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Privacy Policy

Last updated: June 2026

1. Our Role

For workspace content that customers and their users send, upload, or manage in HansaChat, HansaChat generally acts as a processor on behalf of the workspace owner or customer. The workspace owner or customer decides why the workspace is used, who is invited, what content is added, and how long the workspace should remain active.

For account administration, billing, security, abuse prevention, support, website, and service communication data, HansaChat acts as the controller.

2. Information We Process

Depending on how you use HansaChat, we may process:

  • Account data such as name, email address, password hash, verification state, locale, and session data.
  • Workspace data such as workspace names, memberships, roles, channels, direct messages, mentions, reactions, uploaded files, and message metadata.
  • Billing and subscription data such as plan, billing interval, subscription status, coupon use, checkout identifiers, and customer email address.
  • Operational and security data such as IP address, country header, browser/device information, authentication events, request logs, error reports, and abuse-prevention signals.
  • Support, contact, and feedback data such as email address, message content, company size, and any information you choose to send us.
  • Email delivery data such as recipient address, sender information, subject, message body, delivery status, bounce, and complaint metadata.

3. Purposes and Legal Bases

We process personal data to:

  • Provide the HansaChat service, authenticate users, deliver messages, store files, manage workspaces, and maintain subscriptions based on contract performance.
  • Send verification, password reset, billing, workspace, and service emails based on contract performance or legitimate interests.
  • Operate billing, tax, accounting, refunds, chargebacks, and compliance workflows based on contract performance and legal obligations.
  • Secure the service, prevent abuse, investigate errors, maintain logs, and protect users and infrastructure based on legitimate interests.
  • Respond to contact, support, and feedback requests based on legitimate interests or pre-contractual steps.
  • Comply with legal obligations and enforce our agreements where necessary.

4. Workspace Content and Visibility

HansaChat is a workspace communication product. Public channel content is available to workspace members who can access those channels. Private channel content is available to members of those private channels. Direct messages are available to their participants.

Workspace owners and admins can manage workspace settings, users, and access. They cannot automatically read private channel content or direct messages unless they are members or participants, but they may control account and workspace-level settings within the product.

5. HansaChat Operator Access

As the service operator, HansaChat has the technical capability to access workspace data, including messages, files, user records, and memberships. We only use this access when needed for maintenance, troubleshooting, security, abuse prevention, legal compliance, or when a customer asks us to help with a specific issue.

We do not sell workspace data or use message content for advertising.

6. Hosting and Sub-processors

HansaChat hosts core application data on Hetzner infrastructure only. The application runs in Hetzner Cloud in the German regions Falkenstein (FSN1) and Nuremberg (NBG1). We do not operate core application databases or file storage in non-German hosting regions.

Transactional and service emails are sent through our European partner EmailLabs (Vercom S.A.), which may process the email addresses, message content, and delivery metadata needed to deliver those emails.

Paid subscription checkout, tax, invoice, refund, and payment-related workflows are handled through Creem, our merchant-of-record and billing provider. Creem only receives data needed for billing and subscription handling.

7. Retention and Deletion

Retention depends on the workspace and account state:

  • Demo workspaces are deleted after 24 hours.
  • Free workspaces are deleted after 60 days of inactivity. Users with no remaining workspaces are deleted as part of that cleanup.
  • Paid workspaces are retained while the subscription is active. After cancellation, the workspace is moved to an inactive read-only plan for export and then deleted after 30 days.
  • Uploaded files are deleted together with the workspace data. Backups, when available, are deleted 30 days after the last backup that contains the deleted data.
  • Billing records, invoices, security logs, and legal records may be retained longer where required for accounting, fraud prevention, dispute handling, or legal compliance.

8. Analytics, Cookies, and Logs

HansaChat does not use third-party advertising trackers. We collect limited operational analytics such as browser name, country, and visited pages to understand usage and keep the service working.

We do not intentionally log IP addresses for analytics. IP addresses may still appear in security, infrastructure, payment, email delivery, or error-monitoring records when needed to operate and protect the service.

9. Germany Data Boundary

Core workspace and application data, including messages, files, workspace databases, and application file storage, remains hosted in Germany on Hetzner infrastructure.

We do not transfer core workspace databases, message stores, or uploaded file storage outside Germany. EmailLabs and Creem process only the limited workflow-specific data needed for email delivery and billing.

10. Your Rights

Depending on your location and the role of your workspace owner, you may have the right to access, rectify, erase, restrict, object to processing, request portability, and withdraw consent where processing is based on consent.

Workspace content requests may need to be handled by the workspace owner or customer as controller. You can contact us at igor@hansa.chat and we will route or support the request where appropriate.

You may also have the right to lodge a complaint with a competent data protection supervisory authority.

11. Required Data

Some data is necessary to provide the service. For example, without an email address we cannot create an account, send security emails, or manage billing. Without workspace content and membership data, the chat service cannot function.

12. Contact Us

If you have any questions about this Privacy Policy or how HansaChat processes personal data, please contact us at igor@hansa.chat.