Privacy and data protection for Vistaaraihub

1. Overview

This Privacy Policy explains how VISTAARAI INFOTECH PRIVATE LIMITED, operating under the Vistaaraihub brand, collects, uses, shares, protects, and retains information when users visit vistaaraihub.com, create an account, use our platform, communicate with us, or interact with our customers through our tools.

The services covered by this document include the Vistaaraihub AI Sales Agent, AI Chatbot, AI CRM, and AI Calling Agent modules. These tools help business customers capture leads, manage CRM records, send or draft communications, run WhatsApp and email workflows, place or analyse calls, create summaries and transcripts, and monitor sales engagement. The services are intended for lawful business use only.

2. Information We Collect

We collect account information such as name, business name, email address, phone number, billing details, workspace information, login method, user role, and preferences. If a user signs in through Google, LinkedIn, Meta, or another supported provider, we collect the information that provider makes available to us for authentication and account setup.

We process customer-uploaded and customer-generated CRM data, including lead names, emails, phone numbers, companies, roles, notes, pipeline stages, communication history, tags, scores, call status, WhatsApp opt-in status, and related sales context.

The AI Chatbot, AI Sales Agent, AI CRM, and AI Calling Agent may process prompts, chat messages, WhatsApp messages, email text, call transcripts, call recordings or recording links, summaries, appointment details, and support requests where customers choose to use those features.

We collect technical information such as IP address, device type, browser, operating system, pages visited, session identifiers, cookies, log data, API requests, webhook events, and security/audit events.

3. How We Use Information

• To provide, operate, secure, troubleshoot, and improve the platform.
• To authenticate users, maintain workspaces, manage subscriptions, process payments, and provide support.
• To let customers send communications, manage leads, book demos or appointments, generate AI summaries, and view CRM activity.
• To detect abuse, prevent spam, enforce opt-outs, maintain audit logs, and comply with applicable law.
• To send product notices, service updates, security alerts, billing messages, and administrative communications.

4. AI Processing

When AI features are used, we may send relevant prompts, CRM context, conversation history, message drafts, or transcripts to configured AI model providers for the purpose of generating responses, summaries, scoring, recommendations, and workflow assistance. We do not ask users to provide sensitive personal data unless it is necessary for their legitimate business use case.

AI outputs are generated by automated systems and should be reviewed by the customer before relying on them for legal, financial, medical, hiring, credit, or similarly sensitive decisions. Customers remain responsible for the accuracy of their instructions, uploaded data, and communications sent through the platform.

5. Communications Data

Where a customer connects WhatsApp, Twilio, Exotel, Vapi, email, or other communication providers, we process message and call data to send communications, receive replies, update statuses, generate transcripts and summaries, and reflect activity in the CRM. The customer is responsible for having a valid lawful basis and required consent for contacting their leads and customers.

6. Sharing and Processors

We share information with service providers only where needed to run the service. These may include hosting providers, database providers, payment gateways, communication platforms, email services, AI model providers, analytics/security tools, and customer support tools. Each provider is expected to process information under contractual, security, and confidentiality obligations appropriate to its role.

We may disclose information if required by law, legal process, government request, business transfer, fraud prevention, security investigation, or to protect the rights and safety of our users, customers, employees, and the public.

7. Data Retention

We retain account and billing records for as long as required for service operation, tax, audit, security, dispute resolution, and legal purposes. CRM, message, call, transcript, and AI output data is retained while the customer account or workspace remains active, unless deleted earlier by the customer or required to be retained by law.

Backups and logs may persist for a limited period after deletion due to technical and security requirements, after which they are overwritten or removed under our normal retention cycle.

8. Security

We use reasonable administrative, technical, and organizational safeguards, including access controls, encryption where appropriate, password protection, token protection, logging, server hardening, least-privilege practices, and monitoring. No online service can guarantee absolute security, but we work to reduce risk and respond responsibly to incidents.

9. Your Choices and Rights

Depending on where you are located, you may have rights to access, correct, delete, export, restrict, or object to processing of your personal information. Customers can update many account and workspace details inside the platform. Requests can be sent through the contact method listed in this policy.

