Mia AI Character Chat – Privacy Policy

Effective date: 23 July 2025
Contact email: support@miaaichat.com

1. Why this document exists

This Privacy Policy explains how Mia AI Character Chat (the "Service") collects, uses, shares, and protects information about you. It also tells you about your rights and how to exercise them. We wrote it to satisfy requirements of the EU General Data Protection Regulation (GDPR) and other applicable privacy laws. If you live somewhere with additional rules (e.g., California), you’ll find the relevant details below.

Quick summary: We collect the information you provide (like chat messages, prompts, and account details), information generated by your use of the Service (like device and usage data), and information from third parties (like payment processors). We use it to run and improve Mia, keep the Service secure, comply with the law, and—if you allow us—to personalize your experience. You can ask us to access, correct, delete, or export your data at any time.

2. Scope & who this applies to

This Policy applies to all visitors, registered users, and customers who interact with Mia AI Character Chat, our website, and any related apps, APIs, or services that link to this Policy.

3. The information we collect

3.1 Information you give us directly

Account details: Email address, username/handle, password or authentication tokens, profile image, age declaration.
Content you create: Messages, prompts, images, audio, and any other material you upload or generate while using the Service ("User Content").
Payment and billing info: When you purchase a subscription or other paid feature, our payment processor receives your card data. We receive limited billing metadata (e.g., transaction ID, last 4 digits) to reconcile accounts.
Support communications: Messages you send to our support team or feedback forms.

3.2 Information collected automatically

Usage data: Interactions with features, timestamps, approximate session duration, referring URLs, crash logs.
Device & technical data: IP address, browser type/version, operating system, device identifiers, cookie IDs, mobile app version, language and time zone settings.
Cookies & similar tech: We use cookies, local storage, and SDKs for essential functionality (e.g., log-in), analytics, and (if you consent) personalization/advertising. See Section 10 for details.

3.3 Information from third parties

Single sign-on providers (if used): Basic profile data (name, email) when you choose to sign in with a third party.
Payment processors: Confirmation that a payment succeeded or failed, subscription status.
Analytics/AI vendors: Event data necessary to help us understand performance and improve features.

4. How and why we use your information

Under the GDPR, we must have a legal basis to process your data. Depending on the context, we rely on:

Contract necessity (Art. 6(1)(b) GDPR): To provide the Service, troubleshoot, and respond to your requests.
Legitimate interests (Art. 6(1)(f) GDPR): To keep the Service secure, prevent abuse, understand usage patterns, and improve or develop new features. We balance these interests against your privacy rights.
Consent (Art. 6(1)(a) GDPR): For optional things like certain marketing communications, cookies for advertising, or using your content to help train or fine‑tune models (see Section 5).
Legal obligations (Art. 6(1)(c) GDPR): To comply with tax, accounting, and regulatory requirements, or respond to valid legal requests.

We process data to:

Operate, maintain, and deliver the Service.
Personalize features and recommendations (if you allow it).
Improve models, algorithms, and safety systems (see Section 5).
Communicate with you about updates, security alerts, and support matters.
Detect, investigate, and prevent fraud or violations of our Terms of Use.
Comply with applicable laws and protect our legal rights.

5. AI/ML model improvement and your content

We may review and use anonymized or pseudonymized portions of User Content (e.g., prompts, responses, feedback) to improve Mia’s conversational abilities, safety filters, and overall performance. We only do this when we have a valid legal basis, often your consent.

Opting out: If you do not want your content used to improve our models, you can opt out by contacting us at support@miaaichat.com or using in‑app controls (if available). Opting out will not affect your ability to use the core Service.
Human review: Limited members of our team or trusted vendors may review content to debug or enhance systems, subject to strict confidentiality obligations.

6. How we share information

We do not sell your personal data. We share data only with:

Service providers / processors: Hosting, cloud storage, analytics, payment processing, email delivery, customer support, moderation, and AI infrastructure partners—bound by contracts to use the data only for our instructions.
Affiliates and corporate transactions: If we restructure, merge, sell assets, or undergo acquisition, your data may transfer as part of that deal, subject to this Policy.
Legal and safety reasons: To comply with law, enforce our terms, or protect rights, property, or safety of users or the public.
With your direction or consent: For example, when you publish or share content publicly, or integrate Mia with another service.

7. Data retention

We keep personal data only as long as necessary for the purposes described above or required by law. Retention periods vary based on the type of data and why we collected it. When we no longer need data, we delete or irreversibly anonymize it.

You may request deletion at any time (see Section 9). Some data (e.g., transaction records) may be retained after deletion requests if required for legal obligations or to resolve disputes.

8. Your rights

Depending on where you live, you may have some or all of the following rights:

Access: Ask for a copy of your personal data.
Rectification: Request correction of inaccurate or incomplete data.
Erasure: Ask us to delete your data (“right to be forgotten”).
Restriction: Ask us to limit processing under certain circumstances.
Portability: Receive your data in a structured, commonly used, machine‑readable format and/or request we transmit it to another controller.
Objection: Object to processing based on legitimate interests or direct marketing.
Withdraw consent: When we process data based on consent, you may withdraw it at any time.

To exercise these rights, contact us at support@miaaichat.com. We may need to verify your identity before fulfilling your request.

9. Cookies and similar technologies

We use:

Strictly necessary cookies: Required to sign in and provide core functionality.
Analytics/performance cookies: Help us understand how the Service is used so we can improve it.
Preference cookies: Remember your settings (e.g., language).
Advertising/personalization cookies (if used): Show relevant content or offers. These are optional and require your consent where required by law.

You can manage cookies via your browser settings and, where required, through our cookie banner or settings page. Disabling some cookies may impact functionality.

10. Security

We implement administrative, technical, and physical safeguards designed to protect personal data (e.g., encryption in transit, access controls, monitoring). However, no system is perfectly secure, and we cannot guarantee absolute security. Please use strong passwords and keep your credentials confidential.

11. Children’s privacy

Mia AI Character Chat is not intended for children under 16 (or the minimum age required in your jurisdiction to consent to data processing). We do not knowingly collect personal data from children below that age. If you believe a child provided us data, contact us so we can delete it.

12. Links to third‑party sites or services

Our Service may link to or integrate with third‑party websites or apps. We are not responsible for their privacy practices. Review their policies before providing personal data.

13. Changes to this Policy

We may update this Policy from time to time. If we make material changes, we’ll provide notice (e.g., by email or in‑app) and update the “Effective date” above. Continued use after the updated Policy takes effect means you accept the changes.

14. How to contact us

If you have questions or concerns about this Policy or our data practices, please email us at support@miaaichat.com