Privacy Policy

1. Introduction

Invaya Systems (OPC) Pvt Ltd ("we", "our", or "us") is an AI and robotics solutions company registered in India. We operate the website www.invayasystems.com (the "Website"). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our Website, communicate with us, or use our services.

By accessing our Website or using our services, you consent to the data practices described in this Privacy Policy. If you do not agree, please discontinue use of our Website and services.

2. Company Information

Invaya Systems (OPC) Pvt Ltd
Baladia, Bhuj,
Kachchh - 370427, Gujarat, India
Email: info@invayasystems.com
Phone: +91 70168 42506

3. Information We Collect

We may collect the following types of personal data:

a) Information You Provide Directly

• Name, email address, and phone number when you contact us via email, phone, or messaging platforms
• Business or organisation details when you enquire about our services
• Any other information you voluntarily provide in communications with us

b) Information Collected Automatically

• IP address and approximate geographic location
• Browser type and version, operating system, and device information
• Pages visited, time and date of visits, time spent on pages, and other browsing behaviour
• Referring website or source that led you to our Website

c) Information Collected Through AI Chatbot Interactions

• Message content and conversation history from interactions with our AI-powered chatbots on WhatsApp and other messaging platforms
• Phone number and profile information associated with your messaging account
• Date, time, and frequency of interactions
• Preferences, feedback, and any information you share during chatbot conversations

d) Information from Third-Party Platforms

• If you interact with us through Meta platforms (Facebook, Instagram, WhatsApp), we may receive your name, profile information, and message content as provided by those platforms
• Analytics and advertising data from Meta (Facebook) Pixel, Conversions API, or similar technologies used on our Website

4. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to your enquiries and provide customer support, including through AI-powered chatbots
• To deliver, maintain, and improve our services
• To provide automated responses and assistance via our AI chatbots on WhatsApp and other messaging platforms
• To improve our AI chatbot systems, including using anonymised conversation data to enhance response quality and accuracy
• To send you service-related communications and updates
• To send promotional messages and marketing communications (only with your explicit consent)
• To analyse website usage and improve our Website's functionality and user experience
• To run and optimise advertising campaigns on Meta platforms and other channels
• To detect, prevent, and address fraud, security issues, or technical problems
• To comply with legal obligations and enforce our terms

5. Legal Basis for Processing

We process your personal data on the following legal grounds:

• Consent: When you provide your information through enquiries, opt in to receive messages via WhatsApp or other channels, or accept cookies on our Website
• Contractual necessity: To fulfil our obligations when you engage our services or request a proposal
• Legitimate interest: For website analytics, security monitoring, and improving our services, where such interests are not overridden by your rights
• Legal obligation: To comply with applicable laws, regulations, and government requests

6. Cookies and Tracking Technologies

Our Website may use cookies and similar tracking technologies, including:

• Essential cookies: Required for the Website to function properly (e.g., security, accessibility)
• Analytics cookies: To understand how visitors interact with our Website (e.g., pages visited, session duration)
• Advertising cookies: To deliver relevant advertisements and measure the effectiveness of our advertising campaigns. This includes the Meta (Facebook) Pixel and similar technologies that may collect data about your browsing behaviour

You can manage your cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of our Website. For users in the European Union, we will obtain your consent before placing non-essential cookies.

7. Third-Party Data Sharing

We may share your personal data with the following categories of third parties, solely for the purposes described in this Privacy Policy:

• Meta Platforms, Inc.: We use Meta's advertising and analytics tools (Facebook Pixel, Conversions API) and may use WhatsApp Business API. Data shared with Meta is governed by Meta's Privacy Policy
• Hosting and infrastructure providers: To host and deliver our Website securely
• Analytics providers: Including Vercel Analytics, to help us understand Website traffic and user behaviour
• AI and cloud service providers: To power our AI chatbot systems and process conversations securely
• Professional advisors: Legal, accounting, or other professional service providers as necessary
• Law enforcement or regulatory authorities: When required by law or to protect our rights

We do not sell your personal data to any third party. All third-party service providers are contractually required to protect your data and use it only for the purposes we specify.

8. Meta Platform Data Usage

When we obtain data through Meta platforms (including Facebook, Instagram, and WhatsApp), we comply with Meta's Platform Terms and Developer Data Use Policy. Specifically:

• We will not sell data obtained from Meta platforms
• We will not use Meta platform data for purposes other than those described in this Privacy Policy and in accordance with Meta's policies
• We will not transfer Meta platform data to any third party without proper written agreements that ensure equivalent protections
• Data from WhatsApp Business conversations will only be used to support messaging and provide the services requested by the user
• We will delete Meta platform data promptly upon request by Meta or the user

9. WhatsApp Business Communications

If you choose to communicate with us via WhatsApp, we will only send you messages after you have provided your phone number and given explicit opt-in consent. You may receive:

• Responses to your enquiries
• Service updates and notifications
• Promotional messages (only if you have separately opted in to marketing communications)

You can opt out of WhatsApp communications at any time by sending an email to info@invayasystems.com requesting to stop receiving messages.

