Privacy Policy
For OtonomiQ AI
Effective Date: 21 May 2026 Last Updated: 21 May 2026
HIPAA Compliant
SOC Certified
ISO 27001
GDPR Proactive
At OtonomiQ AI, Your Trust Is The Foundation Of Everything We Do. This Privacy Policy Is Written In Plain Language — Not Legalese — Because We Believe You Deserve To Clearly Understand How Your Data Is Handled When You Use Our Platform, Visit Our Website, Or Interact With Us In Any Capacity. If You Have Questions After Reading This, Please Reach Out. We Are Happy To Help.
Who We Are
OtonomiQ AI Is An Enterprise AI Automation Platform Headquartered In Chennai, India. Our Platform Helps Businesses Coordinate Customer Interactions, Automate Workflows, And Manage Operations Consistently Across Channels Including WhatsApp, Email, Web, Instagram, Facebook, Telegram, And Slack, All Within A Secure And Governed Environment.
For The Purposes Of This Privacy Policy, "OtonomiQ AI", "We", "Us", Or "Our" Refers To The Company And Its Services. "You" Refers To Any Individual Who Visits Our Website, Uses Our Platform, Or Interacts With Our Services, Whether As An Enterprise Client, An End-User Of A Client's Deployment, Or A Visitor To Our Website.
What We Collect
We Are Thoughtful About The Data We Collect. We Only Gather Information That Genuinely Helps Us Deliver And Improve Our Services.
| Category | Examples | How Collected |
|---|---|---|
| Identity & Contact | Name, Business Email, Phone Number, Job Title | Registration Forms, Contact Inquiries, Demo Bookings |
| Account & Usage Data | Login Credentials, Configuration Settings, Feature Usage, Conversation Logs | Platform Interactions, API Calls |
| Communication Data | Messages Sent Via Integrated Channels Processed Through Our Platform | Channel Integrations Configured By Enterprise Clients |
| Technical Data | IP Address, Browser Type, Device Identifiers, Session Timestamps | Automatic Collection Via Cookies And Server Logs |
| Business Operations Data | Workflow Configurations, CRM/ERP Integration Data, Audit Trail Records | Client-Configured Integrations And Platform Use |
| Support & Feedback | Support Ticket Content, Survey Responses, Product Feedback | Direct Communication With Our Team |
Important Note On End-User Data: When Enterprise Clients Deploy OtonomiQ AI To Serve Their Own Customers, OtonomiQ Processes That Communication Data Solely On Behalf Of The Enterprise Client, Under Their Instructions And Applicable Data Processing Agreements. The Enterprise Client Remains The Data Controller For Their Customers' Data.
How We Use Your Data
We Use The Information We Collect To Run Our Platform Responsibly And To Keep Improving It. Here Is Exactly What That Looks Like:
- Providing, Operating, And Maintaining Our Platform And Its Features
- Processing And Fulfilling Service Requests, Including Demo Bookings And Onboarding
- Personalising Your Experience Based On Your Organisation's Configurations And Preferences
- Sending Important Service Communications Such As Updates, Security Notices, And Support Responses
- Generating Anonymised, Aggregated Analytics To Understand Platform Usage And Improve It
- Maintaining Complete Audit Trails For Operational Accountability And Compliance Reporting
- Enforcing Our Terms Of Service And Protecting The Security And Integrity Of The Platform
- Complying With Applicable Legal Obligations, Including Regulatory Requests Where Required By Law
We Do Not Use Your Data To Train External AI Models Without Your Explicit, Informed Consent. We Do Not Sell Your Personal Data Ever.
Legal Basis For Processing
Where The General Data Protection Regulation (GDPR) Or Similar Privacy Laws Apply, We Rely On The Following Legal Bases To Process Your Personal Data:
| Legal Basis | When We Use It |
|---|---|
| Identity & Contact | To Deliver The Services You Or Your Organisation Have Subscribed To |
| Legitimate Interests | For Platform Security, Fraud Prevention, Service Improvement, And Internal Analytics |
| Legal Obligation | Where Processing Is Required To Comply With Applicable Laws Or Regulatory Requirements |
| Consent | For Marketing Communications And Any Optional Data Uses Where We Ask For Your Permission |
Data Sharing & Third Parties
We Do Not Sell, Rent, Or Trade Your Personal Data With Any Third Party For Commercial Purposes. We Only Share Data In The Limited Circumstances Described Below:
How Long We Keep Your Data
We Retain Your Data Only For As Long As Necessary To Fulfil The Purposes Described In This Policy, Or As Required By Applicable Law.
| Data Type | Retention Period |
|---|---|
| Active Account Data | Duration Of The Contractual Relationship |
| Conversation And Audit Logs | As Configured By The Enterprise Client (Default: 12 Months) |
| Support Records | 3 Years From Case Closure |
| Financial And Billing Records | 7 Years (As Required By Applicable Tax Law) |
| Website Analytics (Anonymised) | 26 Months Rolling |
When Data Is No Longer Needed, It Is Securely Deleted Or Anonymised In Accordance With Our Data Lifecycle Policy.
How We Protect Your Data
Security Is Not A Feature For Us, It Is A Core Design Principle. OtonomiQ AI Is Built From The Ground Up For Compliance-Sensitive Environments, Including Healthcare And Financial Services, Where Data Protection Is Non-Negotiable.
