Effective Date: 5 June 2025

This Privacy Policy governs the manner in which SUITES360 SOLUTIONS PRIVATE LIMITED, a private limited company incorporated under the Companies Act, 2013, having its registered office at Plot F5-F6, First Floor, Phase-8, Industrial Area, Sector 72, Sahibzada Ajit Singh Nagar, Punjab 160055, operating the platform ItsBot (hereinafter referred to as "ItsBot", "Company", "we", "our" or "us") collects, uses, maintains, discloses, and protects information from users ("User", "you", "your") of the website [https://itsbot.ai] ("Website") and its associated applications, software agents, and digital services (collectively, the "Services").

This Privacy Policy is a legally binding document and forms an integral part of the Terms and Conditions of Use. By accessing or using any of the Services, you signify that you have read, understood, and agreed to the practices described in this Privacy Policy.

1. PURPOSE AND SCOPE

This Privacy Policy is intended to:

• Define the categories of personal and non-personal data collected from users;
• Describe how we collect, store, use, share, and retain such information;
• Explain the lawful basis and user rights under applicable Indian law, including but not limited to the Information Technology Act, 2000 (as amended), the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011;
• Outline the rights and responsibilities of users regarding their data and privacy;
• Reassure users of our commitment to transparency, accountability, and data minimization.

This Policy applies to all users of ItsBot, including but not limited to:

• Website visitors
• Customers using our AI agents or platform
• Business partners and affiliates
• Any individual providing data through integration with ItsBot services

2. TYPES OF INFORMATION COLLECTED

We collect the following categories of information:

(A) Personal Information:

"Personal Information" includes any data that can be used to identify you, such as:

• Full name, designation, business name
• Email address, phone number, postal address
• Payment and billing details (processed through third-party payment gateways)
• Login credentials (encrypted)
• Business documents uploaded during training/setup
• Communications sent to us via email, chat, or support

(B) Sensitive Personal Data or Information (SPDI):

As defined under Indian law, this may include:

• Financial information (bank account, credit card)
• Passwords
• Any biometric data (if collected in future AI agents)

Note: We currently do not collect biometric or health-related SPDI.

(C) Non-Personal/Technical Information:

• Browser type, operating system, IP address
• Device identifiers, app usage logs
• Referring/exit pages, time on site
• Cookies and similar tracking technologies

3. METHODS OF DATA COLLECTION

We collect information:

• When you create an account or register on our platform
• When you upload documents or input prompts for AI training
• Through cookies and web beacons during site usage
• Via communications with customer support or sales teams
• When you voluntarily participate in feedback, demo, beta testing, or surveys

We do not collect data from third-party brokers or sell user information to data resellers.

4. LEGAL BASIS FOR PROCESSING

We process your data on the following legal bases:

• Contractual Necessity – to provide the service you subscribe to.
• Legitimate Interest – to enhance user experience, troubleshoot, prevent fraud.
• Legal Obligation – to comply with applicable Indian laws and government directives.
• Consent – for marketing communications or optional integrations.

5. USE OF INFORMATION

Your information is used to:

• Operate, maintain, and deliver the Services
• Train AI agents on your business-specific data
• Send relevant service updates or announcements
• Respond to support queries and feedback
• Comply with legal obligations
• Improve the quality, relevance, and personalization of ItsBot responses

We do not use your data for profiling, resale, or non-consensual analytics.

6. DATA SHARING AND DISCLOSURE

We do not sell, rent, lease, or trade your personal information to third parties. However, we may share your data with the following categories of entities, strictly on a need-to-know basis and in compliance with confidentiality and data protection obligations:

(A) Service Providers and Subprocessors

Trusted third-party vendors who assist us in:

• Hosting and cloud infrastructure (e.g., AWS, Google Cloud)
• Payment processing
• Customer support platforms
• Security auditing and vulnerability scanning
• Email communication tools

All subprocessors are contractually bound to safeguard your data with industry-standard practices and are prohibited from using it for any purpose other than service delivery.

