Privacy notice

Scope of this notice

This notice applies to personal data handled by AethosHub Pvt Ltd (“AethosHub”, “we”, “us”) in connection with aethoshub.com, agentaccessmanager.com, enquiries, support, live chat, marketing preferences, and our commercial relationships. For this data, AethosHub is the data controller or data fiduciary where the relevant data-protection law applies.

Customer-deployed product data is addressed separately under Data inside our products.

Information we collect

Information you give us

When you request a quote, demo, evaluation, or support, we collect your name, work email address, company name, request details, and marketing choice. If you chat or email us, we retain the messages and any information or files you choose to provide. If you become a customer, we also handle the business contact, contract, support, and billing information needed to administer that relationship.

Please do not send passwords, API keys, payment-card details, health information, or other sensitive material through website forms, email, or live chat.

Information collected automatically

Our web servers process technical information such as IP address, requested URL, and timestamp to deliver and secure the site. Security logs are not linked to enquiry records. We also use cookieless aggregate measurement as described under Website analytics.

Before you make a privacy choice, we do not set non-essential cookies or use non-essential browser storage. If you choose Accept, session storage records the landing-page path, referring domain, and UTM campaign fields. If you then submit an enquiry, we store those source details and the form path with it. If you choose Reject, we record only the page from which you submitted the enquiry. We do not attach your IP address, user agent, browser fingerprint, advertising click identifier, or full referring URL to the CRM record.

Cookie Policy and privacy choices

Our off-by-default cookie banner offers Accept and Reject. Accept enables live chat and consented analytics together; Reject keeps both off. You may change your selection at any time through Privacy choices in the footer. Your selection is stored in your browser for up to six months.

Live chat uses Zoho SalesIQ. Choosing Accept loads the chat service and enables SalesIQ visitor analytics. It may tailor the chat and site experience, but we do not enable advertising personalisation. Depending on your choice and use of chat, SalesIQ may process IP address, approximate location, browser and device information, referring source, pages viewed, visit timing, returning-visitor status, and widget interactions. It may use cookies or local storage for chat security, continuity, visitor recognition, preferences, and service reporting. See the Zoho SalesIQ cookie policy for current cookie names and lifetimes.

If you start a chat, SalesIQ stores the messages and the contact information you provide. We use your name and work email address to find or create corresponding records in Zoho Desk and Zoho CRM and may derive an organisation name and business domain from that email address.

Website analytics

We use a self-hosted instance of GoatCounter for aggregate website statistics. It uses no cookies or other browser storage. It processes page, referring source, campaign, browser, device, and coarse-location information. IP address and user-agent information may be held in memory for up to eight hours to avoid counting repeat views, but are not stored in the analytics database. The resulting statistics are not linked to an identifiable visitor. We rely on our legitimate interest in measuring and improving the website for this limited processing. Separate short-lived web-server logs are described above.

On aethoshub.com and agentaccessmanager.com, browser counts are sent through same-origin/analyticsendpoints to separate site identities in the shared, self-hosted GoatCounter service. This keeps each hostname's statistics separated.

If you choose Accept, we also use Google Analytics 4 (GA4). GA4 sets first-party cookies and processes device and browser information, referring source, approximate location, and the pages and events you trigger. Google uses IP address at collection time to derive location and then discards it before the address is logged or stored in GA4. We configure advertising storage, advertising user data, and advertising personalisation as denied and do not use GA4 for advertising. If you choose Reject, we signal that analytics storage is denied, remove accessible GA cookies, clear campaign attribution from session storage, and reload the page without GA4. See how Google uses information from sites that use its services.

AethosHub and Agent Access Manager use one GA4 property. Our reports and internal metrics warehouse separate their website data using the exact hostname, so product-site activity is not presented as AethosHub corporate-site activity or vice versa.

When you choose Accept and follow a normal link between aethoshub.com and agentaccessmanager.com, Google's cross-domain linker may add a short-lived_gl query parameter to carry analytics identifiers to the destination. This allows the journey to remain one GA4 user and session instead of creating a separate user and session on each domain. We do not enable this handoff unless you choose Accept.

How we use personal data and our legal bases

• Enquiries, evaluations, quotes, and support: to respond and take requested pre-contractual steps, where applicable, and otherwise for our legitimate interest in handling business communications and providing support.
• Customer administration and correspondence: to perform contracts, maintain appropriate business records, comply with law, and establish or defend legal claims.
• Live chat, GA4, SalesIQ visitor analytics, and campaign attribution: only with the consent recorded through our privacy settings.
• Cookieless aggregate measurement and security logs: for our legitimate interests in understanding, improving, protecting, and maintaining the site.
• Marketing email: only with your separate consent. Refusing marketing does not affect an enquiry, contract, or support request.

