Privacy Policy

1. Introduction

AceOS is an AI-powered customer relationship management, sales intelligence, customer engagement, communication and automation platform operated under the Ace Digi Hub brand.

Ace Digi Hub and AceOS are operated by A. Esquire Infracon Private Limited, Plot No. 147, Near Old Gate, Nirmala College, Parastoli, Doranda, Ranchi, Jharkhand, India. CIN: U45400JH2019PTC013692. GSTIN: 20AASCA9742L1Z8.

Website: www.acedigihub.online | Email: official@acedigihub.online | Phone: +91 92341 40511

In this Privacy Policy, “AceOS”, “Ace Digi Hub”, “we”, “our” and “us” refer to A. Esquire Infracon Private Limited in connection with its operation of AceOS. This Policy explains how we collect, receive, use, process, store, share, protect and delete personal data when individuals or organizations use AceOS, our website, applications, APIs, integrations, communication systems and related services.

This Policy is intended to operate consistently with applicable Indian privacy and information technology law, including the Information Technology Act, 2000 and applicable rules, and with the Digital Personal Data Protection Act, 2023 and Digital Personal Data Protection Rules, 2025 as their provisions become applicable.

2. Scope

This Privacy Policy applies to personal data processed through the AceOS website, web and mobile applications, CRM and CRM Pro features, WhatsApp integrations, AI communication agents, telephone and voice-agent functionality, sales and lead-management systems, workflow automation, calendars and connected applications, APIs and webhooks, customer support, billing and account administration, and other services provided as part of AceOS.

3. Our Role When Processing Personal Data

3.1 Data controlled directly by AceOS

A. Esquire Infracon Private Limited may determine the purposes and means of processing personal data relating to AceOS account holders, administrators, authorized users, subscriptions, billing, product usage, website visitors, customer support, fraud prevention, security, service administration and direct relationships with AceOS. For such information, A. Esquire Infracon Private Limited acts as the relevant entity responsible for determining the purposes of processing.

3.2 Data controlled by our customers

AceOS customers may upload, synchronize, collect or generate information relating to their own leads, prospects, customers, employees, contacts, suppliers and other individuals. Where an AceOS customer determines why such information is processed, that customer is ordinarily responsible for determining the purpose of processing and AceOS processes the information to provide services to that customer.

CRM contacts and lead records
WhatsApp conversations and communication history
sales notes, follow-up information and sales outcomes
conversation transcripts and AI-generated summaries
workflow data and AI-generated recommendations

Our customers are responsible for ensuring that they have appropriate authority, notice, consent or another lawful basis to provide such information to AceOS and instruct us to process it.

4. Information We May Collect or Process

4.1 Account information

name, email address and phone number
company name, job title and organization details
username, account identifier, permissions and user role
login and authentication information

4.2 CRM and lead information

names, email addresses and telephone numbers
company information, job titles and lead sources
customer requirements, lead stages and pipeline status
communication history, follow-up information and meeting information
customer preferences, notes, assigned representatives and sales outcomes

4.3 WhatsApp information

Where a customer connects WhatsApp or Meta services to AceOS, we may process WhatsApp Business Account identifiers, phone-number identifiers, customer phone numbers, WhatsApp user identifiers, message content and history, message metadata and timestamps, delivery and read status, attachments, images, documents, audio, templates, webhook events, conversation status and information required to operate the integration.

WhatsApp conversation history may be stored by AceOS to provide CRM, communication, automation and intelligence functionality. We do not request or store a user’s Facebook or WhatsApp password.

5. Voice and Telephone Data

AceOS may provide AI-powered or human-assisted telephone functionality. Depending on the service configuration, we may process telephone numbers, live audio streams, call metadata, caller and recipient information, conversation transcripts, AI responses, call outcomes, follow-up requirements, sales outcomes, meeting requests and information disclosed during a call.

Call recordings

AceOS does not ordinarily retain call audio recordings after the processing required to provide the service. However, transcripts and structured information derived from conversations may be retained where required to provide CRM, intelligence, follow-up or other AceOS functionality. Customers are responsible for complying with applicable requirements concerning telephone communications, disclosure of AI involvement, call recording, consent and marketing communications.