(B) Legal and Regulatory Disclosures

We may disclose your data when:

• Required by Indian law or a valid court order
• Necessary to respond to lawful requests from government authorities
• To enforce our Terms of Use or defend our legal rights

(C) Business Transfers

In the event of a merger, acquisition, financing, reorganization, insolvency, or sale of assets, your data may be transferred as part of the business assets, subject to confidentiality.

7. DATA RETENTION AND DELETION

We retain your information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. Specifically:

• User-provided data is retained for the duration of your active subscription or usage.
• AI training data is retained only for the purpose of improving your personalized bot and is deleted upon account termination or specific request.
• Financial records and logs are retained in accordance with the Companies Act and Income Tax Act.

You may request deletion of your data by writing to our support or grievance officer. Once deleted, recovery is not possible.

8. COOKIES AND TRACKING TECHNOLOGIES

ItsBot uses cookies, pixel tags, and similar technologies to:

• Enhance user experience
• Analyze website traffic and usage patterns
• Store session information
• Remember user preferences

You can manage your cookie preferences through your browser settings. Disabling cookies may limit certain functionalities.

We do not use third-party advertising trackers or behavioral profiling cookies.

9. USER RIGHTS

Under Indian data protection laws (including the forthcoming Digital Personal Data Protection Act, 2023), you have the following rights:

• Right to Access : Know what personal data we hold about you
• Right to Correction: Request rectification of inaccurate or incomplete data
• Right to Erasure: Request deletion of data no longer necessary
• Right to Data Portability(where feasible): Request a copy in machine-readable format
• Right to Withdraw Consent: Withdraw previously granted permissions
• Right to Grievance Redressal: Lodge a complaint if you believe your data is misused

To exercise these rights, please contact our Grievance Officer.

10. SECURITY MEASURES

We follow internationally accepted security practices and use encryption, access control, and monitoring mechanisms to protect your data, including:

• SSL/TLS encryption
• Role-based access control
• Secure API endpoints
• Regular security audits and penetration tests
• Limited access to training data by authorized personnel only

Despite our efforts, no system can be guaranteed to be 100% secure. Users are advised to keep their credentials safe and notify us immediately of any suspected breach.

11. INTERNATIONAL DATA TRANSFERS

ItsBot may process data on cloud servers located outside India, including in countries such as the United States, Singapore, or Ireland. By using our Services, you consent to such transfers.

We ensure that all third-country data processors adhere to standard contractual clauses and implement adequate safeguards aligned with global privacy norms.

12. GRIEVANCE OFFICER

In compliance with Rule 5(9) of the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011:

Grievance Officer

Name: Shelly Parmar

Email: shellyparmar.eminence@gmail.com

Contact: +91-9915507624

Address: Suites 360 Solutions, Plot F5-F6, First Floor, Phase-8, Industrial Area, Sector 72, Sahibzada Ajit Singh Nagar, Punjab 160055

We will acknowledge and respond to complaints within 36 hours and resolve them within 15 days, as per law.

13. POLICY UPDATES

This Privacy Policy may be updated from time to time to reflect legal, technical, or business changes. Any modifications will be posted on this page with the updated effective date.

Material changes will be notified via email or in-app notification, wherever feasible.

Your continued use of the Services after the update will be deemed as acceptance of the revised Policy.

14. GOVERNING LAW AND JURISDICTION

This Privacy Policy and any dispute arising from the use of ItsBot shall be governed by the laws of India.

Any legal proceedings shall be subject to the exclusive jurisdiction of the competent courts in Mohali, Punjab, India.

15. CONTACT US

For any questions, clarifications, or complaints regarding this Privacy Policy, please contact:

SUITES360 SOLUTIONS PRIVATE LIMITED

Plot F5-F6, First Floor, Phase-8, Industrial Area, Sector 72, Sahibzada Ajit Singh Nagar, Punjab 160055

Email: business@itsbot.ai

Website: https://itsbot.ai