Privacy Policy

1. Who we are

Vharta.ai Private Limited is the data controller for personal information collected through our website and marketing activities. For privacy questions, contact admin@vharta.ai.

When we host and run workflows on behalf of a customer, we act as a data processor for the content that customer submits to the platform. That processing is governed by the agreement and Data Processing Addendum (DPA) between us and the customer, not by this policy.

2. Scope

This policy covers website visitors, prospective customers, people who contact us or request a demo, business contacts whose details we obtain from other sources (see section 3), and authorised users of our platform. It does not cover third-party websites we link to, which have their own policies.

3. Information we collect

Information you provide

• Contact form: your name, email address, company, and the contents of your message.
• Demo requests: your name, email address, phone number, company, role, country, industry, team size, primary use case, and any details you share.
• Correspondence: information contained in emails or other communications you send us.

Information we obtain from other sources

We sometimes add business contact details to our records from sources other than you — for example a list of attendees from an event we took part in, or a business contact directory. Where we do, we record which source each contact came from.

• Typically: name, business email address, business phone number, employer, job title, industry and country.
• We hold these details to consider whether our product is relevant to your work and, if so, to contact you about it once.
• We do not enable click tracking for these contacts. Tracking is switched off for anyone added this way unless there is a specific reason to turn it on, which a person must do deliberately.
• If we contact you this way, that first message will tell you where we got your details and how to ask us to delete them. You can also write to admin@vharta.ai at any time and we will erase your record.
• Where India's DPDP Act applies, we rely on your consent, and we will not contact you on this basis without it.

Information collected automatically

• Device and usage data such as IP address, browser type, operating system, pages visited, time on page, and referring URL.
• First-party analytics events used to understand how the website is used and to improve it. These are collected only where you have consented through our cookie banner. Where you have given that consent, information you submit through our forms (such as your name and email) may be associated with your analytics activity so we can understand and follow up on your interest.

4. How we use information and our legal bases

Where the GDPR applies, we rely on the following legal bases:

• Respond to inquiries, demo requests, and support (performance of, or steps prior to, a contract; and our legitimate interests).
• Operate, maintain, secure, and improve our website and platform (legitimate interests).
• Send product updates and marketing communications you opt into (consent, which you may withdraw at any time).
• Comply with legal obligations and enforce our terms (legal obligation and legitimate interests).

5. Cookies and analytics

We use a small number of cookies and similar technologies. Strictly necessary cookies are required for the site to function. Analytics cookies are set only after you consent through our cookie banner, and you can change or withdraw your choice at any time. We do not use third-party advertising cookies.

6. Emails from our team, and tracked links

If you request a demo or contact us, a member of our team may reply by email from their own Vharta.ai mailbox, using their ordinary mail software. These are one-to-one business replies written by a person, not marketing campaigns, and we do not operate a bulk mailing system.

To understand which of our materials are useful to you, a link to vharta.ai that we include in such an email may be routed through a redirect on our own domain, so we can record that the link was clicked and which pages you then viewed on our website. We create these links; the email itself is written by a colleague in their own mail software, so we ask them to say when a link is tracked. Specifically:

• We record which link was clicked and when, and the pages you subsequently visit on vharta.ai during that visit.
• We do not use tracking pixels to detect whether an email was opened, and we do not track links to third-party websites.
• We do not store your IP address when you follow one of these links. It is used only transiently, in memory, to limit automated abuse, and is never written down.
• We try to identify clicks made by automated security and spam-filtering systems rather than by you, and the ones we identify are marked as uncertain and excluded from our engagement counts. We cannot detect all of them, so a recorded click does not by itself mean you clicked anything.
• We keep a record that a tracked link was created for your enquiry, and what happened to it. The email itself is written and stored in our colleague's own mailbox, not in this system.
• From this activity we derive a simple engagement score for your enquiry, which helps our team decide who to follow up with. No decision affecting you is made automatically; a person always decides.

Legal bases. The click redirect itself is server-side and does not read or write anything on your device; where the UK/EU GDPR applies we rely on our legitimate interest in responding to your enquiry effectively and understanding which information helps. The page views you make on our website afterwards are recorded by our analytics, which runs only if you have accepted analytics cookies— see section 5. Where India's Digital Personal Data Protection Act, 2023 applies, we rely on your consent, since that Act does not provide a legitimate-interest basis for this processing. In that case the notice in the email itself is what asks for it, and choosing to follow the link is the consent — which is why we require that notice to be included whenever a tracked link is created.

We ask our team to say so in any email carrying such a link. You can ask us to stop at any time — simply reply to the email or write to admin@vharta.ai. We will record that objection against your enquiry so it applies to everyone on our team and to any future email, and if you ask, delete the click history we hold about you. Copies of emails already sent also exist in our team's mailboxes; tell us if you want those removed too and we will do so.

7. How we share information

We do not sell personal information. We share it only with:

• Service providers (subprocessors) who process data on our behalf, including our website hosting and content-delivery provider and our transactional email provider. Each is bound by contractual confidentiality and data-protection obligations.
• Professional advisors and authorities where required to comply with law, legal process, or to protect our rights.
• Successors in connection with a merger, acquisition, or sale of assets, subject to this policy.

A current list of subprocessors is available to customers on request at admin@vharta.ai.

8. International transfers

We are based in India and may process personal information in India and in other countries where we or our service providers operate. Where we transfer personal data internationally, we put appropriate safeguards in place, such as standard contractual clauses, as required by applicable law.

9. Data retention

We retain personal information only as long as necessary for the purposes described here, to comply with our legal obligations, resolve disputes, and enforce our agreements, after which we delete or anonymise it. In particular:

• Email click history (section 6) is deleted automatically after 180 days. It stops contributing to our engagement scoring long before that.
• Business contacts obtained from other sources whom we have not contacted are deleted within 90 days.
• Deleted enquiries are held in a recoverable state for 30 days and then permanently erased, along with the emails we sent, the click history, and any identity recorded against the related analytics records.

10. Security

We apply technical and organisational measures appropriate to the risk, including encryption in transit, access controls, and audit logging. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11. Your rights

Subject to applicable law, including the EU/UK GDPR and India’s Digital Personal Data Protection Act, 2023 (DPDP Act), you may have the right to access, correct, update, or delete your personal data; to restrict or object to processing; to data portability; to withdraw consent; and to lodge a complaint with a supervisory authority or the Data Protection Board of India. To exercise these rights, contact admin@vharta.ai. We will respond within the timeframes required by applicable law.

12. Children

Our website and platform are intended for businesses and are not directed to children. We do not knowingly collect personal information from individuals under the age of 18.

13. Changes to this policy

We may update this policy from time to time. We will revise the “Last updated” date above and, where appropriate, provide additional notice.

14. Contact and grievance redressal

Vharta.ai Private LimitedPrivacy and grievance contact: admin@vharta.ai