- Encryption In Transit (TLS 1.2+) And At Rest For All Stored Data
- Role-Based Access Controls Ensuring Only Authorised Personnel Can Access Specific Data
- Full Audit Trails That Log Every Automated Decision And Human Action Within The Platform
- Regular Vulnerability Assessments And Penetration Testing
- Enterprise-Grade Guardrails Built Into Every AI Interaction To Prevent Data Leakage
- Incident Response Protocols With Defined Escalation And Notification Procedures
Our Compliance Commitments
OtonomiQ AI Is Designed And Operated To Meet The Expectations Of Regulated Industries Worldwide. Our Current Compliance Posture Includes:
| Certification | What It Means For You |
|---|---|
| HIPAA Compliant | Our Platform Meets The Requirements Of The Health Insurance Portability And Accountability Act For Healthcare And Lab Environments Handling Protected Health Information. |
| GDPR Proactive | We Follow The Principles Of The EU General Data Protection Regulation, Including Data Minimisation, Purpose Limitation, And Your Right To Be Forgotten. |
| ISO 27001 Aligned | Our Information Security Management Practices Follow The Internationally Recognised ISO/IEC 27001 Standard For Systematic Risk Management. |
| SOC Certified | We Maintain SOC-Level Controls To Provide Verifiable Assurance That Our Systems Meet Security, Availability, And Confidentiality Commitments. |
Your Rights
Depending On Where You Are Located And The Applicable Laws In Your Jurisdiction, You May Have Some Or All Of The Following Rights Regarding Your Personal Data:
- Right To Access: Request A Copy Of The Personal Data We Hold About You
- Right To Correction: Ask Us To Correct Inaccurate Or Incomplete Information
- Right To Erasure: Request Deletion Of Your Personal Data, Subject To Legal Obligations
- Right To Restrict Processing: Ask Us To Pause How We Use Your Data In Certain Situations
- Right To Data Portability: Receive Your Data In A Structured, Machine-Readable Format
- Right To Object: Object To Processing Based On Legitimate Interests Or For Direct Marketing
- Right To Withdraw Consent: Where Processing Is Based On Consent, Withdraw It At Any Time
To Exercise Any Of These Rights, Please Email Us At Tabrez@Otonomiq.Ai. We Will Respond Within 30 Days (Or Sooner, Where Required By Law). There Is No Charge For Making A Request Unless It Is Manifestly Unfounded Or Excessive.
If You Are An End-User Of An OtonomiQ-Powered Service Operated By An Enterprise Client, Please Direct Your Data Rights Requests To That Organisation Directly, As They Are The Data Controller For Your Information.
Cookies & Tracking Technologies
Our Website Uses Cookies And Similar Technologies To Keep The Site Working Properly And To Understand How Visitors Use It. Here Is What We Use And Why:
| Cookie Type | Purpose | Can You Opt Out? |
|---|---|---|
| Essential | Required For Core Functionality, Login Sessions, Security Tokens, Load Balancing | No (Necessary For The Site To Work) |
| Analytics | Help Us Understand Visitor Behaviour To Improve The Site (Anonymised Data) | Yes, Via Cookie Settings |
| Functional | Remember Your Preferences For A Smoother Experience | Yes, Via Cookie Settings |
| Marketing | Used Only If You Have Opted In; Help Us Show Relevant Content About Our Services | Yes, Via Cookie Settings Or Opt-Out Links |
You Can Manage Your Cookie Preferences At Any Time Through Your Browser Settings. Note That Disabling Essential Cookies May Affect Platform Functionality.
Children's Privacy
OtonomiQ AI Is An Enterprise Platform Designed Exclusively For Business Use By Adults. Our Services Are Not Directed At, And Are Not Intended For Use By, Children Under The Age Of 18. We Do Not Knowingly Collect Personal Data From Minors. If You Believe A Child Has Provided Us With Personal Information Without Appropriate Consent, Please Contact Us Immediately And We Will Delete That Data Promptly.
International Data Transfers
OtonomiQ AI Serves Enterprise Clients Across Multiple Countries And Regions. Data May Be Processed And Stored In Locations Outside Of Your Country Of Residence. When We Transfer Data Internationally, We Ensure Appropriate Safeguards Are In Place, Which May Include:
- Standard Contractual Clauses (SCCs) Approved By The European Commission
- Data Processing Agreements With Sub-Processors That Meet Equivalent Standards
- Transfers To Countries Recognised As Providing An Adequate Level Of Data Protection
If You Have Questions About The Specific Safeguards Applicable To Your Organisation's Data, Please Reach Out To Us Directly.
Changes To This Policy
We May Update This Privacy Policy From Time To Time As Our Platform Evolves, As Regulations Change, Or As We Improve How We Explain Our Practices. When We Make Meaningful Changes, We Will:
- Update The "Last Updated" Date At The Top Of This Page
- Notify Enterprise Clients Via Email At Least 14 Days Before Significant Changes Take Effect
- Maintain A Version History Summary Available Upon Request
We Encourage You To Review This Page Periodically. Continued Use Of Our Services After Changes Take Effect Constitutes Acceptance Of The Updated Policy.
Questions? Talk To Us
Privacy Is A Conversation, Not A Checkbox. If You Have Any Questions About This Policy, Want To Exercise Your Rights, Or Just Want To Understand Something Better, Our Team Is Here For You.
