Privacy Policy

This Privacy Policy describes how Exatorial Software Private Limited (“ProHQ”, “we”, “us”), the company operating prohq.ai, collects, uses and protects your information when you use our website, platform and services.

1. Information we collect

• Account information - name, email address, phone number and organisation details you provide when creating an account or contacting us.
• Business data - processes, documents, files, tables, chat messages and other content your organisation creates or uploads while using the platform. This data belongs to you.
• Usage information - device, browser, log and diagnostic data used to keep the service secure and improve it.
• Payment information - payments are processed by our payment partner Razorpay. We do not store your card, UPI or bank details on our servers.

2. How we use information

• To provide, operate and improve the ProHQ platform and consultancy services.
• To communicate with you about your account, support requests and service updates.
• To process subscription payments and maintain billing records.
• To meet legal and regulatory obligations.

We do not sell your personal information or your business data. Ever.

3. AI features

Where you enable AI features, the content needed for that feature is processed by third-party AI service providers (currently OpenAI) under contractual safeguards. These providers act as our processors under their API terms and do not use your data to train their generalised models. AI features are optional and scoped to the specific process where you enable them.

4. Google API Services and Limited Use

When you connect Google Calendar, ProHQ requests the Google Calendar (calendar.events) scope to create, read, update and delete calendar events and generate Google Meet links, so your meetings stay synchronised between ProHQ and your Google Calendar. We access only the calendar events needed for this synchronisation; we do not access calendar settings, access-control lists or any other Google user data.

ProHQ's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

What Limited Use means: we use information obtained from Google APIs only to provide and improve the user-facing features you connected it for; we do not transfer it to others except as needed to provide those features or as required by law; we do not use it for advertising; and no humans read it except with your consent, for security, to comply with the law, or as part of aggregated and anonymised operations. Information obtained from Google APIs is never used to train generalised AI or machine-learning models.

5. Storage and security

Data is stored with reputable cloud providers, with Indian vendors preferred wherever possible. Data in transit is encrypted (TLS); sensitive credentials are stored encrypted. Access to customer data within our team is limited and logged.

6. Sharing

We share information only with:

• Service providers who help us run the platform (cloud hosting, payments, communications), bound by confidentiality;
• Authorities, where required by law.

7. Cookies

We use essential cookies for sign-in sessions and security. We do not use third-party advertising cookies.

8. Retention and deletion

We retain your data while your account is active. On termination, your organisation's data is deleted or returned on request, subject to legal retention requirements. You may request access, correction or deletion of your personal information at any time by writing to faisal@prohq.ai.

9. Children and minors

ProHQ is a workplace tool intended for business use. It is available to users aged 13 and over; it is not directed at children under 13, and we do not knowingly collect personal data from children under 13. Where a user is a minor (aged 13–17), access is provisioned by their employer or organisation, which is responsible for obtaining any parental or guardian consent required by local law. We show no advertising and do not use the personal data of minors for advertising, profiling, or ad-tracking. If you believe a child under 13 has provided us personal data, contact faisal@prohq.ai and we will delete it.

10. Grievance officer

In accordance with the Information Technology Act, 2000 and rules made thereunder, the grievance officer for ProHQ is: Faisal Manzer, faisal@prohq.ai, +91 90977 18815. Grievances are acknowledged within 48 hours and resolved within 30 days.

11. Changes

We may update this policy from time to time. Material changes will be notified by email or in-product notice. Continued use of the service after changes means you accept the updated policy.

12. Contact

Exatorial Software Private Limited · faisal@prohq.ai · +91 90977 18815. See our Contact page for full details.