Privacy Policy

1. Information We Collect

From Business Owners (our direct customers):

• Business name, owner name, phone number, email address, business address, city
• WhatsApp Business Account (WABA) details and access tokens (stored encrypted)
• Business settings: working hours, service type, vertical/industry
• Payment and billing information, processed by our payment partner Razorpay (we do not store your card or bank details directly)
• Usage data: messages sent, appointments created, login activity

From your customers, on your behalf (end clients of a NeolinQ business):

When you use NeolinQ to manage your business, you may add your own customers' details into the platform — names, phone numbers, appointment history, and messages exchanged via WhatsApp. You, the business owner, are the Data Fiduciary for your own customers' information under the Digital Personal Data Protection Act, 2023. NeolinQ acts as a Data Processor on your instructions. NeolinQ processes this data solely to provide the Service to you (sending reminders, confirmations, etc.) and does not use it for any other purpose, including marketing to your customers on our own behalf.

Automatically collected:

Device and browser information, IP address, cookies, and similar technologies when you use our website or web dashboard, including through the Meta Pixel (see Section 3).

Payment Reference Data (UPI Collection):

When a business owner uses NeolinQ's UPI payment collection feature, we store:

• The amount and purpose of each payment link (e.g. "Rahul — Sept fees")
• The time a payment link was opened by the recipient
• The business owner's UPI Virtual Payment Address (VPA), which is stored to generate payment links

NeolinQ does not process, hold, receive, or route any payments. All payments made via a NeolinQ-generated link go directly from the payer to the business owner's own UPI account. NeolinQ has no access to these funds at any point.

Payment reference records are retained for 30 days from the link's creation date, after which they are deleted.

When someone opens a NeolinQ payment link, we record that the link was opened and how many times, so the business owner can see whether their customer has seen it. We also temporarily process the visitor's IP address to prevent abuse of the payment page. We do not record the visitor's name, phone number, or payment details, and we receive no confirmation of whether or not they paid.

2. How We Use Information

We use the information described above to:

• Provide, operate, and maintain the Service (sending WhatsApp messages, managing bookings, generating reports)
• Process payments and manage subscriptions
• Send you service-related communications (billing notices, support replies, product updates)
• Improve and troubleshoot the Service
• Comply with legal obligations

We do not sell personal information to third parties.

3. How We Share Information

We share information only as necessary to operate the Service, with:

• Meta Platforms, Inc. — to deliver and receive WhatsApp messages via the WhatsApp Business Platform. Meta's own data policies apply to message transport and delivery.
• Razorpay — to process subscription payments. Razorpay's own privacy and security practices apply to payment processing.
• Amazon Web Services (AWS) — our cloud infrastructure provider, used to host and store data securely. AWS does not use your data for any purpose other than providing infrastructure to us.
• Anthropic — to power certain AI-assisted conversational features (such as customer self-booking). Conversation content necessary to provide this feature may be processed by Anthropic's API in accordance with their data handling terms.
• Law enforcement or regulators, only when legally required to do so.
• Meta Platforms, Inc. (advertising technologies) — our website uses the Meta Pixel, which shares information about your visit with Meta so we can measure and improve our advertising. This applies to visitors to our public website only, not to data inside your NeolinQ account or your customers' information.

We do not sell your data, and we do not share the information inside your NeolinQ account — or your customers' information — with advertisers or data brokers.

4. Data Storage and Security

All data is stored on servers located in Asia Pacific — Mumbai (ap-south-1). We use encryption for sensitive data such as WhatsApp access tokens, and apply industry-standard security practices including access controls and monitoring. No method of storage or transmission is 100% secure, and we cannot guarantee absolute security.

5. Data Retention

We retain your business data for as long as your account is active. If you cancel your subscription, we retain your data for 90 days to allow for reactivation, after which it is deleted or anonymized, unless a longer retention period is required by law.

6. Your Rights

Under India's Digital Personal Data Protection Act, 2023, you have the right to:

• Access the personal data we hold about you
• Request correction or completion of inaccurate or incomplete data
• Request erasure of your personal data, subject to our legal retention obligations
• Withdraw consent for processing, where consent is the basis for processing
• Nominate another individual to exercise these rights on your behalf in the event of death or incapacity
• File a complaint with the Data Protection Board of India

To exercise any of these rights, contact our Grievance Officer (see Section 9).

7. Children's Data

NeolinQ's Service is used by business owners, who must be 18 or over to hold an account. We do not knowingly collect personal data directly from children through our website or sign-up flow.

However, business owners using NeolinQ — particularly coaching and tuition institutes — may enter information about students who are under 18, including names, attendance records, and assessment results, together with a parent or guardian's contact number.

In these cases, the business owner is the Data Fiduciary for that information and is responsible for obtaining any consent required under the Digital Personal Data Protection Act, 2023, including verifiable parental consent where applicable. NeolinQ processes this information solely as a Data Processor, on the business owner's instructions, to deliver the Service — sending attendance alerts, fee reminders, and results to the parent or guardian the business owner has nominated.

We do not use children's data for advertising, profiling, behavioural monitoring, or any purpose other than delivering the Service to the business owner.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or an in-app notice. Continued use of the Service after changes take effect constitutes acceptance.

9. Grievance Officer / Contact

In accordance with the Digital Personal Data Protection Act, 2023 and applicable Indian IT rules, our Grievance Officer can be reached at:

Name: Satyanarayana Kailasani
Email: support@neolinq.ai
Address: 10-3-2 Vidyanagar, Karimnagar, Telangana, 505001, India

For general privacy questions: support@neolinq.ai

We aim to acknowledge grievances within 3 working days and resolve them within 30 days.

10. Data Breach Notification

If we become aware of a personal data breach affecting your information, we will notify you and the Data Protection Board of India as required under the Digital Personal Data Protection Act, 2023, without undue delay. Our notice will describe what happened, what data was affected, and the steps we are taking.