Privacy Policy

Effective Date: 15 July 2026

This Privacy Policy describes how Relixchat (“RelixChat”, “we”, “us”, “our”), a limited liability partnership registered in Jharkhand, India, with its registered office at 8 No Gali, Shree Ram Path, Daltonganj, Jharkhand 822101, India, collects, uses, shares, and protects personal information.

It applies to:

our websites and applications, including relixchat.com, app.relixchat.com, and api.relixchat.com (or successor domains);
the RelixChat chat widget embedded on our clients’ websites; and
the RelixChat dashboard used by our clients and their team members.

If you have any questions about this policy, contact us at [email protected].

1. The Two Roles We Play

RelixChat is a business-to-business (B2B) software platform. Because of this, we handle personal data in two distinct capacities, and your rights depend on which group you belong to.

(a) When we act as a Data Fiduciary / Data Controller. For visitors to our own websites, prospective customers, and the businesses that subscribe to RelixChat (our “Clients”) and their authorized team members (administrators and counselors), we decide how and why personal data is processed. This policy applies to you directly.

(b) When we act as a Data Processor. When you chat with a RelixChat-powered widget on a Client’s website (for example, a university or business website), that Client is the data fiduciary/controller of your information. We process your data – including your lead form details and chat messages – on that Client’s behalf and under their instructions, to answer your questions, connect you with their team, and deliver your enquiry to their systems. In that case, the privacy policy of the website where you used the chat governs how your data is used, and privacy requests should be directed to that business first. We will assist our Clients in responding to such requests.

2. Information We Collect

2.1 From Clients and their team members

Account and contact details: name, business email address, phone number, organization name, role, and login credentials (passwords are stored in hashed form – we cannot see them).
Team settings: roles and permissions, availability status, and notification preferences.
Billing information: invoicing details and payment records. Payments are made to Relixchat by bank transfer, cheque, or online payment. Where online payment is used, the transaction is processed by the payment provider – we do not store your full card or banking credentials.
Usage and support data: dashboard activity, device/browser information, and communications with our support team.

2.2 From End Users of the chat widget (processed on behalf of our Clients)

Lead form details: the fields the Client has configured – typically name, email address, and phone number, and sometimes additional fields such as city, course, or service of interest.
Chat content: the messages you exchange with the AI assistant and, where applicable, with the Client’s human team members, along with conversation timestamps and session identifiers.
Attribution data: the page you arrived from (referrer URL) and campaign parameters (UTM tags), used so the Client understands which marketing channel brought your enquiry.
Follow-up records: notes, status updates, and activity logs created by the Client’s team while handling your enquiry.
Technical data: browser/device information necessary to deliver the widget reliably.

The widget uses your browser’s localStorage to remember your chat session so your conversation can continue if you revisit the page. This storage is strictly necessary for the widget to function.

2.3 From visitors to relixchat.com

Analytics data: we use Google Tag Manager and Google Analytics to understand how visitors use our marketing website – pages visited, approximate location (derived from IP address), device and browser type, and referral source. See Section 6 (Cookies) for details and controls.
Enquiry details: information you submit through our contact or demo booking forms.

2.4 What we do not collect

We do not collect payment card numbers on our own systems, and the chat widget does not access your camera, microphone, precise GPS location, or files.

3. How We Use Information

We use personal information to:

provide, operate, and maintain the RelixChat service, including generating AI responses to chat messages;
capture and deliver leads to the relevant Client – to their RelixChat dashboard and, where the Client has configured it, to their CRM or other connected systems;
notify the Client’s team of new enquiries via dashboard alerts, email, and browser push notifications;
prioritize enquiries (see Section 4 on automated processing);
provide customer support and respond to enquiries;
manage accounts, billing, and invoicing;
monitor, secure, troubleshoot, and improve the service;
analyze website performance and marketing effectiveness;
send service communications and, with appropriate consent or opt-out rights, marketing communications about our own products (see Section 11); and
comply with legal obligations.

We use each category of data only for purposes compatible with the reason it was collected.

4. AI Processing and Automated Lead Prioritization

RelixChat is an AI-powered service, and we believe you should know exactly how that works:

AI-generated replies. When an End User sends a message in the widget, the message – together with relevant content from the Client’s knowledge base and recent conversation context – is sent to our AI provider (currently Google’s Gemini models) to generate a reply. Google processes this data as our sub-processor under its API terms of service.
Automated lead prioritization. Our system analyzes conversation signals (for example, a request for a callback) to flag enquiries that appear high-intent (“hot leads”) so the Client’s team can respond faster. This is an automated prioritization aid only – decisions about contacting you are made by human beings on the Client’s team, and being flagged (or not) does not deny anyone access to any service.
No model training on your data. We do not use Client data or End User conversations to train general-purpose AI models. Conversation data is used to generate responses and operate the service for the relevant Client.

5. Who We Share Information With

We never sell personal information. We share it only in the following circumstances:

5.1 Service providers (sub-processors)

We use a small number of carefully selected providers to run RelixChat:

Provider	Purpose
Supabase	Database hosting and secure data storage
Render	Application and widget hosting
Cloudflare	Dashboard hosting, content delivery, and security
Google	AI response generation (Gemini); website analytics (Google Analytics / Tag Manager)
Resend	Transactional email delivery (e.g., lead notifications)
Browser push services (Google, Apple, Mozilla)	Delivery of browser push notifications to Client team members who enable them

Each provider is bound by data protection terms and may process data only to provide its service to us.

