Privacy Policy

2. Information We Collect

We collect the following categories of information when you use our Service:

• Account information — your email address, hashed password, company name, and profile details you provide during registration.
• Uploaded documents— files you upload to build your chatbot's knowledge base (PDFs, text files, etc.).
• Chat conversations and messages — all messages exchanged between end-users and your chatbot, including metadata such as timestamps.
• Usage data — token consumption, message counts, API call volumes, feature usage patterns, and subscription-related metrics.
• Device and browser information — IP address, browser type and version, operating system, and referring URLs collected automatically through server logs.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, operate, and maintain the Service.
• To improve our AI models and overall service quality through internal training and analysis.
• Usage analytics, metering, and billing.
• To provide customer support and respond to your inquiries.
• Security monitoring, fraud prevention, and abuse detection.
• To comply with legal obligations under applicable Indian law.

4. Data We Never Sell

We do not sell, rent, or trade your personal data or uploaded documents to any third party. Period.

Your data is yours. We will never monetise it by sharing it with advertisers, data brokers, or any external organisation.

5. Internal Training & Service Improvement

To continuously improve the quality and accuracy of AI-generated responses, we may use uploaded documents and chat interactions as part of our internal training and evaluation processes. This includes analysing conversation patterns, identifying areas where responses can be improved, and refining our prompt engineering and retrieval systems.

This training is performed exclusively within EasySalesBots's internal infrastructure. Your data is never shared with, sold to, or made accessible to any external party for their training or commercial purposes.

6. Data Storage & Security

We take the security of your data seriously and implement industry-standard measures to protect it:

• All data is encrypted at rest and in transit using TLS 1.2 or higher.
• Our infrastructure is hosted on secure, reputable cloud platforms.
• Access to production systems is restricted through role-based access controls, multi-factor authentication, and audit logging.
• We conduct periodic security reviews and follow responsible disclosure practices.

As required under the Information Technology Act, 2000, and the reasonable security practices prescribed thereunder, we maintain appropriate technical and organisational safeguards.

7. Data Retention

We retain your personal data and uploaded content for as long as your account remains active and as necessary to provide the Service. If you close your account or request deletion of your data, we will remove your personal data and uploaded documents within a reasonable timeframe, subject to any legal retention obligations.

Aggregated, anonymised data that cannot be used to identify you may be retained indefinitely for analytics and service improvement purposes.

8. Your Rights

Under the Digital Personal Data Protection Act (DPDP Act), 2023, you have the following rights as a Data Principal:

• Right to Access — You may request a summary of your personal data that we hold and how it is being processed.
• Right to Correction — You may request correction of inaccurate or incomplete personal data.
• Right to Erasure — You may request deletion of your personal data, subject to applicable legal requirements.
• Right to Withdraw Consent — Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.
• Right to Grievance Redressal — You may raise a complaint with us or, if unresolved, with the Data Protection Board of India.

To exercise any of these rights, please contact us at privacy@easysalesbots.com.

9. Third-Party Services

Our Service uses Anthropic's Claude AI to generate chatbot responses. When a chat message is processed, the relevant context and query are sent to Anthropic's API. Anthropic's own data handling and privacy policies apply to these API calls. We encourage you to review Anthropic's Privacy Policy for details on how they process data received through their API.

We do not share your data with any other third-party services except as strictly necessary to operate the Service (e.g., cloud hosting, payment processing).

10. Cookies

We use minimal cookies solely for authentication and session management. We do not use advertising cookies, tracking pixels, or any third-party analytics cookies. The cookies we set are strictly necessary for the functioning of the Service.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will notify you by email or through a prominent notice on the Service. We encourage you to review this policy periodically.

12. Contact

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us at:

Email: privacy@easysalesbots.com