Last updated: 13 February 2026
This Privacy Policy describes how Exact Match, a sole proprietorship based in India ("we", "us", or "our"), collects, uses, stores, and protects information when you use the website yourchatbot.in, the embeddable chat widget, APIs, and all related services (collectively, the "Service").
By using the Service, you consent to the collection and use of information in accordance with this Privacy Policy. If you do not agree, please do not use the Service.
| Data Type | Examples | Purpose |
|---|---|---|
| Account Information | Email address, password (hashed), organisation name | Account creation, authentication, communication |
| Content | Documents (PDF, TXT, MD), URLs, Q&A pairs, text files | Knowledge base for your AI chatbot |
| Bot Configuration | Bot name, system prompt, welcome message, theme settings | Customising your chatbot's behaviour and appearance |
| Billing Information | Payment card details (processed by Stripe), billing address | Subscription management and payment processing |
| Team Information | Email addresses of invited team members, assigned roles | Team collaboration and access management |
| Data Type | Examples | Purpose |
|---|---|---|
| Usage Data | API calls, message counts, document uploads, feature usage | Usage tracking, billing enforcement, analytics |
| Log Data | IP address, browser type, device type, access timestamps | Security, debugging, service improvement |
| Conversation Data | Chat messages between End Users and your Bot | Generating AI responses, conversation history |
When an End User interacts with a chatbot you have created using the Service, we collect the messages they send and the responses generated. You (the account holder) are the data controller for End User interactions with your Bot. You are responsible for informing your End Users about data collection and obtaining any necessary consents.
We use the information we collect for the following purposes:
We share data with the following third-party providers, strictly for the purposes of operating the Service. We do not sell your personal data to any third party.
| Provider | Purpose | Data Shared |
|---|---|---|
| OpenAI | AI model for generating chat responses and processing your content | Document text, chat messages |
| Stripe | Payment processing | Billing details, subscription status (card data is handled entirely by Stripe and never touches our servers) |
| Cloud infrastructure providers | Hosting, database, file storage, and content delivery | All Service data (encrypted at rest and in transit) |
Each provider operates under their own privacy policy. We encourage you to review them: OpenAI, Stripe.
Your data is primarily stored on servers located in India. Data may be transferred to other regions for processing by third-party AI providers (e.g., OpenAI servers in the United States).
We implement the following security measures to protect your data:
While we take reasonable precautions, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security of your data.
| Data Type | Retention Period |
|---|---|
| Account information | Until you delete your account |
| Uploaded documents and embeddings | Until you delete them or your account is terminated |
| Conversation history | Until you delete them or your account is terminated |
| Usage logs | 12 months from creation |
| Billing records | As required by Indian tax law (minimum 8 years under the Income Tax Act) |
| Server logs | 90 days |
Upon account deletion, we will delete or anonymise your personal data within 30 days, except where retention is required by law.
Under the Digital Personal Data Protection Act, 2023 (DPDPA) and applicable Indian law, you have the following rights:
To exercise any of these rights, contact us at support@exactmatch.site. We will respond within 30 days of receiving your request.
The Service uses minimal cookies and local storage for essential functionality only:
We do not use third-party tracking cookies, advertising pixels, or analytics services that track you across other websites. We do not engage in behavioural advertising.
The Service is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children. If we become aware that a child under 18 has provided us with personal data, we will take steps to delete such information promptly. If you believe a child has provided us with personal data, please contact us at support@exactmatch.site.
When you upload Content or when End Users chat with your Bot, the text is sent to OpenAI's API for generating embeddings (vector representations) and chat responses. Key points:
Your data may be transferred to and processed in countries outside India, particularly the United States (for OpenAI processing) and other regions where our infrastructure providers operate. By using the Service, you consent to such transfers. We ensure that appropriate safeguards are in place as required by the DPDPA and other applicable Indian laws.
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting a prominent notice on the Service at least 15 days before the changes take effect. The "Last updated" date at the top of this page indicates the most recent revision.
In compliance with the Information Technology Act, 2000 and rules made thereunder, as well as the DPDPA, the Grievance Officer for the purpose of this Privacy Policy is:
Grievance Officer
Exact Match
Email: support@exactmatch.site
The Grievance Officer shall acknowledge your complaint within 48 hours and resolve it within 30 days of receipt.
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:
Exact Match
Email: support@exactmatch.site
Website: https://yourchatbot.in