6. Conversation Transcripts

AceOS may store transcripts from communications handled through the platform. Transcripts may be used to maintain customer history, provide context to authorized users, produce summaries, determine conversation outcomes, generate follow-up actions, provide AI recommendations, improve sales intelligence and improve AceOS AI functionality as described below.

7. Artificial Intelligence and Continuous Learning

A key function of AceOS is its ability to improve recommendations and sales intelligence based on interactions and outcomes. Certain AceOS AI features may process conversation content, transcripts, questions, responses, customer reactions, lead behaviour, sales stages, follow-up results, conversion results, successful or unsuccessful outcomes, human actions following AI recommendations and other relevant interaction signals.

This information may be used to:

improve recommendations and future responses
improve lead scoring and sales intelligence
determine which actions are associated with better outcomes
personalize functionality for customers
improve suggested next actions and communication strategies
evaluate AI performance and improve AceOS intelligence systems
develop and improve AceOS products and services, using product-usage information rather than the content of WhatsApp messages

Where appropriate and reasonably practicable, data used for broader product improvement may be aggregated, de-identified, pseudonymized or otherwise processed to reduce association with specific individuals.

Customer-specific learning

AceOS may use a customer’s historical interactions and outcomes to improve recommendations and intelligence provided to that customer.

Broader AceOS improvement

AceOS may use information about how the product is used, such as which features are used, error rates and response times, to improve AceOS. For channels other than WhatsApp, such as telephone calls and transcripts, AceOS may also use eligible interaction and outcome information to improve the performance of AceOS AI systems more broadly where such processing is permitted by applicable law and appropriate notice, consent or another valid basis has been provided.

We do not use the content of WhatsApp messages, or any other information we receive through the WhatsApp Business Platform or Meta services, to train or improve AI models that are shared across customers, and we do not permit our AI service providers to do so. Information from one customer's WhatsApp conversations is used only to provide the service to that customer, including that customer's own recommendations and summaries.

We do not sell private customer conversations, CRM information or personal data to advertisers, data brokers or unrelated third parties for their independent AI-training purposes. Where applicable law requires consent for a particular AI-learning purpose, AceOS or the relevant customer will obtain appropriate consent before such processing.

8. Automated Recommendations

AceOS may automatically generate lead scores, conversation summaries, next-action recommendations, sales recommendations, follow-up recommendations, customer classifications, engagement suggestions, task priorities, communication suggestions and other AI-generated insights. These outputs are intended to assist users. AI-generated information may occasionally be inaccurate or incomplete and should not automatically be treated as a guaranteed factual conclusion. Users remain responsible for important business decisions made using AceOS.

9. Meta and WhatsApp Business Platform

AceOS may enable businesses to connect their WhatsApp Business Accounts and Meta services. When a customer authorizes such integration, AceOS may receive and process information through Meta-authorized APIs and webhooks.

send and receive messages
display communications inside AceOS
manage customer interactions and trigger workflows
maintain CRM history
support AI-assisted conversations
provide analytics and follow-up functionality
provide other services requested by the customer

AceOS does not sell Meta or WhatsApp-derived personal data and does not use such data for unrelated advertising. Customers using these integrations must comply with applicable Meta and WhatsApp policies, consent requirements and messaging rules. If access to Meta or WhatsApp information is revoked or deleted, AceOS will process corresponding deletion obligations in accordance with applicable platform requirements and law.

Information received through the WhatsApp Business Platform belongs to the business that connected the number. We process it only to provide the services that business has asked for. When a business disconnects WhatsApp, we stop receiving messages for that number and remove the stored access credential. Requests to delete data are handled as described in section 21.

10. Connected Applications

AceOS allows customers to connect external services. Depending on customer configuration, these may include Meta, WhatsApp, Google services, calendars, email providers, telecommunications providers, payment providers, automation tools, business software, customer-selected APIs and other third-party applications. When a customer connects an external service, AceOS may exchange information necessary to perform the requested integration. Customers control which optional integrations they connect.

