PRIVACY AT AIMATE

Your data should be as traceable as your evidence.

This policy explains what AI Mate collects across the Aimate website, AI visibility workspaces, the Aimate Chat website chatbot and the Kaku voice agent, why we use it, and the controls you have.

Effective: 07 October 2026

01

Who we are and scope

This Privacy Policy applies to the website www.hiaimate.com, our enquiry and demo forms, customer workspaces, reports, the Aimate Chat website chatbot, the Kaku voice agent and related services (together, the “Service”). The Service is operated by AI Mate (“Aimate”, “we”, “us”, “our”), a business registered in India.

Business name
AI Mate
Udyam registration
UDYAM-UP-43-0206049

For website visitors, prospective customers and account holders, we act as the controller (data fiduciary) of personal information. When a business installs Aimate Chat or Kaku on its own website, that business decides what its visitors are asked and is the controller of its visitors’ data; we process that data on its behalf and under its instructions.

02

Data we collect

Information you give us

Your name, business email, phone number, company, website, role, requested plan, demo booking details, prompt requirements and anything you write in our forms, chats or emails. If you create a workspace we also keep account details, team membership, preferences and support history.

Billing and payment information

Payments are processed by Razorpay Payments Private Limited. Your card, UPI or bank details are entered on Razorpay’s secure checkout and are not received or stored by us. We receive the information needed to run your subscription: billing name, email, phone, GST details where provided, plan, amount, currency, payment and order IDs, payment status and refund status.

AI visibility workspace data

Brand profiles, competitors, markets, monitored prompts, schedules, raw answers returned by AI engines, mentions, citations, source URLs, sentiment and classification results, reports and audit logs. Please do not put sensitive personal information into prompts.

Aimate Chat and Kaku voice data

When a visitor uses a chatbot or voice agent we provide, we process their messages, the AI and knowledge-base answers, the page they were on, approximate location derived from IP address, device and browser type, and visit history. Name, email and phone are collected only if the visitor chooses to share them, for example when asking for a person or booking a demo. For voice calls, the visitor’s speech is converted to text so Kaku can answer, and the call transcript and call details (time, duration, outcome) are saved to the business’s team inbox. Emails are typed by the visitor, not taken by voice.

Google Search Console and Google Calendar data

If you connect Google Search Console, we receive the account identifier needed to manage the connection, OAuth credentials, the properties you can access and search-performance data (clicks, impressions, click-through rate, position, query, page, country, device and search appearance) for properties you select. If you connect Google Calendar for demo booking, we read your free/busy availability and create the events your visitors book. We never receive your Google password.

Technical, cookie and analytics data

Our servers receive IP address, browser and device type, pages requested, timestamps, referrer and diagnostic logs. We use essential storage for security and sessions. We use Google Analytics and Microsoft Clarity to understand how the website is used (pages visited, clicks, scrolls and session recordings with form inputs masked), and UTM parameters to understand which campaigns bring visitors. We do not use advertising cookies and do not sell browsing profiles.

03

How we use data

We use information only where reasonably necessary to:

  • provide, configure and maintain the Service, workspaces, chatbots and voice agents;
  • run monitored prompts and store traceable answers, citations and reports;
  • answer visitors from the business’s own content and hand conversations to its team;
  • process payments, issue invoices, handle renewals, refunds and cancellations;
  • respond to enquiries, book and run demos, and provide support;
  • send service and billing messages (you can opt out of marketing emails at any time);
  • detect fraud and abuse, and keep the Service secure and reliable;
  • improve the Service using aggregated or de-identified information; and
  • meet legal, tax, accounting and regulatory obligations, and defend legal claims.

We process personal data on the basis of your consent, to perform our contract with you, to comply with law, and for our legitimate business purposes, as permitted under the Information Technology Act, 2000, its rules, the Digital Personal Data Protection Act, 2023 and other applicable laws. Where processing relies on consent, you can withdraw it at any time.

04

Google API data and Limited Use

Google API disclosure

Aimate’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

We request only the Google permissions needed for the feature you turn on. Google data is used only to show, analyze and report the Search Console data you ask us to process, and to check availability and create the calendar events your visitors book. We do not use Google user data for advertising, sell it, build advertising profiles, assess creditworthiness, or train generalized AI or machine-learning models.

People can see Google user data only with your explicit permission for support, when needed for security or abuse investigations, to comply with law, or once it has been aggregated and de-identified. You can revoke access in Aimate or from your Google Account connections at any time.

05

How data is shared

We share information only as needed with:

  • Razorpay, to process payments, refunds and recurring billing;
  • cloud hosting, database, email, analytics, security and support providers who act for us under confidentiality and security obligations;
  • AI and answer-engine providers, when your monitored prompt is run against them or when a chatbot or voice agent generates an answer;
  • speech-to-text and text-to-speech providers, to run voice calls;
  • authorized members of your organization’s workspace;
  • government authorities, courts or advisers when required by law; and
  • a successor business in a merger or acquisition, subject to this policy.

We do not sell personal information or Google user data.

06

Retention and deletion

We keep information only while it is needed for the purposes above: while your workspace is active, to keep evidence and transcripts you rely on, to resolve disputes and to meet legal, tax and accounting requirements (billing records are kept for the period required by Indian law).

After a verified deletion request or account closure, we delete or de-identify personal data and Google user data within 30 days, unless the law requires us to keep it longer. OAuth credentials are deleted when a connection is revoked. Backups are overwritten in their normal cycle.

07

Your choices and rights

You can ask to access, correct, update or delete your personal data, withdraw consent, nominate another person to exercise your rights, and raise a grievance. Visitors of a business’s chatbot should contact that business first; we will help it respond.

Email hello@hiaimate.com with your request. We may ask you to verify your identity. You can unsubscribe from marketing emails using the link in any email.

08

Security, transfers and children

We use reasonable security practices, including encryption in transit, access controls, least-privilege permissions, monitoring and credential protection. No online service is perfectly secure, so please tell us promptly if you suspect unauthorized access.

Our providers may process data outside India; where they do, we use contractual safeguards. The Service is meant for businesses and is not directed to anyone under 18. We do not knowingly collect children’s data.

09

Grievance officer and contact

For privacy questions, requests or complaints, contact our Grievance Officer, Aditi Tiwari, Founder, at hello@hiaimate.com. We acknowledge grievances within 2 working days and resolve them within 30 days.

We may update this policy when the Service or the law changes. We will post the new version here with a new effective date and tell customers about material changes by email.

Business name
AI Mate
Udyam registration
UDYAM-UP-43-0206049
QUESTIONS, REFUNDS & REQUESTSAI Matehello@hiaimate.com
Email us