Privacy Policy

1. Introduction

Welcome to FiveMinChat, a product of Vibgyor Techsolutions ("we", "us", or "our"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website at fiveminchat.com and our AI chatbot platform (collectively, the "Service").

Please read this policy carefully. If you disagree with its terms, please discontinue use of our Service. By accessing or using the Service, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy.

2. Information We Collect

We collect information that you provide directly to us, information collected automatically, and information from third-party sources.

Account Information

When you register for an account, we collect:

• Full name
• Email address
• Phone number (optional)
• Password (stored as a secure hash, never in plain text)
• Business name and website URL
• Billing information (processed securely via Razorpay; we do not store card details)

Usage Data

We automatically collect certain information about your interactions with the Service, including:

• Log data (IP address, browser type, pages visited, time and date of visits)
• Device information (operating system, hardware model)
• Chatbot conversation data (messages exchanged between visitors and your deployed chatbot)
• Files and content you upload to train your chatbot (PDFs, documents, URLs)
• Dashboard usage patterns and feature interactions

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience. See Section 5 for details.

3. How We Use Your Information

We use the information we collect to:

• Create and manage your account and provide the Service
• Process payments and manage your subscription
• Train and operate your AI chatbot using the content you upload
• Send transactional emails (account confirmations, billing receipts, usage alerts)
• Respond to your support requests and communications
• Analyse usage patterns to improve and develop the Service
• Monitor and enforce our Terms of Service
• Comply with legal obligations
• Send product updates and marketing communications (you may opt out at any time)

We do not sell your personal information to third parties.

4. Data Storage and Security

Your data is stored on secure servers using Supabase (PostgreSQL) infrastructure, which is hosted on enterprise-grade cloud infrastructure with encryption at rest and in transit. We implement industry-standard security measures including:

• TLS/SSL encryption for all data in transit
• AES-256 encryption for data at rest
• Role-based access controls and row-level security
• Regular security audits and vulnerability assessments
• Restricted employee access on a need-to-know basis

While we take reasonable precautions to protect your data, no security system is impenetrable. We cannot guarantee the absolute security of your information. If a data breach occurs that affects your rights and freedoms, we will notify you as required by applicable law.

5. Cookies and Tracking

We use the following types of cookies:

• Essential cookies: Required for the Service to function (authentication sessions, security tokens).
• Functional cookies: Remember your preferences and settings.
• Analytics cookies: Help us understand how users interact with the Service so we can improve it.

You can control cookies through your browser settings. Disabling essential cookies may affect the functionality of the Service. Our website uses standard browser cookies and does not use cross-site tracking technologies.

6. Third-Party Services

We work with the following third-party service providers who may process your data:

• OpenAI: Powers the AI language model used to generate chatbot responses. Conversation data is sent to OpenAI's API for processing. OpenAI's data usage policy applies. We do not enable OpenAI's data training on your content.
• Razorpay: Processes subscription payments securely. Razorpay handles your payment card data under their PCI-DSS compliant infrastructure. We do not receive or store your full card details.
• Supabase: Provides our database infrastructure for storing account data, chatbot configurations, and conversation logs.
• Email service providers: Used to send transactional and notification emails.

Each third-party provider has their own privacy policy governing their use of your data. We encourage you to review their policies.

7. Data Retention

We retain your personal data for as long as your account is active or as needed to provide you the Service. Specifically:

• Account data: Retained for the duration of your account plus 90 days after closure to allow for account recovery.
• Conversation logs: Retained for up to 12 months to power analytics features, then automatically deleted.
• Uploaded content (documents, crawled pages): Retained until you delete the bot or the associated files, or your account is closed.
• Billing records: Retained for 7 years as required by applicable financial regulations.

Upon account deletion, we will delete or anonymise your personal data within 30 days, except where retention is required by law.

8. Your Rights

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

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that we correct any inaccurate or incomplete data.
• Deletion: Request that we delete your personal data ("right to be forgotten").
• Data portability: Request a machine-readable export of your data.
• Objection: Object to certain types of processing, such as marketing communications.
• Restriction: Request that we limit how we use your data in certain circumstances.

To exercise any of these rights, please contact us at hello@fiveminchat.com. We will respond within 30 days. Note that some rights may be limited where we have legitimate grounds to continue processing.

9. Children's Privacy

FiveMinChat is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child under 18 has provided us with personal information without parental consent, please contact us at hello@fiveminchat.com and we will take steps to delete that information.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. When we make material changes, we will notify you by email (at the address associated with your account) and/or by prominently posting a notice on our website at least 14 days before the changes take effect.

Your continued use of the Service after the effective date of any updated Privacy Policy constitutes your acceptance of the changes. We encourage you to review this page periodically.

11. Contact Us

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