Privacy Policy

[[LEGAL ENTITY NAME]], a [[ENTITY TYPE]] registered in India at [[REGISTERED ADDRESS]] (“Autometa”, “we”, “us”), operates Autometa CRM — a business management platform covering sales records, communications, telephony, HR attendance, payroll and AI assistance.

This policy explains what personal data we handle, why, who we share it with, how long we keep it, and what rights you have. It covers our website, the web application, our APIs and our Android application.

It is written to be accurate about what our systems actually do. Where a practice has a limitation, we say so rather than describing an intention.

Autometa CRM is business software that our customers use to manage their own data. Two different relationships therefore exist, and your rights depend on which one applies to you.

• We are the Data Fiduciary (controller) for the data we decide to collect in order to run our business: your account and login details, billing records, sessions, IP addresses, device information, support correspondence and website usage.
• We are a Data Processor for everything a customer puts into their workspace — their contacts, leads, records, messages, emails, call recordings, transcripts, documents, attendance records and payroll figures. The customer decides what to collect and why; we process it on their instructions under our Data Processing Addendum.

If you are an employee, a lead or a customer of a business that uses Autometa CRM, that business — not Autometa — is the Data Fiduciary for your data. We cannot lawfully grant access, correction or erasure over their data without their instruction. Please contact them first; if you cannot reach them, write to us at privacy@autometa.in and we will route your request to them.

A. Data you give us directly (we are the Fiduciary)

• Account registration: full name, work email, phone number, a hashed password, company name, workspace domain, industry, team size, country, timezone and currency.
• Consent record: the fact that you accepted these policies, the version accepted, the date, and the IP address the acceptance came from.
• Billing: subscription and seat records, payment and refund history, invoices and tax identifiers. Card details are entered with our payment processor and are never received or stored by us.
• Support: the content of tickets, emails and any information you choose to include in them.
• Two-factor authentication: an encrypted TOTP secret and hashed backup codes, if you enable it.

B. Data collected automatically (we are the Fiduciary)

• Sessions and devices: for each active session we record the IP address, user agent, a derived device label (for example “Chrome on Windows”), the login method and the time last seen, so you can review and revoke your own sessions.
• Error and performance data: error reports and stack traces via our error-monitoring provider, including a proportion of session replays (see Section 8).
• Push tokens: device tokens if you enable push notifications.

C. Data in a customer’s workspace (we are the Processor)

• Records and contacts: the fields are defined by each customer, and typically include names, phone numbers, email addresses, addresses and free-text notes.
• Communications: WhatsApp, Telegram and Instagram message threads and attachments; synced mailbox content from connected Gmail or Outlook accounts; campaign recipients and email open/click tracking events.
• Telephony: call metadata, counterparty numbers, call recordings and machine-generated transcripts, and AI-derived sentiment and summaries.
• Files and signatures: uploaded documents, file versions, and e-signature audit trails.
• HR and payroll: attendance records, leave (including sick leave), shift mappings, compensation figures, salary runs and payslips.
• Employee location: latitude, longitude and IP address captured at the moment of attendance check-in, where the customer has enabled it. We do not perform continuous or background location tracking, and our Android application does not request background location permission.
• Mobile device data: where a customer deploys our Android application, it can read the device’s contact list and call log and record calls, subject to the permissions the device user grants.

Some features of Autometa CRM capture data about the people who use it. We describe them plainly here because they are the features most likely to matter to an employee or a call counterparty.

• Call recording and transcription: calls can be recorded and stored, then transcribed by a third-party AI provider. Recordings are re-hosted in our storage so playback outlives the telephony provider’s own retention window.
• Attendance geolocation: a single location point and IP address per check-in, with optional geo-fencing against an office coordinate. Off by default.
• Idle detection: the web application can start a break automatically after a configured period of browser inactivity. Off by default. We do not capture screenshots, keystrokes or screen recordings of workspace users.
• Presence: an online/offline indicator and a last-active timestamp.
• Email tracking: campaign and tracked emails can include a pixel that records opens and link clicks by the recipient.
• Administrative access: our operators can, in defined support and safety circumstances, access a workspace. Every such action is written to an audit log recording who did what and when.

Whether these features are switched on is the customer’s decision, not ours. Under our Terms, the customer is contractually responsible for giving notice to and obtaining consent from their employees and call counterparties. If you believe a business has enabled one of these features without telling you, raise it with that business, and contact us if you need help identifying them.

