Embermont Concierge

Privacy Policy

Last updated 12 September 2026

Who we are

Embermont Concierge is operated by Embermont Ltd, a company registered in England and Wales, company number 17400705, registered office 124 City Road, London, EC1V 2NX.

We are the “data controller” for information about our own customers — the businesses who hold an account with us. For the conversations that happen in a chat widget on a customer's website, that customer is the controller and we act as their processor: we handle those messages on their instructions, to provide the service.

What we collect, and why

Information	Why we hold it	How long
Account details — your name, email address, organisation, and a hashed password	To create and secure your account, and to contact you about the service	Until you delete your account
Your website's public content, gathered by our crawler	So your assistant can answer questions about your business	Until you retrain or delete the site
Conversations between your visitors and the assistant	To generate replies, show you your inbox, and produce your insights	Per the retention setting on your account; deleted with the site
Enquiries visitors submit (for example a name, email or phone number)	To pass them to you as leads	Until you delete them or the site
Visitor analytics — a daily-rotating one-way hash, never a raw IP address or user agent	To count visitors and page loads without identifying anyone	About 90 days, then deleted automatically
Messages you send us through our contact form	To answer you	Until the enquiry is resolved and no longer needed

What we deliberately do not do. We do not sell personal data, we do not use your website content or your visitors' conversations to train any shared or public AI model, and we do not store raw IP addresses for analytics. Our visitor counter hashes each visitor with a key that changes daily, so the same person is not trackable across days.

Our legal bases

Performance of a contract — running your account and your assistant.
Legitimate interests — keeping the service secure, preventing abuse, and understanding aggregate usage. We only do this where it does not override your rights.
Legal obligation — keeping records we are required to keep.
Consent — where we ask for it, such as optional notifications. You can withdraw it at any time.

Who we share it with

We use a small number of providers to run the service. Each processes data on our instructions. Where we process data for a business that uses our service, the terms of that processing, including where each provider operates, are set out in our Data Processing Agreement.

OpenAI — receives conversation messages and relevant extracts of your site content in order to generate replies. Used as a processor, via their API.
MongoDB Atlas (hosted on Amazon Web Services) — database hosting.
Google Cloud Platform — application hosting and file storage.
IONOS — sending account emails such as password resets, and enquiry notifications where a business has turned them on.

Some of these providers operate outside the UK. Where data is transferred abroad, it is protected by appropriate safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

Cookies and local storage

We do not use advertising or tracking cookies. We store a sign-in token in your browser so you stay logged in, and the chat widget keeps a conversation identifier so a visitor's conversation survives a page refresh. Both are necessary for the service to work.

Your rights

Under UK data protection law you can ask us for a copy of your personal data, ask us to correct or delete it, object to or restrict how we use it, or ask for it in a portable format. You can delete your account and its data yourself from your dashboard at any time.

To make a request, email contact@embermont.co.uk or use our contact form. We reply to enquiries personally, usually within one working day, and will respond to a formal request within one month.

If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk.

Security

Passwords are hashed, never stored in readable form. The database accepts connections only from network addresses we have approved and requires an authenticated account. Each customer's chat widget only runs on the domains they list for their site.

Changes

If we change this policy we will update the date at the top, and tell you directly if the change materially affects you.