10. AI-Powered Chatbots and Automated Processing

We operate AI-powered chatbots on WhatsApp and other messaging platforms to provide automated assistance, answer enquiries, and deliver services. Please be aware of the following:

• Automated interactions: When you communicate with our chatbots, your messages are processed by artificial intelligence systems. Responses are generated automatically and may not always involve human review
• AI disclosure: Our chatbots will identify themselves as automated AI assistants. You are interacting with an AI system, not a human agent, unless explicitly stated otherwise
• Conversation data: Messages you send to our chatbots are processed to generate responses and may be stored to maintain conversation context, improve service quality, and fulfil the purposes described in this Privacy Policy
• AI improvement: We may use anonymised and aggregated conversation data to improve our AI systems. Personal identifiers are removed before data is used for this purpose
• Human escalation: You may request to speak with a human representative at any time during a chatbot interaction
• Accuracy: AI-generated responses are provided for informational purposes and may not always be accurate or complete. They do not constitute professional advice

We may operate chatbots across multiple phone numbers, each dedicated to specific services or business functions. Regardless of which number you interact with, this Privacy Policy applies to all AI chatbot communications operated by Invaya Systems.

11. Automated Decision-Making

Our AI chatbots and systems may engage in automated processing of your messages to provide relevant responses and recommendations. This processing does not produce legal effects or similarly significant decisions about you. If any automated process were to have a significant impact on you, we will ensure human oversight and provide you with the right to:

• Obtain human intervention
• Express your point of view
• Contest the outcome of any automated decision

12. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

• Enquiry and communication data: Retained for up to 2 years from the date of last interaction, unless an ongoing business relationship exists
• Website analytics data: Retained for up to 26 months in aggregated/anonymised form
• AI chatbot conversation data: Active conversation context is retained for the duration of the interaction. Conversation logs are retained for up to 1 year for service improvement and support purposes, after which they are anonymised or deleted
• Contractual and billing data: Retained for the duration of the contract and up to 7 years thereafter as required by Indian tax and accounting laws

When data is no longer required, it will be securely deleted or anonymised. Upon a valid deletion request, we will delete your personal data without undue delay, subject to any legal retention obligations.

13. Your Rights

Depending on your location and applicable laws, you may have the following rights regarding your personal data:

Under Indian Law (DPDP Act, 2023)

• Right to access your personal data held by us
• Right to correction of inaccurate or incomplete data
• Right to erasure of your personal data
• Right to withdraw consent at any time
• Right to nominate another person to exercise your rights
• Right to grievance redressal and to file complaints with the Data Protection Board of India

Under GDPR (for EU/EEA residents)

• Right of access to your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent

Under CCPA (for California residents)

• Right to know what personal information is collected, used, and shared
• Right to delete personal information
• Right to opt out of the sale of personal information (we do not sell personal data)
• Right to non-discrimination for exercising your rights

To exercise any of these rights, please contact us at info@invayasystems.com. We will respond to your request within 30 days.

14. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit using SSL/TLS protocols
• Access controls limiting data access to authorised personnel only
• Regular security reviews of our systems and processes
• Secure data storage with reputable hosting providers

While we strive to protect your data, no method of transmission over the internet is 100% secure. In the event of a data breach that may affect your rights, we will notify you and the relevant authorities as required by applicable law.

15. International Data Transfers

Your data may be transferred to and processed in countries outside India where our service providers operate (such as the United States, where Meta Platforms, Inc. is headquartered). When such transfers occur, we ensure appropriate safeguards are in place, including contractual protections with our service providers, to ensure your data receives an adequate level of protection.

16. Children's Privacy

Our Website and services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected data from a child, we will take steps to delete it promptly. If you believe we have collected data from a minor, please contact us immediately at info@invayasystems.com.

17. Third-Party Links

Our Website may contain links to third-party websites and services. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party website you visit.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. Any changes will be posted on this page with an updated "Last updated" date. For significant changes, we will make reasonable efforts to notify you (such as via email or a notice on our Website). Your continued use of our Website and services after changes are posted constitutes your acceptance of the updated Privacy Policy.

19. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Invaya Systems (OPC) Pvt Ltd
Baladia, Bhuj,
Kachchh - 370427, Gujarat, India
Email: info@invayasystems.com
Phone: +91 70168 42506