When the applicable consent and processing provisions of India's DPDP Act commence, we rely on the affirmative request or consent you provide through the relevant form or privacy setting. Where processing is based on consent, withdrawal does not affect earlier lawful processing. You can change website choices through Privacy choices, manage marketing through our email-preference page, or contact privacy@aethoshub.com.

Sharing and disclosure

Zoho Desk and Zoho CRM store enquiry, consent, customer-contact, and support records. Zoho SalesIQ provides live chat and, where enabled, visitor analytics. Google processes GA4 website-usage data when you choose Accept. We may also use hosting, infrastructure, backup, email, security, and professional-service providers where necessary to operate the business. Access is limited to authorised personnel and providers that need the data to perform their services. We do not sell personal data, share it with data brokers, or disclose it to unrelated advertising vendors.

Retention

• Enquiry records and related recovery copies are retained while the request is active and for up to 12 months after the last substantive contact, unless longer retention is needed for an active customer relationship, a legal obligation, or legal claims.
• Customer, contract, billing, and support records are retained for the relationship and afterwards for the period reasonably required by applicable law and limitation periods.
• SalesIQ chat history is retained for up to 30 days under our current configuration; information transferred to a customer or support record follows that record's period.
• GA4 user-level and event-level information is retained for no more than 14 months; standard aggregate reports may remain available for longer. Campaign attribution remains in session storage until the browser session ends or you choose Reject.
• Web-server security logs are normally retained for up to 14 days.
• Consent evidence is retained with the relevant record. Marketing suppression records are retained as long as reasonably necessary to honour the opt-out.

Your rights

Depending on the law that applies to you, you may have rights to:

• access personal data and obtain information about its processing;
• correct or complete inaccurate or incomplete data;
• request deletion or restriction and withdraw consent;
• object to certain processing and receive eligible data in a portable format; and
• when the corresponding DPDP Act provisions commence, nominate another person and use the grievance-redressal process.

These rights are subject to the conditions and exemptions in applicable law. For example, we may retain data needed to comply with law or establish, exercise, or defend legal claims. To make a request, email privacy@aethoshub.com. We may reasonably verify your identity and will respond within the applicable legal period.

You may complain to the supervisory authority for your location, including an EEA data protection authority or the UK Information Commissioner's Office. Once the relevant DPDP Act complaint provisions commence, an unresolved grievance may be taken to the Data Protection Board of India in accordance with that Act.

Data inside our products

Agent Access Manager is deployed in infrastructure selected and administered by the customer. In normal operation, prompts, model responses, API credentials, usage records, audit trails, and gateway telemetry are not sent to AethosHub. The customer determines its role under applicable law and may be a controller or a processor for another organisation. If requested support requires AethosHub to access customer personal data, we act on the customer's documented instructions as a processor or subprocessor under our Data Processing Addendum.

Security

We use technical and organisational measures appropriate to the nature of the data and the risks involved, including encryption in transit, access controls, and administrative auditability. No transmission or storage method is completely secure.

International transfers

Our Zoho services are configured for the United States region. Google may process GA4 data in the United States and other countries in which it operates. Where EU or UK transfer restrictions apply, we use an applicable adequacy mechanism or contractual safeguards such as the European Commission's Standard Contractual Clauses and the UK International Data Transfer Addendum. You may request information about the applicable safeguard by emailing privacy@aethoshub.com. Once the DPDP Act's transfer provisions commence, transfers will also be subject to restrictions notified by the Central Government of India.

Children's data

This website and our products are directed at businesses and are not intended for children. We do not knowingly collect personal data from anyone under 18. If you believe a child has provided personal data, contact us so we can take appropriate action.

Legal disclosures & business transfers

We may disclose personal data when required by law or legal process, or where reasonably necessary to investigate fraud or protect AethosHub, our customers, or others. Personal data may also be disclosed or transferred as part of a merger, acquisition, financing, reorganisation, or sale of all or part of the business, subject to applicable law.

Changes to this notice

We may update this notice to reflect changes in our services, practices, or legal obligations. The date and version at the top identify the current notice, and we will communicate material changes where required by law.

Contact & grievance redressal

For privacy questions, rights requests, or grievances, contact our privacy and grievance contact at privacy@aethoshub.com.

AethosHub Pvt Ltd is registered at Flat 105, Block G, Lancor Lumina, No: 50, Nellikuppam Rd, off GST Road, Guduvancheri, Tamil Nadu 603202, India.