Privacy Policy

1. Who we are

Adaptive Minds AI ("Adaptive Minds", "we", "us") is an AI automation agency based in India. We build AI assistants, WhatsApp automation, CRM systems and related software for businesses. This policy covers our website www.adaptivemindsai.com, our WhatsApp numbers, our ads and lead forms on Meta platforms (Facebook and Instagram), and any other place where we collect personal data from you directly.

For data we collect for our own purposes, we act as a Data Fiduciary under India's Digital Personal Data Protection Act, 2023 ("DPDP Act").

2. What we collect

Information you give us

• Enquiry and download forms: your name, email address, phone or WhatsApp number (optional), and what you want to automate.
• Meta lead forms and Click-to-WhatsApp ads: if you respond to our ads on Facebook or Instagram, we receive the details you submit in the form or the chat. This usually means your name, phone number, email, and your answers to any questions in the form.
• WhatsApp, email and phone: your number or email address and the content of the messages or calls you have with us.
• Website chat assistant: the messages you type into the AI chat widget on our website.
• Clients: business contact details, billing and GST details, and anything you share with us during a project.

Information collected automatically

• Browser storage: our website stores a small flag in your browser's local storage to remember that you closed a pop-up, so we don't show it again. It contains no personal data.
• Server logs: our hosting provider may record standard technical data such as IP address, browser type and pages requested. These logs are used for security and to keep the site running.
• Cookies and tracking pixels: our website does not currently use advertising or analytics cookies or tracking pixels. If we add them in the future (for example the Meta Pixel to measure ads), we will update this policy first and ask for your consent where the law requires it.

3. How we use your information

• To reply to your enquiry and send you the resources you asked for.
• To contact you about our services by phone, email or WhatsApp, when you have asked us to or have given your number for that purpose.
• To provide, set up and support the services you buy from us, and to invoice you.
• To answer your questions through our website chat assistant.
• To improve our website, services and ads.
• To keep our systems secure, prevent fraud, and meet legal, tax and regulatory obligations.

We process your data based on the consent you give when you submit a form, message us or respond to an ad, and for other legitimate uses allowed under Section 7 of the DPDP Act (for example, meeting legal obligations). You can withdraw your consent at any time (see Section 8).

4. WhatsApp and marketing messages

We send WhatsApp messages only through the official Meta WhatsApp Business Platform, and only to people who have opted in. You can stop receiving marketing messages at any time by replying STOP on WhatsApp, by clicking "unsubscribe" in an email, or by writing to us. We will still send messages you need about a service you use, such as invoices and support updates.

5. Who we share it with

We do not sell or rent your personal data. We share it only with service providers who help us run our business, and only as much as they need:

We may also disclose data when the law requires it, for example to a court or government authority, or to protect our rights. If our business is merged or sold, your data may be transferred to the new owner, who will be bound by this policy.

Please don't type sensitive information (such as health, financial or identity-document details) into our website chat assistant, because its messages are processed by third-party AI providers.

6. International transfers

Some of our providers (such as Meta, Google and AI model providers) may process data on servers outside India. Where this happens, we transfer data only as permitted under the DPDP Act and any restrictions notified by the Government of India. For client systems where we promise India-only hosting, client data stays in India.

7. How long we keep it

• Enquiries and leads: up to 24 months after our last contact with you, unless you become a client or ask us to delete them sooner.
• Client records: for as long as the contract lasts, and afterwards for as long as tax and accounting law requires (currently about 6 to 8 years for invoices and GST records).
• Website chat messages: we do not store chat assistant conversations on our own servers. The AI provider may keep them for a short period under its own policy.

When we no longer need your data, we delete it or anonymise it.

8. Your rights

Under the DPDP Act, you have the right to:

• Access a summary of the personal data we hold about you and how we use it.
• Correct, complete or update your data.
• Erase your data. See our Data Deletion page for how.
• Withdraw consent at any time. Anything we did before you withdrew consent remains lawful.
• Grievance redressal: complain to our Grievance Officer (below). If you're not satisfied with our response, you can complain to the Data Protection Board of India.
• Nominate someone to exercise these rights for you if you die or become unable to act.

If you are in the EU/UK, you also have the rights given by the GDPR, including the right to object and to data portability. To use any of these rights, email contact@adaptivemindsai.com. We will reply within 30 days.

9. Data we process for our clients

When we build or run systems for a client (for example a clinic's WhatsApp assistant or a company's CRM), we process their customers' data on the client's behalf, following their instructions. In that case the client is the Data Fiduciary and we are its Data Processor. If you are a customer of one of our clients, please contact that business directly about your data. We will help them respond.

10. Security

We use reasonable technical and organisational safeguards to protect personal data. These include encrypted connections (HTTPS), access controls, and limiting access to people who need it. No system is completely secure, but if a breach affects your data, we will notify you and the Data Protection Board of India as the law requires.

11. Children

Our services are for businesses and are not directed at anyone under 18. We do not knowingly collect personal data from children. If you believe a child has given us their data, contact us and we will delete it.

12. Changes to this policy

We may update this policy from time to time. The "Last updated" date at the top shows when it last changed. If we make significant changes, we will highlight them on our website.

13. Contact and Grievance Officer