Privacy Policy

1. Who we are

RacksonsIT AI Tech ("RacksonsIT", "we", "us") designs and builds AI solutions and automation systems — including AI agents, chatbots, document AI and knowledge assistants — for businesses in India and worldwide. This policy explains how we handle personal data when you visit this website, contact us, chat with us, or work with us.

For website visitors and enquiries, we decide why and how your data is used (we are the "Data Fiduciary" under India's Digital Personal Data Protection Act, 2023). When we build or run AI systems for a client using that client's data, we act on the client's instructions as a "Data Processor" — see section 5.

2. Data we collect

Information you give us

• Contact & consultation forms: name, email, phone/WhatsApp number, company, services of interest, budget range, timeline, how you heard about us, your project description, and whether we may contact you on WhatsApp.
• Demo requests & newsletter: name, email, phone and company (demo), or email only (newsletter).
• Website chat: the messages you type, and — if you choose "Talk to a human" — your name, WhatsApp/phone and optional email.
• Email, WhatsApp and calls: whatever you choose to share when you contact us directly.

Information collected automatically

• Technical data: IP address, browser type and the page you were on, used for security, spam and abuse prevention (for example, limiting how many messages can be sent per minute).
• Chat session identifier: a random ID stored in a cookie so your chat history follows you across pages (see section 7).

We do not currently use advertising trackers or third-party analytics on this website. Please don't send us sensitive information (such as health, financial account or government ID details) through the website forms or chat unless we have specifically asked for it in a secure way.

3. How we use your data

• To reply to your enquiry, prepare for a consultation, and send proposals or quotes you ask for.
• To provide, support and improve the services we deliver to you under a contract.
• To send occasional updates, only if you subscribe — you can unsubscribe at any time.
• To keep the website, chat and forms secure, and to detect spam, fraud and misuse.
• To meet legal, tax and accounting obligations.

We rely on your consent (for example, when you submit a form or start a chat), on steps needed to enter into or perform a contract with you, and on legitimate uses permitted by law. Where we rely on consent, you can withdraw it at any time; this won't affect anything we did before you withdrew it.

4. Website chat data

• AI mode: your messages are processed on our own servers to generate the assistant's replies. No chat data is sent to an outside AI provider today. If we connect the assistant to a third-party AI model in future, we will update this policy, and we will not allow your chat to be used to train that provider's models.
• Human handoff: when you choose to talk to a human, your messages, name, phone number and the page you were on are sent to our team's secure messaging tool (Telegram) and our web inbox so we can reply quickly. If we can't reply within a few minutes, we save the conversation as an enquiry and email a summary to our team so we can follow up on WhatsApp or email.
• All chat messages are stored so we can reply and keep context; please don't share passwords, payment details or other sensitive data in chat.

How the assistant may be used, and the limits of its answers, are covered in our Terms of Use.

5. Client data in AI projects

When you engage us to build or run an AI system, we may process your business data — documents, records, conversations or knowledge bases — and any personal data they contain. In that case:

• We process it only to deliver the agreed service and on your documented instructions. Your project agreement (and any data processing terms) takes priority over this policy.
• No training on your data: we never use your data to train public or third-party foundation models, and we choose AI providers and settings that do not retain or train on API inputs where such options are available.
• Access is limited to people who need it for the project, using role-based access control. Data is encrypted in transit and, where the hosting platform supports it, at rest.
• We tell you which AI model providers and cloud services a solution uses, and where data is hosted, before go-live.
• We design for human oversight: AI outputs that affect people (for example, decisions about customers, patients, applicants or employees) should be reviewed by a person, and we can build approval steps for that.
• At the end of an engagement we return or delete your data as agreed, except where the law requires us to keep it.

6. Who we share data with

We do not sell or rent personal data. We share it only with service providers who help us run our business, under confidentiality and data-protection obligations:

• Hosting and email providers — to run this website and send and receive email.
• Messaging tools — Telegram (for live chat handoff to our team) and WhatsApp (when you choose to message us there; Meta's own privacy policy applies to WhatsApp).
• Website content delivery — fonts and scripts load from Google Fonts and Cloudflare's cdnjs, which receive your IP address as part of normal web requests.
• AI and cloud providers used in client projects, as agreed with that client.
• Professional advisers and authorities — when required by law, court order or to protect our rights, users or the public.

If our business is reorganised or sold, data may transfer to the new owner under this same policy.

7. Cookies & browser storage

• Chat cookie (racksonsit_chat_id) — a random ID that keeps your chat history for 24 hours. Strictly necessary for the chat; it isn't used for tracking or advertising.
• Admin session cookie — used only when our staff log in to the admin area.
• Browser storage — remembers your light/dark theme and your cookie-banner choice on your own device.

You can clear cookies in your browser settings at any time; the chat will simply start a new conversation.

8. How long we keep data

• Enquiries, chat conversations and leads: up to 24 months after our last contact with you, unless you become a client or ask us to delete them sooner.
• Client project and contract records: for the duration of the engagement and afterwards as required for legal, tax and accounting purposes (generally up to 8 years for financial records in India).
• Security logs and rate-limit records: short-term — typically minutes to hours.
• Newsletter: until you unsubscribe.

9. Security

We use reasonable technical and organisational safeguards, including HTTPS encryption, restricted and password-protected admin access, verified webhooks for our messaging integrations, input validation, and rate limiting against abuse. No online system is completely secure. If a personal data breach occurs that affects you, we will notify you and the Data Protection Board of India as required by law.

10. Your rights

Subject to applicable law, including India's Digital Personal Data Protection Act, 2023, you can:

• Ask for a summary of the personal data we hold about you and how we use it.
• Ask us to correct, complete or update it.
• Ask us to erase it, or withdraw consent you have given.
• Nominate another person to exercise your rights if you are unable to.
• Raise a grievance with us, and if you are not satisfied, with the Data Protection Board of India.

If you are in the European Union or United Kingdom, you also have rights under the GDPR, including the right to object to processing and to data portability. Email info@racksonsit.com to make a request; we may need to verify your identity, and we aim to respond within 30 days.

11. International transfers

We are based in India and serve clients worldwide. Some of our service providers (for example, email, messaging, cloud and AI providers) may store or process data outside India. When this happens we use reputable providers with appropriate safeguards, and we comply with any transfer restrictions notified by the Government of India.

12. Children

Our website and services are intended for businesses and adults. We do not knowingly collect personal data from anyone under 18. If you believe a child has shared data with us, contact us and we will delete it.

13. Changes to this policy

We will update this policy as our services, the AI tools we use, or the law change. The "Last updated" date at the top shows the latest version; for significant changes we will make a clear notice on this website.

14. Contact & grievances

For privacy questions, requests or complaints, contact our Grievance Officer:

Grievance Officer, RacksonsIT AI Tech
Maharashtra, India
Email: info@racksonsit.com
WhatsApp: +91 9175253931

We acknowledge grievances promptly and aim to resolve them within 30 days.