Privacy Policy

1. Introduction

NivaLabs AI ("NIVA", "we", "us", or "our") is a product of PySquad Informatics LLP, headquartered at A 605, Shilp Aaron, Sindhubhavan Road, Ahmedabad, Gujarat 380054, India.

This Privacy Policy describes how we collect, use, and protect information when you use the NIVA platform, including our website, admin panel, chatbot widgets, and APIs. By using NIVA, you agree to the practices described in this policy.

2. Information We Collect

We collect information in the following categories:

• Account information: name, email address, and organisation name provided when creating an account or booking a demo.
• Bot configuration data: system prompts, welcome messages, branding settings, and knowledge base content you upload to NIVA.
• Conversation data: chat messages exchanged between visitors and your NIVA-powered bot, stored for analytics and session history.
• Lead data: name and email submitted by visitors through the bot's lead capture form.
• Usage data: log data, IP addresses, browser type, and pages visited on niva.nivalabs.ai.
• Payment information: handled by third-party payment processors. We do not store card numbers.

3. How We Use Your Information

• To provide and operate the NIVA platform and chatbot services.
• To respond to demo requests, support queries, and enquiries.
• To improve platform features, performance, and reliability.
• To send transactional emails (account setup, billing, security alerts).
• To comply with legal obligations where applicable.

4. Knowledge Base and Bot Content

Documents, URLs, and text you upload to your bot's knowledge base are stored in an isolated vector database dedicated to your account. Your knowledge base content is:

• Only accessible by your account and authorised admin users.
• Never shared with other NIVA customers or used to train shared AI models.
• Deleted upon account termination upon written request.

5. Conversation Data

Chat sessions between your bot and end users (your customers) are stored and attributed to your bot. As a NIVA customer, you are responsible for ensuring your end users are informed that their conversations may be stored.

We recommend adding a disclosure to your website informing visitors that the chatbot logs conversations for quality and support purposes.

6. Third-Party AI Providers

NIVA supports multiple AI providers including OpenAI (via Azure), OpenRouter, and Ollama. When a message is processed through an external AI provider, the message content may be sent to that provider's API. We configure all external providers with data processing agreements where available.

If you use Ollama (local inference), no message data leaves your server.

7. Data Security

We implement industry-standard security measures including:

• HTTPS encryption for all data in transit.
• Isolated database collections per customer bot.
• Role-based access control in the admin panel.
• Regular security reviews and dependency updates.

8. Data Retention

We retain account and conversation data for as long as your account is active. You may request deletion of your data at any time by contacting us at solutions@nivalabs.ai. We will action deletion requests within 30 days.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data.
• Object to or restrict certain processing.
• Data portability — receive your data in a machine-readable format.

To exercise any of these rights, contact us at solutions@nivalabs.ai.

10. Cookies

NIVA uses session cookies required for the admin panel to function. We do not use tracking cookies or third-party advertising cookies on the NIVA platform. The public-facing chatbot widget does not set cookies on the host website.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email to registered account holders. Continued use of NIVA after changes constitutes acceptance of the updated policy.