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Who we are
RMP AI Private Limited (CIN U72900GJ2022PTC133157; brand names: AI Extensive, AiX and EcomBi), B-1110, Ratnaakar Nine Square, Opp. ITC Narmada, Keshavbaug, Satellite, Ahmedabad 380015, Gujarat, India, provides AiX Track. For account data we are the Data Fiduciary. For participants' data in recordings, the account holder decides the purpose, and we process the data on their behalf. This policy is our notice under the Digital Personal Data Protection Act, 2023 ("DPDP Act") and the rules made under it.
What we collect and why
| Data | Examples | Purpose | Basis |
|---|---|---|---|
| Account | Email, name, Google profile picture | Sign-in, account management | Consent |
| Conversation content | Audio/video, transcript, speaker labels, minutes, action items, attendee names and emails, notes and images you add | Transcription and minutes | Consent |
| Consent records | Time, account, IP, browser, policy version | Proof of consent, disputes | Legitimate use / legal obligation |
| Payment records | Razorpay payment ID, amount, date, GST invoice | Credits, tax and accounting | Legal obligation |
| Usage | Credits bought and used, conversation length | Billing, service quality | Consent |
| Technical | IP address, browser, sign-in times, server logs | Security, fraud prevention | Legitimate use |
We do not collect card, UPI or bank details. We do not sell data or use Your Content to train AI models. Staff open conversation content only at your request for support, or to investigate a security, legal or Usage Policy issue, and each access is logged.
Who we share data with
| Provider | Purpose | Data shared | Location |
|---|---|---|---|
| Sarvam AI | Speech-to-text, speaker separation | Audio | [India — verify] |
| OpenAI | Structuring the transcript | Transcript text | Enterprise API; may be outside India |
| Anthropic | Writing minutes and action items | Transcript text | Enterprise API; may be outside India |
| Razorpay | Payments | Payment details entered with Razorpay | India |
| Sign-in with Google | Email, name, profile picture | Global | |
| [Email provider] | Sign-in codes, minutes, reminders | Email address, minutes | [Location] |
| [Hosting provider] | Storage of app data and files | All stored data | India region |
Providers process data only to provide their service to us, under contracts or terms that restrict other uses. We access all AI providers only through enterprise-level API accounts, under which they do not use this data to train their models. We may disclose data where required by law, or to protect the rights and safety of users or the Service.
Transfers outside India
The Service is hosted in an India region, and recordings, transcripts and minutes are stored there. To produce your minutes, transcript text is processed by OpenAI and Anthropic, which may process it outside India. We do not transfer data to any country restricted by the Government of India under the DPDP Act.
If you were recorded (participants)
If you took part in a recorded meeting, the host is responsible for telling you and for getting your agreement. You can ask us to delete your voice, name or email from a conversation, or tell us you were recorded without notice, by writing to notification.aix@gmail.com. We will contact the host and act within 30 days.
How long we keep data
| Data | Retention |
|---|---|
| Recordings, transcripts, minutes | Until you delete the conversation or close your account |
| Backups | Up to 14 days, then overwritten |
| AI provider copies | As per our enterprise API agreements with each provider; not used for training [confirm retention period from the agreements] |
| Consent records, security logs | [12 months] or longer if required by law or a dispute |
| Payment records, invoices | As required by tax and company law (generally 8 years) [verify] |
| Inactive accounts | Notice after [24] months of inactivity, deleted 30 days later unless you sign in |
Security
We use HTTPS encryption in transit, encryption at rest [confirm], passwordless sign-in with hashed one-time codes valid for 10 minutes, per-account access isolation, server-side admin checks, rate limits, and server-held service keys. If a personal data breach occurs, we will inform affected users and the Data Protection Board of India as required by law, explaining what happened, the likely impact and the steps taken.
Your rights
Under the DPDP Act you have the right to:
- Access: a summary of your data and of who it is shared with. Most of it is visible in the app, and you can download it from Profile → Privacy.
- Correction and update: edit minutes and your name in the app, or ask us.
- Erasure: delete a conversation from Records or your account from Profile. Data we must keep by law, such as invoices, is retained.
- Withdraw consent: from Profile → Privacy, or by email. This stops further processing but does not affect processing already done.
- Nominate: name a person to exercise these rights if you die or become incapacitated.
- Grievance redressal: complain to our Grievance Officer. If you are not satisfied, you may complain to the Data Protection Board of India.
We acknowledge requests within 48 hours and resolve them within 30 days.
Cookies
We use one essential sign-in cookie and a short-lived referral cookie. Your theme choice is stored in your browser. We use no advertising or tracking cookies.
Children
The Service is for adults. We do not knowingly create accounts for anyone under 18. Hosts must have a guardian's consent before recording a minor.
Changes
We will notify material changes by email and in the app at least 15 days in advance and ask for fresh consent where required.
Grievance Officer and contact
- Grievance Officer: [Name], [Designation]
- Email: notification.aix@gmail.com
- Address: RMP AI Private Limited, B-1110, Ratnaakar Nine Square, Opp. ITC Narmada, Keshavbaug, Satellite, Ahmedabad 380015, Gujarat, India
Questions about this policy?
Write to us — we acknowledge within 48 hours and resolve requests within 30 days.