You upload the company's materials: PDF, DOCX, TXT and other formats. The system processes and indexes them. The assistant answers from this. Here you set the texts and position of the chat window, with a live preview. Welcome message, input field, button labels: all in your own words. Quick reply buttons for the most common questions. Silent video with on-screen captions; the list gives the same text. Length: 27 seconds.

How the AI chatbot works – data flow, GDPR, AI Act

Short answer

The assistant answers from the knowledge base uploaded from your website and documents, and only from that. The product data stays in the EU: we store it in Frankfurt (AWS eu-central-1), and the model calls run on the EU endpoint of Google Vertex AI. We keep conversations for 90 days, and the customer always sees that they are talking to artificial intelligence.

Source: Privacy policy: data processors and retention, 6 October 2026

What it looks like on the portal

Training on your own materials

Uploading a document and configuring the chat window on the customer portal

Video transcript

You upload the company’s materials: PDF, DOCX, TXT and other formats.
The system processes and indexes them. The assistant answers from this.
Here you set the texts and position of the chat window, with a live preview.
Welcome message, input field, button labels: all in your own words.
Quick reply buttons for the most common questions. Silent video with on-screen captions; the list gives the same text. Length: 27 seconds.

What business owners worry about, and rightly so

Two questions come up in every call. Where does my customers’ data go? And what does the assistant say if it does not know the answer?

We answer both, and the answer applies to every SmartAIAssist (formerly SmartAIChat) assistant.

The four stages of the data flow

Upload. Our onboarding team reads the public pages of your website and the documents you specify. This becomes the knowledge base. Only what you selected in the call goes into it.
Storage. We store the knowledge base and the conversations in the AWS Frankfurt region (eu-central-1). The server is in the EU.
Answering. When a customer asks a question, the assistant finds the relevant part of the knowledge base and composes the answer from it. The model call runs on the EU endpoint of Google Vertex AI. Fallback model: Anthropic Claude Haiku in the AWS Bedrock Frankfurt region (eu-central-1).
Retention and deletion. We keep conversations for 90 days, after which they are deleted. The aggregated figures of the weekly and monthly reports remain, without names or contact details.

It answers only from what you have provided

The assistant only says what you have provided. If it does not know the answer, it does not guess. It asks for the customer’s contact details and can forward them to you or to a colleague you designate. The customer is not left without an answer, and you see what it did not know and can teach it with one click.

When uncertain, the assistant says: “I’m not sure about this. What I do know: [answer]. If you need exact details, our colleague will help.” Next to the answer it shows the source with a descriptive label, for example “Delivery terms”.

What the customer sees

The widget header says “[Company] AI assistant”, and below it: “Artificial intelligence, not a human”. The first message: “Good day. I am the AI assistant of [Company], an artificial intelligence. I can help with questions about products, delivery and orders. I can make mistakes, so for important questions I am happy to pass you on to a colleague.”

This disclosure meets Article 50 of the AI Act and cannot be switched off. The demo has one more line: “This is a preview based on the public pages of [domain], not the official assistant of [Company]. The preview is deleted after 24 hours.”

You are the data controller, and R-Szoft Kft. is the data processor. We sign a data processing agreement that sets out the purpose, place and duration of the processing. The list of sub-processors is on the data security page, and the terms are in the data processing terms.

The assistant only asks for the customer’s contact details at handoff. You receive the contact details, and they are deleted from the conversation after the 90-day retention period.

What the assistant does not do

It does not learn from customer conversations; the knowledge base is only extended with approved answers, and we do not use conversations for model training. It does not give medical, legal or financial advice, even if the customer asks. It does not place or change orders on the customer’s behalf; it cannot see order data until the online store app is released, so it directs the customer to the order tracking page.

What we need from you

Your website address and your documents. The colleague who receives the forwarded questions. And the decision about which pages the assistant should not read, for example an internal price list or an expired promotion.

