Privacy Policy

Last Updated: February 2025

At Sapphire Minds Private Limited ("we," "us," or "our"), we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website sapphireminds.ai and use our services.

1. Information We Collect

1.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Fill out contact forms on our website
• Request quotes or consultations
• Subscribe to our newsletter
• Interact with our AI chatbot
• Schedule meetings or calls
• Apply for job positions

This information may include:

• Name and contact details (email, phone number)
• Company name and job title
• Project requirements and business needs
• Communication preferences

1.2 Automatically Collected Information

When you visit our website, we automatically collect certain information:

• IP address and device information
• Browser type and version
• Pages visited and time spent
• Referring website
• Operating system
• Cookies and similar tracking technologies

1.3 AI Chatbot Conversations

When you interact with our AI assistant:

• We store conversation logs to improve service quality
• No conversations are shared with third parties without consent
• You can request deletion of your chat history at any time

2. How We Use Your Information

We use the collected information for the following purposes:

2.1 Service Delivery

• Respond to inquiries and provide customer support
• Process project requests and deliver services
• Schedule consultations and meetings
• Send project updates and communications

2.2 Business Operations

• Improve our website and services
• Analyze usage patterns and trends
• Develop new features and offerings
• Train and improve our AI chatbot

2.3 Marketing (with consent)

• Send newsletters and promotional materials
• Share case studies and success stories
• Inform about new services and offerings
• Invite to webinars and events

2.4 Legal Compliance

• Comply with legal obligations
• Protect our rights and property
• Prevent fraud and security threats

3. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

3.1 Service Providers

We may share information with trusted third-party service providers who assist us in:

• Website hosting and maintenance
• Email delivery services
• Analytics and monitoring
• Payment processing (if applicable)
• Cloud storage services

These providers are contractually obligated to protect your information and use it only for specified purposes.

3.2 AI and Technology Partners

• VAPI - For voice call functionality (when used)
• Calendly/Cal.com - For meeting scheduling (when used)
• Zoom - For video conferencing (when scheduled)

3.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities.

3.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

4. Data Security

We implement appropriate technical and organizational security measures to protect your personal information:

• Encryption: SSL/TLS encryption for data transmission
• Access Controls: Restricted access to personal data
• Regular Audits: Security assessments and updates
• Secure Storage: Data stored on secure cloud servers
• Employee Training: Staff trained on data protection

5. Your Rights and Choices

You have the following rights regarding your personal information:

5.1 Access and Correction

• Request access to your personal data
• Update or correct inaccurate information
• Request a copy of your data in portable format

5.2 Deletion and Restriction

• Request deletion of your personal data ("Right to be Forgotten")
• Restrict processing of your information
• Object to certain types of processing

5.3 Marketing Communications

• Opt-out of marketing emails at any time
• Unsubscribe links in all promotional emails
• Update communication preferences

5.4 Cookies

• Manage cookie preferences in your browser
• Block or delete cookies at any time
• Note: Some website features may not function without cookies

6. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

Types of Cookies We Use:

• Essential Cookies: Required for website functionality
• Analytics Cookies: Help us understand usage patterns
• Functional Cookies: Remember your preferences
• Marketing Cookies: Track effectiveness of campaigns (with consent)

You can control cookies through your browser settings. Visit allaboutcookies.org for instructions.

7. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. Please review their privacy policies before providing any personal information.

8. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us immediately.

9. International Data Transfers

Your information may be transferred to and processed in countries other than India. We ensure appropriate safeguards are in place for such transfers, including:

• Standard contractual clauses
• Data protection agreements
• Compliance with international data protection laws

10. Data Retention

We retain your personal information only for as long as necessary to:

• Fulfill the purposes outlined in this policy
• Comply with legal obligations
• Resolve disputes and enforce agreements

Typical retention periods:

• Contact form submissions: 2 years
• Project-related data: Duration of project + 3 years
• Marketing communications: Until opt-out
• Website analytics: 12 months

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will:

• Post the updated policy on this page
• Update the "Last Updated" date
• Notify you of significant changes via email (if applicable)

We encourage you to review this policy periodically.

12. Compliance

We comply with:

• Information Technology Act, 2000 (India)
• Personal Data Protection Bill (when enacted)
• GDPR (for European users)
• Other applicable data protection laws

13. Contact Us

14. Your Consent

By using our website and services, you consent to the collection, use, and processing of your information as described in this Privacy Policy.