to respond to your request.
3. How We Use Information
We process information to:
- Create and manage accounts and authentication.
- Import and process customer-authorized knowledge-base content.
- Generate AI-powered answers to website visitor questions.
- Provide chat analytics and usage reports.
- Manage subscriptions, billing status, and plan allowances.
- Send account-verification, password-reset, billing-related, and operational communications.
- Detect abuse, prevent unauthorized access, and maintain service security.
- Respond to support and privacy requests.
- Comply with applicable legal obligations.
Where applicable data-protection law requires a legal basis, processing may be based on providing a requested service or performing a contract, complying with legal obligations, protecting legitimate security and operational interests, or consent where legally required and obtained.
4. Website Owners and Their Visitors
MakeRoomHere allows website owners to install AI-powered chat widgets on their websites.
Website owners determine which content they provide to MakeRoomHere and how they use chat functionality on their websites.
Website owners are responsible for providing appropriate privacy notices and obtaining any legally required permissions or consent from their visitors.
When you interact with a MakeRoomHere widget installed on another website, that website owner may also have responsibilities concerning your information. Consult the website owner's privacy policy for information about its purposes for using the widget.
For questions about information submitted through a particular website's widget, you may need to contact that website owner.
5. Artificial Intelligence and OpenAI
MakeRoomHere uses OpenAI services to process customer knowledge-base content and generate answers.
Depending on the operation, information transmitted to OpenAI may include:
- Extracted document text and knowledge-base content for embeddings.
- Custom-answer trigger questions.
- Visitor questions and relevant knowledge-base context.
- Partial generated answers when a continuation is necessary.
MakeRoomHere's application requests AI-generated responses without enabling optional stored-response functionality.
However, this does not mean OpenAI retains no information. OpenAI may process or temporarily retain information under its applicable API data-handling and security policies.
Customers should avoid submitting sensitive personal information unless they have the necessary legal basis and appropriate safeguards.
6. Third-Party Service Providers
MakeRoomHere uses external providers to operate the service.
OpenAI — AI answer generation and embedding processing.
Paddle — subscription checkout, payment processing, billing management, and refunds. Paddle acts as the Merchant of Record for paid purchases.
Resend — transactional email and support-related email handling.
Hostinger — infrastructure hosting and storage.
Google — optional Google account authentication and publicly shareable Google Docs text import.
Each provider may process information necessary to perform its function and may have separate privacy terms.
We may also disclose information when required by applicable law or necessary to address lawful requests, security incidents, or legal claims.
7. Cookies and Similar Technologies
MakeRoomHere uses authentication cookies necessary to maintain secure user sessions. These cookies are configured with security protections, including HttpOnly and Secure attributes in production.
The currently implemented MakeRoomHere chat widget does not use persistent browser storage for visitor tracking. Our application code does not include first-party advertising or marketing trackers.
Third-party integrations, including Google authentication and Paddle checkout, may use their own cookies or similar technologies. Their processing is governed by their respective privacy policies.
Where applicable law requires consent for nonessential cookies or similar technologies, the relevant requirements must be satisfied.
8. Data Retention and Deletion
We retain personal information according to its purpose, applicable legal obligations, and the operational capabilities of our service.
Account and billing information: Account information is retained while needed to provide the service. Some account, transaction, and billing records may be retained afterward for applicable legal, accounting, security, and dispute-resolution purposes.
Account deletion: Account deletion removes the customer data covered by our deletion policy, including your knowledge base, placements, custom answers, and chat history. Necessary billing records remain, and encrypted backups expire under the backup policy.
Trial identity retention: MakeRoomHere retains protected pseudonymous fingerprints representing your verified email address and, where applicable, Google identity identifiers. Their sole purpose is enforcing one automatic Trial per recognized identity. These fingerprints remain after account deletion for as long as that Trial policy operates. You may register again, but previously recognized identities do not receive another automatic Trial.
Knowledge-base content: Customer content may remain available in a read-only recovery state for 90 days after the applicable Trial or paid entitlement expires. This recovery period does not automatically erase the underlying data. Archiving a knowledge-base item removes it from active use but does not immediately erase all associated stored records.
Chat interactions: Questions, answers, and related analytics information are stored by MakeRoomHere. Automatic deletion of identifiable chat records after a fixed retention period is not yet operational.
Temporary processing records: Certain temporary ingestion records are eligible for cleanup after 30 days for successfully completed imports or 90 days for specified failed imports. These cleanup processes are not currently scheduled to execute automatically.
Security records: The application provides cleanup functionality for certain security records using a default 90-day threshold, but automatic execution is not currently enabled.
Backups: Backup copies may retain information independently of active application records and are subject to applicable backup retention and recovery procedures.
You may contact support@mail.makeroomhere.com to request access to, correction of, or deletion of personal information. We will assess and handle such requests according to applicable law, including relevant retention obligations and exceptions.
9. Information Security
We use technical and organizational measures intended to protect the service and stored information, including protected authentication sessions, access restrictions, and security controls intended to detect or prevent unauthorized activity.
No internet-based service can guarantee absolute security.
10. International Data Processing
MakeRoomHere is operated by a business registered in Ukraine and uses technology providers operating internationally.
Our application is hosted on a Hostinger VPS in the United States. Resend also stores email-related information in the United States.
Other providers, including OpenAI, Paddle, and Google, may process information in countries outside your country of residence.
Where required by applicable data-protection law, international data transfers must be supported by an applicable legal transfer mechanism or safeguard. Relevant providers publish data-processing terms describing their transfer arrangements, including Standard Contractual Clauses where applicable.
You may contact support@mail.makeroomhere.com for further information about relevant data-processing arrangements and available safeguards.
11. Your Privacy Rights
Depending on applicable law, you may have rights to request:
- Access to personal information about you.
- Correction of inaccurate information.
- Deletion of information in applicable circumstances.
- Restriction of certain processing.
- A portable copy of information where required.
- Objection to certain processing.
- Withdrawal of consent where processing is based on consent.
You may submit privacy-related requests to:
We may need to verify your identity before acting on a request.
Rights are subject to applicable legal conditions and exceptions. Where applicable, individuals may also complain to a competent data-protection authority.
12. Children and Account Eligibility
MakeRoomHere account holders must be at least 18 years old.
A MakeRoomHere chat widget may appear on websites operated by our customers. The website owner's obligations concerning younger visitors depend on its website, audience, and applicable law.
13. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our services, data-processing practices, or legal obligations.
Updated versions will be published on this page, with an updated effective date. Where required by law, we will provide additional notice.
14. Contact Information
Legal operator: FOP PASTUKHOVA KSENIA OLEKSANDRIVNA
Registered in: Ukraine
Registered business address: 3 Bondarska Street, Apartment 104, Kyiv, 04073, Ukraine
Website: https://makeroomhere.com