Privacy Policy

Last updated: 30 June 2026

1. Who we are

HelpTheBot is operated by Anton A. A. Autzen, Technical University of Denmark, Denmark. For privacy matters, contact us at hello@helpthebot.com.

2. What data we collect and why

Teacher accounts
When you create an account we store your username and email address. This is necessary to provide the service (legal basis: Article 6(1)(b) GDPR — performance of a contract). We do not share this data with third parties except as described in section 4.

Student conversations
When a student uses a bot, their chat messages are stored against a randomly generated session ID. We do not collect names, email addresses, or any other identifying information from students. Students are reminded not to enter personal information into the chat. The legal basis for storing conversations is legitimate interest in supporting educational assessment (Article 6(1)(f) GDPR). Conversations are automatically deleted after 180 days (configurable by the administrator).

3. Cookies

We use only technically necessary cookies:

  • sessionid — keeps you signed in during your browser session
  • csrftoken — protects against cross-site request forgery

We do not use analytics, advertising, or tracking cookies. No consent banner is required for technically necessary cookies under the ePrivacy Directive.

4. Third-party processors

OpenAI — chat messages are sent to OpenAI's API to generate bot responses. OpenAI acts as a data processor under a Data Processing Agreement and has signed EU Standard Contractual Clauses to cover international data transfers. See OpenAI's privacy policy.

Railway — the application and database are hosted on Railway (US). Railway is covered by EU Standard Contractual Clauses. See Railway's privacy policy.

Resend — we use Resend to send account verification and password-reset emails. Your email address is transmitted to Resend for this purpose only. See Resend's privacy policy.

5. Data retention

  • Teacher account data: retained until you delete your account.
  • Student conversations: automatically deleted after 180 days.

6. Your rights

Under GDPR you have the right to access, correct, or delete your personal data; to restrict or object to processing; and to data portability. To exercise any of these rights, email hello@helpthebot.com. Teacher accounts can also be deleted directly from the platform — sign in and use the Delete account link.

You have the right to lodge a complaint with your national supervisory authority. In Denmark this is Datatilsynet.

7. Changes to this policy

We will update this page if our practices change and note the revision date at the top. Continued use of the service after changes constitutes acceptance.