Privacy policy

BonaBot

BonaBot is an optional AI assistant for general questions about BonaFile. When you submit a question, we send that question, recent messages in the conversation and relevant public BonaFile information to Google's Gemini API. Google's free-tier terms allow submitted content to be used to improve its products. Do not submit private conversations, immigration identifiers, documents, payment details or other sensitive personal information.

The current conversation is held in the memory of your browser page and cleared by a full page refresh or New chat. We do not save BonaBot transcripts to your customer profile or to our knowledge database. Provider processing and retention are governed by Google's terms. Short-lived hashed request counters are stored to limit abuse; they contain no chat transcript. Closing the chat window only minimizes it.

BonaBot reads a separate collection of public BonaFile information. It cannot access orders, uploaded files or customer records, take actions on your behalf, give legal advice or certify a translation. For private enquiries, use Contact. AI answers can be wrong; check the linked source or ask our team before relying on an answer.

The short version

You upload a chat export. BonaFile reads it on our servers in the United States, builds your record, and deletes the conversation three days later. You can shorten that, extend it, or delete everything yourself at any time.

The most sensitive thing you handle here — years of private messages — is data we hold for a period. We are honest about that rather than clever about it. What follows is what we do with it, who can reach it, and when it goes.

What we hold, and for how long

While your record is being built, and for the retention window you choose afterwards, we hold:

• The contents of your chat export, including messages, names, phone numbers and timestamps.
• Any photos, documents or attachments you upload with it.
• The record, call log, transcript and exhibits produced from it.
• Your account details, your plan, and a log of when your data was accessed.

The retention window

Three days from the end of processing, by default. You can set seven or twenty-one days instead, or ask for a year in cold archive if a matter runs long. Whatever you choose, you can delete everything yourself before the window ends.

Deletion is not instantaneous, and it would be dishonest to say otherwise. Live copies go immediately. Encrypted backups roll off within thirty days, and we cannot reach into a backup to remove one person's rows. Nothing is restored from those backups except to recover from a failure.

The three-day default applies to every plan. Longer windows — seven or twenty-one days, or a year in cold archive on firm and archive arrangements — are something you choose, and they cost more because storing this material safely costs money and we would rather charge for it than keep it by default.

What we do collect

Running a business requires some information. We keep it to the minimum that lets us operate, and we tell you exactly what it is.

• Account details, if you create an account: your email address, and a name if you give one. Used to sign you in and to contact you about your account.
• Payment information, if you buy a plan. Card details are handled by our payment processor and are never stored by us; we retain a record of the transaction for accounting and tax purposes.
• Support correspondence, if you write to us. We keep it so we can answer you and refer back to the conversation.
• Basic technical information when you load this website, such as your browser type and approximate region, used to keep the site working and secure.

Why we are allowed to hold it

Where the law requires a legal basis for processing, ours is: performing the contract with you (running your account and providing what you paid for); complying with legal obligations (keeping financial records); and our legitimate interest in operating and securing the service. We do not rely on consent for anything essential, so you are not asked to trade privacy for access.

How long we keep it

Account details are kept while your account is open and for a short period afterwards in case you return. Financial records are kept for as long as tax law requires. Support correspondence is kept while it is useful and then deleted.

Your conversation is deleted three days after processing unless you chose a longer window. Deleting your account deletes it immediately, along with the record built from it.

Who we are

Bonafile LLC is the data controller for the information described here. Registered in 9 Hollycrest Pl, Stafford, Virginia 22554, United States. Write to privacy@bonafiles.com for anything about your data, and we will answer within thirty days.

Who else sees it

We do not sell personal information and we do not share it for advertising. We never will — it is not a business model we are willing to have.

These are the companies that process data on our behalf, named rather than described: Clerk, for accounts and sign-in. Supabase, for the database and file storage. Amazon Web Services, for compute and backups. Stripe, for payment. Each is bound by contract, limited to what it needs, and listed here so you can check them yourself.

If you use translation, the messages you select also reach a model provider under a zero-retention agreement. That is described on the security page.

We do not use your conversations to train machine learning models, and we do not permit our providers to either.

Your rights

Depending on where you live, you may have the right to see the personal data we hold about you, to correct it, to have it deleted, to object to how we use it, or to receive a copy in a portable form. You may also complain to your local data protection authority.

To exercise any of these, write to privacy@bonafiles.com. We will respond within the time your law allows, and we will not charge you for it.

If something goes wrong

If a breach affects your data we will tell you directly, with what we know and what we are doing about it, within 72 hours of becoming aware of it where the law requires it and sooner where we can.

We will also notify the relevant supervisory authority within the same window. We would rather tell you early and revise than wait until we have a complete account.

Where your data is

Your conversation and the record built from it are stored in the United States, on infrastructure operated by Supabase and Amazon Web Services. Nothing is stored outside the United States.

If you are in the UK or the EEA, that is an international transfer. It is covered by the Standard Contractual Clauses our providers are bound by, and by our own agreement with you.

If you are in California

You may ask what personal information we hold, ask for it to be deleted, and ask for a copy. You may also ask us to correct it.

We do not sell personal information and we do not share it for cross-context behavioural advertising, as those terms are defined by the CCPA and CPRA. We never have, and we will not.

We will not treat you differently for exercising any of these rights.

Children

This service is not intended for anyone under 16, and we do not knowingly create accounts for them.

Changes

If we change this policy in a way that matters, we will say so plainly and date the change. We will not quietly broaden what we collect.