Price and allowance in brief

The unit is the answered question. Our services are for businesses only. Prices exclude VAT. EU businesses with a valid VAT number: reverse charge. The Starter tier of Chat AI is €14.90 / month excl. VAT, with an allowance of 500 answered questions per month. We send an email at 75, 90 and 100 percent of the allowance, with no surprise invoices.

Two paths

Build it with us. Live within two working days, if we have access to edit your website or your web developer places the code snippet. Our onboarding team reads your content and sets up the handoff. It costs €200 excl. VAT, is €100 excl. VAT with a 6-month contract and free with a 12-month contract, and you get an 8 or 15 percent discount on the monthly fee.

Build it yourself. Coming soon, with the Mini packages. Price and launch date will be announced at release.

Evidence

We process the data of more than 50 businesses in Hungary through this data flow. The answer typically arrives within a few seconds, measured on 1,686 questions between 8 July and 6 October 2026 (customers in Hungary, CET). The full Privacy policy is on the privacy page.

Next step

Get a demo on my own website. Enter your website address. You can view the preview right away, and we send the link to the verified demo within 1 working day. The demo is free of charge, with no obligation to order.

See pricing. All prices excluding VAT. No surprise invoices.

If you would rather talk to us, our onboarding team will call you back. You can call us Monday–Friday, 9:00–17:00 CET: +36 30 181 2087.

Data processors

These providers work with the data on our behalf. The product data, that is the assistant, the conversations and the knowledge base, stays in an EU region. We do not use conversations or the knowledge base for model training.

Data processor	Role	Region
Amazon Web Services (AWS)	hosting, application and database	AWS eu-central-1 (Frankfurt)
Google Vertex AI, Gemini Regional	language model for the answers	EU endpoint
AWS Bedrock (Anthropic Claude Haiku)	fallback model, if the primary one is not available	AWS eu-central-1 (Frankfurt)
Cloudflare	website delivery (Workers), form database (D1), abuse protection (Turnstile)	D1 database: EU; the website is served by the Cloudflare network
Decodo	reading public pages for the demo	EU
Amazon SES	sending emails (demo link, weekly summary)	EU
Számlázz.hu	invoicing	Hungary

Sources

Privacy policy: data processors and retention, 6 October 2026 · own data · smartaiassist.eu/privacy-policy/ Frequently asked questions

How the AI chatbot works

Where is my data stored?

In the EU, in the AWS Frankfurt region (eu-central-1). The model calls run on the EU endpoint of Google Vertex AI.

How long do you keep the conversations?

For 90 days. After that the conversation is deleted; the knowledge base remains, as do the aggregated figures of the weekly reports.

Does the assistant learn from my customers’ data?

No. We do not use conversations for model training. The knowledge base is only extended with what you or your colleague approve.

Is it GDPR compliant?

You are the data controller, and R-Szoft Kft. is the data processor. We sign a data processing agreement, the terms are set out in the data processing terms, and the list of sub-processors is on the data security page.

What does the AI Act require of the assistant?

Under Article 50, the customer must know that they are talking to artificial intelligence. The widget header and first message say so, and the disclosure cannot be switched off.

What happens if the assistant makes a mistake?

The assistant answers only from the knowledge base and says so when it is uncertain. If it made a mistake, you see it in the report and can correct it in the knowledge base with one click.

Can I delete my data?

Yes. Conversations are deleted automatically after the 90-day retention period. After cancellation we delete the knowledge base and the other data within 30 days, except for data subject to statutory accounting retention.

See it with your own content.

The automatic preview is ready after you submit, and is deleted after 24 hours.

Get a demo on my own website

The SmartAIAssist teamR-Szoft Kft.Published: 6 October 2026

In the example conversations, the assistant's answers are given by artificial intelligence. Disclosure under Article 50 of the EU AI Act: "Artificial intelligence, not a human".

Your content, stored in the EU