• To perform our contract with you: creating and authenticating accounts, providing the Services, processing payments, syncing connected accounts, running automations, and providing support.
• On the basis of consent: optional marketing emails, and non-essential cookies and session replay. You can withdraw consent at any time without affecting your use of the Services.
• For our legitimate interests (or, under the DPDP Act, for the legitimate uses it permits): securing the Services, preventing fraud and abuse, monitoring service health, diagnosing errors, enforcing our Terms and establishing or defending legal claims.
• To comply with legal obligations: retaining financial and tax records, and responding to lawful requests from a court or competent authority.

We do not sell, rent or monetise personal data, and we do not share it with data brokers or advertising networks. We do not use Customer Data to build our own products beyond anonymised, aggregated statistics that identify no one.

Several features send content to third-party AI providers to generate a result: drafting and summarisation, sentiment analysis, call transcription, knowledge-base answering, image generation and agent actions. The content sent is the content needed for that task — which, for transcription, is the call recording itself.

• We do not train models on your data. We do not use Customer Data to train, fine-tune or improve any artificial-intelligence model, our own or anyone else’s.
• Retention at the provider. We hold zero-data-retention terms with [[PROVIDERS WITH SIGNED ZDR TERMS]], under which submitted content is not retained or used for training. Other model providers we use are engaged under their standard commercial API terms, which typically permit short-term retention for abuse monitoring. The current provider list is on our Sub-processors page.
• Tracing. We operate an optional LLM tracing tool for debugging. When enabled, prompts and completions are transmitted to that provider. It is disabled by default.
• Isolation. AI requests are scoped to the requesting workspace and to the permissions of the user making them. Output is not shared across accounts.

We share personal data only with service providers who process it on our behalf under contract, and where required by law. Our current platform-level sub-processors are:

• Cloud infrastructure and storage: Amazon Web Services (S3 and CloudFront, Mumbai ap-south-1) — file storage, call recordings, exports and content delivery. Our application, database and cache run on a dedicated server we operate.
• Payments: Razorpay Software Private Limited (India) — subscription and credit payments, refunds and disputes.
• Email: Resend, and an SMTP provider for automation-sent mail — transactional and workflow email.
• AI and machine learning: OpenAI, Anthropic, Google (Gemini), OpenRouter, DeepSeek, Groq and fal.ai — generation, transcription and image features. LangSmith — optional tracing, disabled by default.
• Web research: Firecrawl — page retrieval for research features.
• Telephony: Plivo — calling, call recording and number provisioning.
• Messaging: Meta Platforms (WhatsApp Business Platform, Instagram and Facebook APIs) where a customer connects those channels.
• Push notifications: Google Firebase Cloud Messaging.
• Error monitoring: Sentry — error reports and session replay.
• Bot protection: Google reCAPTCHA (sign-up and login) and Cloudflare Turnstile (public forms).
• Secrets management: Infisical (United States) — storage of our own infrastructure credentials. It does not receive Customer Data.
• Enrichment and mapping: Brandfetch (company logos), Mapbox and LocationIQ (address and map features).

A customer may additionally connect their own third-party accounts — among them Google Workspace, Microsoft 365, Slack, Zoom, Shopify, Twilio, Stripe, Mailchimp and advertising platforms. Those are the customer’s own relationships, governed by the relevant provider’s terms, and are not our sub-processors.

We may also disclose data where required by law or a binding order, to establish or defend legal claims, to protect the rights and safety of any person, or to a successor entity in a merger or acquisition (with notice to you).

We use a small number of strictly necessary cookies to keep you signed in and to protect the application. We do not use third-party advertising or cross-site behavioural tracking cookies. The complete inventory, with names and durations, is in our Cookie Policy.

Session replay. Our error-monitoring provider records a sample of application sessions to help us reproduce faults. Text is masked and media is blocked in these recordings. Replay is treated as non-essential: if you decline non-essential cookies in the in-app banner, session replay is not started for you.

Our primary infrastructure is in India. Some of the sub-processors listed in Section 7 — particularly the AI, error-monitoring, email and secrets providers — process data in the United States or the European Union. Using the Services therefore involves transferring personal data outside India.

Transfers are made under the terms of our agreements with those providers, which impose confidentiality and security obligations. Where a provider offers Standard Contractual Clauses or an equivalent transfer mechanism for data originating in the EEA or UK, we rely on it. If you require confirmation of the mechanism applying to a specific provider, write to privacy@autometa.in.

We describe here exactly what our systems do, including where the outcome is anonymisation rather than deletion.

