Privacy Policy
Last updated: 18 October 2026
1. Who we are
Aelara is operated by Evonord OÜ (registry code 17122457), Simuna, Väike-Maarja vald, Lääne-Viru maakond, Estonia. Email: info@evonord.eu.
In this policy, a tenant is a business that uses Aelara to create chatbots, and an end-user is a visitor who chats with a tenant's chatbot on the tenant's website.
2. Our role
- For tenant accounts, billing and this website, Evonord OÜ is the data controller.
- For chats with end-users, the tenant is the data controller and Evonord OÜ is a data processor acting on the tenant's instructions. Tenants are responsible for informing their end-users, for example through the privacy policy link in the chat window footer.
3. Data we process
3.1 Tenants
| Data | Purpose | Legal basis |
|---|---|---|
| Name, email address, login details (email and password or Google sign-in) | Creating and securing your account | Contract |
| Plan, Stripe customer and subscription IDs, invoices | Billing. Card details are handled by Stripe; we never see or store them. | Contract, legal obligation |
| Knowledge base files and text, chatbot settings, logos and avatars | Running your chatbots | Contract |
| Team member email addresses and roles, internal notes, tickets, tasks | Team features in the inbox | Contract |
3.2 End-users (on behalf of tenants)
| Data | Purpose |
|---|---|
| Chat messages and the chatbot's replies | Answering questions and showing the conversation to the tenant's team |
| Details entered in chat forms (for example name, email, phone) and files or photos sent in the chat | Passing the enquiry to the tenant |
| A random session ID, the address of the page where the chat is used, the page language and when the visitor was last active | Continuing the conversation, replying in the right language and showing the team who is online |
3.3 Technical data
Our servers record IP addresses and basic request details in server logs. We use them to keep the service secure, prevent abuse (for example rate limiting) and fix problems. Legal basis: legitimate interest.
3.4 Website visitors
This website does not use analytics or advertising tools. If you chat with the Aelara assistant on this website, section 3.2 applies, with Evonord OÜ as the controller.
4. How we use data
- To provide the service: answering end-users from the tenant's knowledge base and, on the Professional plan, conversation summaries and suggestions.
- To bill subscriptions and keep accounting records.
- To keep the service secure and working.
- To contact tenants about their account, billing and important service changes.
We do not sell personal data, do not use it for advertising and do not use tenants' content to train AI models.
5. AI processing
To generate a reply, the end-user's message, relevant excerpts from the tenant's knowledge base and recent messages from the conversation are sent to Google's Gemini API. Knowledge base text is also sent there once to make it searchable. Google processes this data to return a result. Under Google's terms for paid API use, it is not used to train Google's models; Google may keep it for a limited period to detect abuse.
If a tenant uses Live data (Professional), the chatbot can send details from the conversation — for example a job role, date or quantity — to an API of the tenant's own business system to answer with up-to-date information. Only the details the tenant has defined are sent, over HTTPS. That system is operated by the tenant, who is responsible for it as the data controller.
6. Service providers (sub-processors)
| Provider | Purpose | Location |
|---|---|---|
| Zone Media OÜ (Zone.ee) | Servers, database and file storage for the service and this website | Estonia (EU) |
| Google (Firebase Authentication and Hosting) | Sign-in and delivery of the web app | EU / USA |
| Google (Gemini API) | Generating AI replies, summaries and search indexes | EU / USA |
| Google Fonts | Font files when a tenant chooses a custom font for the chat window | EU / USA |
| Stripe Payments Europe Ltd | Payments and invoices | Ireland (EU) / USA |
| Tailwind Labs (cdn.tailwindcss.com) | Delivers the stylesheet code for this website | Global CDN |
When data is transferred outside the EU, it is protected by the European Commission's Standard Contractual Clauses or the EU–US Data Privacy Framework.
7. Storage and security
- Our servers, database and uploaded files are located in Estonia (EU).
- All traffic is encrypted with HTTPS.
- Access to production data is limited to Evonord OÜ administrators.
- Tenants can restrict on which websites their chatbot works.
8. How long we keep data
| Data | Retention |
|---|---|
| Account data | While the account is active. After you close it, we delete it within 30 days, except data we must keep by law. |
| Conversations and chat files | Until the tenant deletes them or closes the account. Deleted conversations are permanently removed after 24 hours. |
| Knowledge base | Until the tenant deletes it or closes the account. |
| Server logs | For a limited period, for security and troubleshooting. |
| Accounting records | 7 years, as required by Estonian law. |
9. Your rights
You have the right to access, correct and delete your personal data, to restrict or object to its processing, to data portability and to withdraw consent where processing is based on consent. Email us at info@evonord.eu. If you were an end-user of a tenant's chatbot, please contact that business first; we will help them respond.
You can also lodge a complaint with the Estonian Data Protection Inspectorate.
10. Cookies
We do not use advertising or analytics cookies. Details about browser storage are in our Cookie Policy.
11. Children
Aelara accounts are not intended for people under 16.
12. Changes
We may update this policy. The date at the top shows the latest version. We will notify tenants by email about significant changes.
13. Contact
Evonord OÜ, Simuna, Väike-Maarja vald, Lääne-Viru maakond, Estonia · info@evonord.eu