1. Who we are

AIFlowBiz is operated by Satyam Rai, an individual proprietor based in India ("AIFlowBiz", "we", "us", "our"). We act as the data controller for the personal data you provide when you use our website, dashboard, AI assistant, automations, and related services (the "Service"). Payment details you enter at checkout are processed directly by our payment processor, Razorpay — see "Payments" below.

2. Personal data we collect

Account data — name, email address, phone number, password (hashed), and the authentication provider you use (email or Google).
Business profile — business name, business type, GSTIN, logo, and contact details that you choose to add.
Operational data — customer records, invoices, products, inventory items, expenses, appointments, staff data, ecommerce orders, and similar content you upload or generate through the Service.
Support messages — the content of messages you send through the in-app assistant, contact form, or email.
Usage and telemetry — pages visited, features used, device and browser type, approximate location derived from IP address, and timestamps.
Abuse-protection data — a salted hash of your IP address and a normalized email used to detect and prevent account or plan abuse. We do not store your raw IP for this purpose.

3. How we use your data and our legal bases

To provide the Service — create your account, run your dashboard, host your business data, deliver AI features. Legal basis: performance of our contract with you.
Billing and account administration — manage plans, trials, and access. Legal basis: performance of contract and legitimate interests.
Security, fraud and abuse prevention — including trial-abuse protection. Legal basis: legitimate interests and legal obligation.
Customer support — respond to your messages and improve our support. Legal basis: performance of contract and legitimate interests.
Product improvement — analyse aggregated, de-identified usage to improve the Service. Legal basis: legitimate interests.
Marketing — occasional product updates by email. You can opt out at any time. Legal basis: consent (where required) or legitimate interests.
Legal compliance — comply with applicable laws, tax obligations, and lawful requests. Legal basis: legal obligation.

4. Payments (Razorpay)

Card, netbanking, wallet, and supported checkout payments are processed by Razorpay Software Private Limited as our payment processor. When you check out, your payment instrument details are submitted directly to Razorpay under Razorpay's Privacy Policy and are not stored on our servers. We receive only a payment reference, status, and the amount.

5. Who we share data with

Service providers / subprocessors — cloud hosting and managed database infrastructure, AI model providers used by the AI Assistant, email delivery, analytics, and customer support tooling. They process your data only on our instructions.
Payment processor — Razorpay Software Private Limited, for processing checkout payments.
Professional advisers — legal, accounting, and similar advisers where needed.
Authorities — where required by law, regulation, court order, or to protect our rights, the rights of our users, or the public.

We do not sell your personal data.

6. International data transfers

Some of our service providers (including AI model providers) may process personal data outside India, including in the EEA, UK, or US. Where required, we rely on appropriate safeguards such as adequacy decisions or Standard Contractual Clauses to protect your data during transfer.

7. Data retention

We keep your personal data for as long as your account is active and as long as needed to provide the Service. When you delete your account, we delete or anonymise your business data within a reasonable period (typically 30 days), except where we are required to retain certain records (for example, tax, accounting, or fraud-prevention obligations), in which case we retain only what is necessary for as long as required by law.

8. Your rights

Subject to applicable law (including India's Digital Personal Data Protection Act and, where relevant, the GDPR), you have the right to:

access the personal data we hold about you;
request correction of inaccurate or incomplete data;
request deletion of your data ("right to be forgotten");
restrict or object to certain processing;
port your data to another service in a structured, commonly used format;
withdraw consent where processing is based on consent; and
lodge a complaint with the data protection authority in your jurisdiction.

To exercise any of these rights, email support@aiflowbiz.in. We will respond within one month, or sooner where required by law.

9. Security

We use appropriate technical and organisational measures to protect your personal data, including encryption in transit (HTTPS/TLS), encryption of data at rest by our hosting provider, role-based access controls, row-level security in our database, hashed passwords, and audit logging. No system is perfectly secure — please use a strong password and notify us immediately at support@aiflowbiz.in if you suspect unauthorised access.

10. Cookies and similar technologies

We use a small number of cookies and similar technologies:

Essential — required to sign you in, keep your session, and remember basic preferences. These cannot be turned off.
Analytics — to understand which features are used so we can improve them. Aggregated, no profiling.
Marketing — only used where explicitly enabled; off by default.

You can manage cookies through your browser settings. Blocking essential cookies will prevent the Service from working.

11. Children

The Service is intended for businesses and adults. We do not knowingly collect personal data from children under 18. If you believe a child has provided us with personal data, contact us and we will delete it.

12. Changes to this notice

We may update this Privacy Notice from time to time. Material changes will be notified through the Service or by email. The "Last updated" date at the top tells you when the notice was last revised.

13. Contact

Privacy questions or requests: support@aiflowbiz.in.
Controller: Satyam Rai (AIFlowBiz), India.