Privacy Policy

1. Information We Collect

Volitex AI ("we," "us," or "our") collects information that you provide directly to us, information we obtain automatically when you interact with our services, and information from third-party platforms integrated with our systems.

Personal Information

When you engage with Volitex AI, we may collect your name, email address, phone number, business name, job title, industry sector, company size, and other professional details you voluntarily provide through contact forms, consultation bookings, or direct communication.

Usage Data

We automatically collect technical information about how you interact with our services, including IP address, browser type and version, operating system, referring URLs, pages viewed, time spent on pages, click patterns, and session identifiers.

Device Information

We may collect information about the device you use to access our services, including device type, screen resolution, unique device identifiers, and mobile network information where applicable.

Communication Data

For clients using our WhatsApp and Instagram automation services, we process message content, conversation metadata, timestamps, delivery status, and user interaction patterns within the scope of the automation services we provide on your behalf.

2. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve our AI automation, AI agent, and business intelligence services as described in our service agreements.
• AI System Improvement: To refine and optimize the performance of our automation workflows, AI models, and system integrations, using aggregated and anonymized data where possible.
• Communication: To respond to your inquiries, provide customer support, send service-related notifications, and deliver updates about your projects or account.
• Analytics: To analyze usage patterns and service performance to improve our offerings and develop new features.
• Compliance: To comply with applicable laws, regulations, legal processes, and enforceable governmental requests.

3. WhatsApp & Meta Platform Usage

Volitex AI integrates with Meta's WhatsApp Cloud API and Instagram API to deliver messaging automation services on behalf of our clients. The following disclosures apply specifically to data processed through these platforms:

• WhatsApp Cloud API: We access and process WhatsApp messages on behalf of our business clients through the official Meta WhatsApp Cloud API. All message data is processed in accordance with Meta's Platform Terms and WhatsApp Business Policy.
• Message Handling: Messages sent and received through our WhatsApp automation systems are processed in real-time to facilitate automated responses, lead qualification, appointment booking, and customer support workflows as configured by our clients.
• Data Processing: Message content may be processed by AI models (including OpenAI GPT, Anthropic Claude, and Google Gemini) to generate appropriate responses. This processing occurs in real-time and message content is not stored beyond the duration necessary to fulfill the service request, unless explicitly required by the client's configuration.
• Opt-In Requirements: Our clients are responsible for obtaining proper opt-in consent from their end users before initiating WhatsApp Business messaging. We provide guidance and tools to facilitate compliance with Meta's opt-in requirements.
• Meta Platform Terms Compliance: Our use of Meta platform data complies with Meta's Platform Terms, Developer Policies, and WhatsApp Business Policy. We do not sell, license, or share Meta platform data with third parties except as necessary to provide our services.

4. Third-Party Services

Our services integrate with the following third-party platforms and services. Each has its own privacy policy governing the data they process:

• Meta WhatsApp Cloud API — Messaging infrastructure for WhatsApp Business automation
• Meta Instagram API — Direct message automation and social commerce workflows
• OpenAI (GPT Models) — Natural language processing for automated responses and content generation
• Anthropic Claude — AI reasoning and response generation for complex automation workflows
• Google Gemini — Multimodal AI processing and intelligent automation capabilities
• Supabase — Database infrastructure and authentication services
• n8n — Workflow automation and integration orchestration platform
• Google Analytics — Website analytics and performance tracking (if enabled)

5. AI Processing

Our services utilize artificial intelligence models to process and respond to data as part of our automation workflows. The following principles govern our AI data processing:

• AI models process client data solely for the purpose of delivering the contracted automation services.
• We do not use client data to train, fine-tune, or improve AI models without explicit written consent from the client.
• Where possible, data is anonymized or aggregated before being processed by AI models to minimize exposure of personally identifiable information.
• AI processing occurs through secure API connections with our third-party AI providers, subject to their respective data processing agreements and security certifications.

6. Cookies

Essential Cookies

We use essential cookies that are strictly necessary for the operation of our website. These cookies enable core functionality such as security, network management, and accessibility. You cannot opt out of these cookies as they are required for the website to function.

Analytics Cookies

We may use analytics cookies (such as those provided by Google Analytics) to understand how visitors interact with our website. These cookies collect information in an aggregated form to help us improve our site's performance and user experience.

Managing Cookies

Most web browsers allow you to control cookies through their settings. You can set your browser to refuse cookies or to alert you when cookies are being sent. Please note that disabling cookies may affect the functionality of certain parts of our website.

7. Data Security

We implement appropriate technical and organizational measures to protect the personal information we process, including:

• Encryption of data in transit using TLS/SSL protocols and encryption of sensitive data at rest.
• Role-based access controls ensuring that only authorized personnel can access personal data relevant to their functions.
• Regular security monitoring, vulnerability assessments, and incident response procedures.
• Adherence to industry-standard security practices and frameworks for cloud-based service delivery.

8. Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. The criteria we use to determine retention periods include:

• The duration of our business relationship with the client.
• Whether there is a legal obligation to retain the data (such as tax or regulatory requirements).
• Whether retention is advisable in light of our legal position (such as regarding applicable statutes of limitations, litigation, or regulatory investigations).

9. User Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: The right to request a copy of the personal data we hold about you.
• Correction: The right to request that we correct inaccurate or incomplete personal data.
• Deletion: The right to request that we delete your personal data, subject to certain legal exceptions.
• Portability: The right to request a copy of your data in a structured, commonly used, and machine-readable format.
• Objection: The right to object to the processing of your personal data for certain purposes.

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 business days.

10. Data Deletion Requests

You may request the deletion of your personal data at any time by contacting us at [email protected] with the subject line "Data Deletion Request." Upon receiving your request, we will:

• Verify your identity to prevent unauthorized deletion requests.
• Process your deletion request within 30 business days of verification.
• Confirm completion of the deletion via email to the address on file.

For detailed instructions on submitting a data deletion request, please visit our Data Deletion page.

11. Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Email: [email protected]
• Address: B-3/5, Gokul Pooja Flats, Bopal, Ghatlodia, Near Nandanpark, OPP. TRP Mall, Ahmedabad, Gujarat, 380058, India