• Active accounts: data is retained for as long as the workspace is active, so the product works as expected. We do not currently apply automatic time-based expiry to call recordings, transcripts, messages, emails, uploaded files or audit logs. They persist until the customer deletes them or the workspace is deleted.
• Erasing an individual user: when a user erasure request is completed, we anonymise the person rather than delete every trace: the name becomes “Deleted User”, the email is replaced with a non-routable address, the phone number is scrambled, the profile picture is cleared, the account is disabled and all sessions are revoked. Associated business records — notes, activities, calls and attendance history — are retained in an anonymised state, because they belong to the customer’s business records and often must be kept for tax or employment purposes. A workspace owner cannot be erased without first transferring ownership.
• Erasing a record: the record’s field data is cleared and its comments deleted; the empty row is retained so linked history does not break.
• Deleting a workspace: this is a genuine deletion. The organisation row is removed, every dependent table cascades, and the whole storage prefix for that workspace — files, recordings, exports — is erased. This is irreversible.
• After termination: data remains available for export for 30 days, after which the workspace may be permanently deleted as above.
• Backups: operational backups may retain data for a period after deletion until they are rotated out.
• Financial records: invoices, payment records and tax documents are retained for the period Indian tax and accounting law requires, regardless of account deletion.

We apply the following controls. We describe them at the level we can evidence, rather than at the level we aspire to.

• In transit: TLS is enforced on all public endpoints and APIs. Session cookies are HTTP-only and are marked Secure in production.
• Credentials: passwords are stored as bcrypt hashes. Integration credentials, tokens and two-factor secrets are encrypted with AES-256-GCM before storage.
• Tenant isolation: every domain table is partitioned by organisation, and API access is filtered by the caller’s organisation and role permissions.
• Access control: role-based permissions, optional two-factor authentication, optional IP allow-listing, session revocation, and audit logging of administrative actions.
• Internal access: [[DESCRIBE STAFF MFA AND ACCESS CONTROLS — e.g. “multi-factor authentication is enforced on all administrative and infrastructure accounts”]].
• Backups: [[DESCRIBE BACKUP FREQUENCY AND RESTORE TESTING — state only what is actually in place]].
• Independent assessment: [[SOC 2 TYPE II: AUDITOR NAME AND AUDIT PERIOD — delete this bullet entirely if no completed report exists]].

No system is perfectly secure. If you discover a vulnerability, report it to security@autometa.in; we will not pursue action against good-faith researchers who give us reasonable time to fix an issue before disclosing it.

If a personal data breach occurs, we will notify the Data Protection Board of India and affected users as required by the DPDP Act and its rules, and will notify affected controllers without undue delay under our DPA.

Under the Digital Personal Data Protection Act, 2023, where we are the Data Fiduciary you have the right to:

• Access a summary of the personal data we process about you and the identities with whom it has been shared.
• Correction, completion and updating of inaccurate or incomplete data, and erasure where we no longer need it (subject to the limits described in Section 10).
• Withdraw consent at any time where processing rests on consent.
• Nominate another individual to exercise your rights in the event of death or incapacity.
• Grievance redressal through our Grievance Officer, and escalation to the Data Protection Board of India if you are not satisfied with our response.

If the GDPR or UK GDPR applies to you, you additionally have rights of portability, restriction and objection, and the right to lodge a complaint with your supervisory authority. If the CCPA/CPRA applies to you, you have rights of access, deletion, correction and opt-out of sale or sharing — noting that we do not sell or share personal information as those terms are defined.

Account holders can export their own data and request erasure directly from the privacy section of their profile in the application. Otherwise write to privacy@autometa.in. We respond to verified requests within 30 days. We may need to verify your identity before acting, and we will explain any part of a request we cannot fulfil and why.

Autometa CRM is business software intended for use by adults. We do not knowingly create accounts for anyone under 18, and we do not knowingly collect the personal data of children as our own Fiduciary.

Under the DPDP Act, processing the personal data of a child (under 18) requires verifiable consent from a parent or lawful guardian, and behavioural tracking or targeted advertising directed at children is prohibited. If you believe a minor has created an account, or that a customer has uploaded a child’s personal data without the required consent, write to privacy@autometa.in and we will act promptly.

We update this policy when the product, our sub-processors or the law change. The version number and effective date on this page identify the current version, and the sub-processor list in Section 7 is maintained alongside our Sub-processors page.

Where a change materially affects how we handle your personal data, we will notify you by email or in-product notice before it takes effect.

For any question, request or complaint about this policy or our handling of personal data, contact our Grievance Officer, appointed under the Digital Personal Data Protection Act, 2023 and the Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021. Complaints are acknowledged within 24 hours and resolved within 15 days of receipt.

If you are not satisfied with our response, you may complain to the Data Protection Board of India, or to your local supervisory authority if the GDPR or UK GDPR applies to you.