5.2 Destinations configured by our Clients

When a Client connects their CRM or other tools (for example, a CRM webhook or automation platform), lead data is delivered to those destinations on the Client’s instruction. The Client is responsible for its own systems and integrations.

5.3 Legal and business circumstances

We may disclose information where required by law, court order, or governmental authority; to protect the rights, safety, or property of RelixChat, our Clients, or others; to professional advisers under confidentiality; or in connection with a merger, acquisition, or sale of assets (in which case this policy will continue to apply to your data, and we will notify affected Clients).

6. Cookies and Tracking Technologies

On relixchat.com, we use Google Tag Manager and Google Analytics, which set cookies to help us measure website traffic and improve our content. These analytics cookies collect information such as pages visited, session duration, approximate location, and referral source.

You can control cookies by:

adjusting your browser settings to block or delete cookies;
installing the Google Analytics Opt-out Browser Add-on; or
using your browser’s private/incognito mode.

In the chat widget and dashboard, we use browser localStorage (not advertising cookies) for strictly necessary functions: keeping your chat session active, remembering login state on the dashboard, and preventing duplicate notifications. We do not run advertising or retargeting trackers inside the widget.

7. Data Storage, Security, and International Transfers

Storage. Data is stored on secure cloud infrastructure operated by the hosting providers listed in Section 5.1. Depending on the provider, data may be stored and processed in India and/or other jurisdictions where these providers operate data centres. Wherever data is processed, we require protections consistent with this policy through data processing agreements and, where applicable, standard contractual safeguards.

Security measures include:

encryption of data in transit (TLS/SSL on all domains) and encryption at rest provided by our hosting infrastructure;
strict multi-tenant isolation – each Client’s data is segregated using row-level security so one Client can never access another Client’s leads, conversations, or knowledge base;
role-based access controls within each Client account (administrators vs. counselors), with configurable restrictions on who can view contact details;
hashed password storage and authenticated API access;
activity and audit logging of key actions; and
least-privilege access for our own personnel, limited to what is necessary to operate and support the service.

Breach notification. No system is perfectly secure. If a data breach occurs that affects personal data, we will notify affected Clients and the relevant authorities without undue delay, as required by applicable law, and give Clients the information they need to meet their own obligations.

8. Data Retention

Client account data is retained for the life of the subscription and afterwards only as needed for legal, accounting, and tax purposes.
Client Data (leads, chat transcripts, knowledge base content) is retained while the Client’s subscription is active. When a subscription ends, the Client may export their data. Ninety (90) days after termination, we permanently delete the Client’s leads, conversations, and knowledge base from our production systems, except for minimal records we are legally required to keep.
Website analytics data is retained according to our Google Analytics retention settings.
End Users may request deletion of their data at any time through the Client whose website they used, or by contacting us (see Section 9).

9. Your Rights

9.1 If you are in India (Digital Personal Data Protection Act, 2023)

You have the right to:

access a summary of the personal data we process about you and the processing activities;
correction and erasure of your personal data;
grievance redressal through our Grievance Officer (Section 12); and
nominate another individual to exercise your rights in the event of death or incapacity.

Where processing is based on your consent, you may withdraw consent at any time, without affecting the lawfulness of processing before withdrawal. If you are not satisfied with our response, you may complain to the Data Protection Board of India.

9.2 If you are in the European Economic Area or the United Kingdom (GDPR / UK GDPR)

You have the rights of access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20), and objection (Art. 21), the right to withdraw consent (Art. 7(3)), and the right to lodge a complaint with your supervisory authority (Art. 77).

9.3 How to exercise your rights

Email [email protected] with your request. We may need to verify your identity before acting on it, and we will respond within the timeframes required by applicable law.

If you interacted with a RelixChat widget on another company’s website, that company is the data fiduciary/controller of your information – please direct your request to them first. If you contact us instead, we will forward your request to the relevant Client and assist them in fulfilling it.

10. Children’s Privacy

RelixChat accounts are available only to businesses and individuals aged 18 or over. We do not knowingly collect personal data from children for our own purposes.

Some of our Clients operate in education, and minors may interact with the chat widget on those Clients’ websites (for example, a student asking about courses). In those cases, the Client is the data fiduciary responsible for ensuring a lawful basis for processing children’s data, including obtaining verifiable parental consent where required by the DPDP Act, 2023 or other applicable law. We process such data solely on the Client’s instructions to answer the enquiry and deliver it to the Client’s team. We do not use children’s data for behavioural monitoring, targeted advertising, or any purpose beyond delivering the service.

11. Marketing Communications

We may send you communications about RelixChat products, features, and offers if you have enquired about or subscribed to our services. Where required by law, we will obtain your opt-in consent first. Every marketing message includes an unsubscribe option, and you can opt out at any time by using that link or emailing [email protected]. Opting out of marketing does not affect essential service communications (such as invoices, security notices, or lead alerts you have enabled).

12. Grievance Officer and Contact Details

In accordance with the Digital Personal Data Protection Act, 2023 and the Information Technology Rules, 2021, our Grievance Officer is:

Samir Pandey, Founder LLP 8 No Gali, Shree Ram Path, Daltonganj, Jharkhand 822101, India Email: [email protected]

We will acknowledge grievances within 24 hours and aim to resolve them within 15 days, or within such other period as applicable law requires.

13. Changes to This Policy

We may update this Privacy Policy from time to time as our services, technologies, or legal obligations evolve. The “Effective Date” at the top reflects the latest revision. For material changes, we will provide notice on our website or by email to registered Clients. Your continued use of the services after changes take effect constitutes acceptance of the updated policy.

This policy was last reviewed on 15 July 2026.