Your Privacy, Our Responsibility
We are committed to protecting your personal data in accordance with the Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000.
On this page
Overview
This Privacy Policy describes how Spirehub Softwares ("we", "us", or "our") collects, uses, stores, and shares your personal data when you use Spirehub AI Agent. By accessing or using our Service, you acknowledge that you have read and understood this policy.
We process personal data in compliance with the Digital Personal Data Protection Act, 2023 (DPDP Act), the Information Technology Act, 2000, and the Information Technology (Reasonable Security Practices) Rules, 2011.
Data We Collect
Account & Registration Data
- Full name, email address, and password (hashed) when you register
- Company name and business details during onboarding
- Billing address and payment identifiers (we do not store full card numbers)
- Profile preferences and notification settings
Usage & Technical Data
- IP address, browser type, device type, and operating system
- Pages visited, features used, and time spent on the platform
- Log data including error reports and API request metadata
- Session identifiers and authentication tokens
Chatbot Interaction Data
- Conversation transcripts between your website visitors and the AI agent
- Lead capture form submissions (name, email, phone of your visitors)
- Support ticket content submitted through the chatbot widget
- Knowledge base documents you upload for AI training
Communications Data
- Emails you send to our support team
- Feedback, survey responses, and feature requests
- Records of consent and privacy preference changes
How We Use Your Data
We use the personal data we collect for the following purposes:
- Providing, maintaining, and improving the Spirehub AI Agent platform
- Processing your subscription and managing billing via Razorpay
- Authenticating your account and securing access
- Training and operating AI models on your uploaded knowledge base
- Sending transactional emails (invoices, password resets, alerts)
- Sending product updates and feature announcements (you may opt out at any time)
- Responding to support queries and grievance complaints
- Analysing aggregate usage patterns to improve platform performance
- Detecting and preventing fraud, abuse, or security threats
- Complying with applicable laws and legal obligations
Legal Basis for Processing
Under the DPDP Act, 2023, we process your personal data on the following legal bases:
Consent
Where you have explicitly consented to the processing, such as receiving marketing communications or enabling optional analytics features.
Contract Performance
Processing necessary to perform the subscription agreement between you and Spirehub Softwares, including account creation, billing, and service delivery.
Legitimate Interest
Processing required for fraud prevention, platform security, and aggregate analytics that do not override your fundamental rights.
Legal Obligation
Processing required to comply with applicable Indian laws, court orders, or regulatory requirements.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes described in this policy or as required by Indian law:
- Account data — retained for the duration of your subscription plus 12 months after account closure
- Transaction and billing records — retained for 7 years as required under Indian tax and accounting laws
- Chatbot conversation transcripts — retained for 90 days by default; configurable in your dashboard settings
- Support communications — retained for 3 years for quality and compliance purposes
- Log and security data — retained for 90 days
- Data subject to legal holds — retained until the matter is resolved
Upon account deletion, we will delete or anonymise your personal data within 30 days, except where retention is required by law.
Your Rights Under the DPDP Act, 2023
Right to Information
You have the right to know what personal data we hold about you, the purpose of processing, and the identities of third parties with whom we have shared it.
Right to Correction & Completion
You can request correction of inaccurate or incomplete personal data. You may update most account information directly from your dashboard.
Right to Erasure
You may request deletion of your personal data. We will process erasure requests within 30 days, subject to legal retention obligations.
Right to Grievance Redressal
You have the right to file a grievance with our Grievance Officer. If unresolved, you may escalate to the Data Protection Board of India.
Right to Nominate
You may nominate another individual to exercise your rights on your behalf in the event of your death or incapacity.
Right to Withdraw Consent
Where processing is based on your consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of prior processing.
Cross-Border Data Transfers
Some of our third-party service providers may process data outside India. Where such transfers occur, we ensure appropriate safeguards are in place, including:
- Contractual clauses requiring equivalent data protection standards
- Use of processors located in jurisdictions recognised as adequately protective
- Your explicit consent where required by applicable law
Children's Privacy
Spirehub AI Agent is not directed to individuals under the age of 18 years. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected data from a minor, please contact our Grievance Officer immediately and we will delete such data promptly.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. When we make material changes, we will:
- Update the 'Last updated' date at the top of this page
- Send an email notification to registered account holders
- Display a prominent notice on the Spirehub AI Agent dashboard
Continued use of the Service after the effective date of changes constitutes your acceptance of the updated policy.
Grievance Officer
Name
Grievance Officer, Spirehub Softwares
grievance@spirehubs.com
Response Time
Within 30 days of receipt
Escalation
Data Protection Board of India
For detailed complaint procedures, please visit our Grievance Redressal page.