Privacy Policy

1. Who we are

This Privacy Policy applies to Pratap AI Innovations (“Pratap AI,” “we,” “us,” or “our”), including this website, our contact forms, AI advisor chat, consulting services, and client automation systems.

2. Information we collect

Depending on how you interact with us, we may collect:

• Contact and business information: name, email, phone number, company name, role, website, business requirements, and project context.
• Website and analytics information: IP address, device/browser data, referring page, page activity, and cookie or similar tracking data.
• AI advisor and form inputs: messages you type into our website AI advisor, contact forms, or discovery forms.
• Client system data: data supplied by clients so we can design, deploy, monitor, or support AI automations, including CRM fields, knowledge-base content, workflow rules, and support records.
• WhatsApp, voice, and chat data: phone numbers, display names, message content, call or chat transcripts, timestamps, delivery/status metadata, opt-in/opt-out status, and routing/escalation notes when a client uses our customer-communication systems.
• Billing and operations data: invoices, payment status, project approvals, support requests, and service records.

3. How we use information

• To respond to enquiries and provide AI consulting, automation, development, and support services.
• To build, test, deploy, secure, monitor, and improve client automation systems.
• To process customer WhatsApp, voice, chat, and CRM interactions on behalf of our clients.
• To route conversations, generate draft responses, summarize interactions, qualify leads, book appointments, create tasks, and escalate to humans where required.
• To maintain security, prevent abuse, troubleshoot issues, and comply with law.
• To send service updates and, where permitted, marketing communications. You may opt out of marketing at any time.

4. WhatsApp and Meta data

When we help a client use WhatsApp Business Platform, Meta Cloud API, or related Meta tools, we process WhatsApp data only to provide the requested business communication service for that client.

• Data processed: phone number, profile/display name, message content, media or attachments if sent, message IDs, timestamps, delivery/read status, opt-in and opt-out records, and conversation routing notes.
• Purpose: customer support, lead qualification, appointment booking, order updates, reminders, human handoff, and other approved business communications.
• Opt-in: clients must obtain and maintain valid user opt-in before sending WhatsApp template messages or marketing messages.
• Opt-out: end users may opt out by replying STOP or using the opt-out route provided by the client. We support clients in honoring opt-outs and suppression lists.
• 24-hour window and templates: clients are responsible for using WhatsApp conversations and template categories in line with Meta rules.
• No model training: WhatsApp conversations processed through our systems are not used to train Pratap AI public models.

5. AI processing and sub-processors

We may use third-party AI, communications, hosting, database, analytics, and automation providers to deliver services. Depending on the specific client architecture, these may include:

• AI model providers: OpenAI, Anthropic, Google Gemini, Meta/Llama, xAI, Mistral, or other model providers selected for a project.
• Voice and telephony providers: Vapi, Retell AI, Twilio, or similar voice/call infrastructure providers.
• Messaging and social platforms: Meta / WhatsApp Business Platform and other channels approved by the client.
• Hosting, database, and storage: Vercel, Supabase, cloud database/storage providers, and backup or logging services.
• Workflow and CRM tools: n8n, Make, HubSpot, Odoo, Airtable, Notion, Google Workspace, or client-selected systems.
• Analytics and website tools: Google Tag Manager, Google Analytics, Vercel Analytics, and similar performance tools where enabled.

We aim to minimize the data sent to each provider and use project-specific security settings, retention settings, and client-approved integrations where available.

6. How we share information

We do not sell personal information. We may share information:

• With service providers and sub-processors needed to deliver, host, secure, or monitor our services.
• With the client on whose behalf we operate a customer-communication or automation system.
• With legal, tax, accounting, or compliance advisors where necessary.
• When required by law, regulation, court order, or government request.
• With your consent or at your direction.

7. Retention

We retain personal information only as long as needed for the purposes described in this policy, client contracts, legal obligations, security, dispute resolution, and service operations. WhatsApp, voice, chat, and CRM records are retained according to the client configuration, applicable law, and the relevant platform/provider retention rules. We delete or anonymize data when it is no longer required.

8. Your rights and deletion requests

Depending on your location, you may have rights to access, correct, delete, restrict, object to, or export your personal information. To request access or deletion, email contact@pratap.ai with the subject line “Data deletion request.” Include your name, contact details, the relevant channel or client system, and enough information for us to locate the record. Step-by-step instructions are available on our Data Deletion Instructions page.

For data processed on behalf of a client, we may need to route the request to that client because they are the controller of the end-customer relationship. We will respond or acknowledge routing as required by applicable law.

9. Cookies and tracking technologies

We may use cookies, Google Tag Manager, Google Analytics, Vercel Analytics, advertising pixels, and similar tools to understand website performance and improve our services. Where required, analytics and marketing cookies should be used only after consent. You can also control cookies through your browser settings.

• Essential cookies: required for website functionality and security.
• Analytics cookies: help us understand site usage and performance.
• Marketing cookies: help measure campaigns and may be subject to consent requirements.

10. Sensitive and regulated data

Clients should not send sensitive health, financial, biometric, government ID, children’s, or other regulated data through our systems unless the written service agreement, platform rules, security controls, and required consents are in place. Healthcare or healthcare-adjacent automations require additional safeguards and, where applicable, appropriate business associate or data processing terms before protected health information is processed.

11. International transfers

Your information may be processed in countries other than your country of residence. Where required, we use appropriate safeguards such as contractual protections, access controls, and provider security commitments.

12. Children’s privacy

Our website and services are not directed to children under 18. We do not knowingly collect personal information from children. If you believe a child provided personal information, contact us so we can review and delete it where appropriate.

13. Updates

We may update this policy to reflect changes in our services, providers, or legal requirements. The updated policy will be posted on this page with a revised “Last updated” date.

14. Contact