Leads or end-users contacted by our customers should normally contact the business that contacted them. If we receive a request concerning customer-controlled CRM or communication data, we may forward the request to the relevant customer or act on their documented instructions.

10. International Transfers

Our platform and service providers may process data in India and other countries where our infrastructure or processors operate. Where required, we use appropriate safeguards for cross-border transfers, including contractual commitments and provider data processing terms.

11. Children's Data

Our services are business tools and are not intended for children. Customers must not knowingly use the platform to target children or process children's data unless they have a lawful basis and all required consents under applicable law.

12. Product-Specific Processing: AI Sales Agent

The AI Sales Agent is designed to help sales teams respond quickly to inbound leads, qualify enquiries against configured criteria, automate follow-ups, send or draft email and WhatsApp outreach, manage appointments, and maintain an activity timeline for each lead. To operate these features, we may process lead contact details, business context, source information, score signals, pipeline stages, outreach templates, email delivery logs, WhatsApp replies, appointment preferences, notes, and AI execution logs.

Where the customer activates automated outreach, the customer decides the audience, content, timing, and channel. Vistaaraihub processes the data required to perform that instruction, record the result, enforce opt-outs, and help the customer's team understand what happened next.

13. Product-Specific Processing: AI Chatbot

The AI Chatbot is designed for website and customer conversation use cases. Customers may add website details, train knowledge entries, create Q&A content, customize the chatbot theme, install a widget, review conversations, and capture leads. The chatbot may process visitor questions, conversation messages, inferred context, knowledge-base snippets, visitor-provided names, emails, phone numbers, company details, requirements, and timestamps.

The chatbot is intended to answer within the customer's configured knowledge and business rules. Customers should not upload confidential, regulated, or sensitive information into the chatbot knowledge base unless they are authorized to do so and have assessed the compliance impact.

14. Product-Specific Processing: AI CRM

The AI CRM helps teams organize contacts, leads, accounts, deals, activities, tasks, reminders, automations, campaigns, templates, reports, notes, and communication history. CRM data may include commercially sensitive pipeline information, deal values, expected close dates, lead scores, ownership assignments, team comments, and historical interactions.

CRM records are customer-controlled. Vistaaraihub uses the records to show dashboards, run workflows, surface next actions, create reports, and keep sales teams aligned. Customers are responsible for ensuring that CRM fields and notes do not contain unnecessary sensitive data.

15. Product-Specific Processing: AI Calling Agent

The AI Calling Agent supports national and international calling workflows, including provider setup, test calls, call logs, call status callbacks, recordings or recording links, transcripts, compact summaries, and CRM updates. The calling module may use providers such as Exotel for India calling and Vapi or Twilio for international calling, depending on customer configuration and availability.

Call recording and transcription laws vary by location. Customers must configure disclosures, consent flows, calling lists, do-not-call handling, business hours, and escalation rules in accordance with applicable law. Where an AI voice agent is used, customers should disclose automation where required and should avoid misleading the recipient about the nature of the interaction.

16. Data Accuracy, AI Summaries, and Transcripts

Conversation summaries, call summaries, lead scores, transcript extracts, and suggested next actions are generated to help business users work faster. They may omit nuance, misinterpret ambiguous statements, or reflect errors in the underlying audio, message text, or configuration. Customers should treat these outputs as business assistance, not as guaranteed factual records, and should review important decisions manually.

17. Opt-Outs, Suppression, and Communication Preferences

The platform may store opt-out status, unsubscribe records, WhatsApp stop/reactivation status, email suppression records, failed delivery reasons, and similar preference information. These records are used to prevent unwanted communication, respect user choices, and help customers maintain compliant outreach practices.

18. Contact and Updates

Questions, requests, or complaints may be sent through the registered office address listed below, the contact form on our website, or by email at support@vistaaraihub.com.

We may update this policy from time to time. Material changes will be posted on the website or notified through the platform where appropriate.