11. Technical Information

AceOS may automatically process technical information including IP address, browser type, device type, operating system, session information, application version, timestamps, API requests, feature usage, authentication events, error logs, security events, network information and other diagnostic information. We use this information for authentication, security, troubleshooting, preventing abuse, maintaining availability, performance monitoring, analytics and improving the Services.

12. Payment Information

Payments may be processed through Cashfree Payments, Razorpay or another authorized payment provider. AceOS does not intentionally store complete card numbers, CVVs or online-banking passwords. We may retain transaction-related information including customer name, invoice details, subscription, transaction identifier, payment amount, payment status, GST information and billing history. Payment providers may independently process information subject to their own privacy policies.

13. Purposes of Processing

provide AceOS and manage user accounts
operate CRM, WhatsApp and AI-agent functionality
provide sales intelligence, recommendations and lead management
generate summaries, schedule meetings and facilitate telephone calls
perform customer-requested workflows and maintain conversation history
provide support and process payments
detect fraud, maintain security and prevent misuse
improve reliability, AI functionality, products and services
comply with law, enforce agreements and protect legal rights

Where processing requires consent, AceOS or the relevant AceOS customer will seek the consent required for the relevant purpose. Customers using AceOS are responsible for ensuring that they have appropriate authority to upload personal information, contact leads, send WhatsApp messages, initiate telephone communications, use marketing campaigns, process customer conversations and transcripts, use AI functionality, and otherwise process personal information through AceOS. Where required, customers must provide appropriate privacy notices to the individuals they communicate with.

Where processing relies on consent, an individual may withdraw that consent subject to applicable law. Withdrawal may affect the availability of functionality that depends on the relevant information and does not invalidate lawful processing performed before consent was withdrawn.

Requests may be submitted through https://www.acedigihub.online/data-deletion or by email to official@acedigihub.online.

A person can stop WhatsApp messages from a business that uses AceOS at any time by replying STOP, or by writing in their own words that they do not want to be contacted. We confirm the request, stop sending, and record the date. Replying START asks to receive messages again. The business can also record a withdrawal on the person's behalf.

16. Data Minimisation

We seek to process only information reasonably required to provide, secure and improve AceOS. Customers should avoid uploading unnecessary personal information or sensitive information unrelated to their legitimate business purpose.

17. Service Providers and Subprocessors

AceOS uses third-party service providers to operate its infrastructure. Current providers may include:

Wix - website hosting and related website functionality
Meta - WhatsApp Business Platform and related messaging functionality
Oracle Cloud Infrastructure - server and database hosting (Mumbai, India)
Google - certain AI and technology services
Groq, Cerebras and OpenAI - AI language and embedding services, only where a customer chooses them for its AI replies or knowledge search
LiveKit - self-hosted real-time communications infrastructure
Vobiz - telecommunications and calling infrastructure
Cashfree Payments - payment processing
Razorpay - payment processing
Resend - transactional or service-related email
Other customer-selected tools and integrations expressly connected to AceOS

Each provider receives only what is needed to perform the task it is used for, and we instruct providers not to use that content to train their own models. We may add or replace service providers as AceOS evolves. Customers may also independently connect third-party applications to AceOS. Information provided to those services is subject to the relevant customer’s instructions and, where applicable, the third party’s own terms and privacy practices.

We do not sell personal data. We may disclose information to infrastructure providers, AI providers, telecommunication providers, payment processors, email providers, security providers, connected services authorized by customers, professional advisers where appropriate, government authorities where legally required and parties involved in a lawful corporate transaction. Service providers are given access only as reasonably necessary to provide relevant services.

19. International Processing

Some technology providers used by AceOS may process information outside India. Where applicable, we will process or transfer personal data in accordance with Indian law and any restrictions imposed by competent authorities. Use of an international provider does not grant that provider ownership of customer information.

20. Data Retention

AceOS retains personal information only for as long as reasonably necessary for the purposes for which it is processed or where retention is required by law. For customer-controlled information such as WhatsApp conversations and transcripts, information may generally remain available while it is maintained by the customer in AceOS. When a customer deletes eligible information through AceOS, AceOS will initiate deletion of the corresponding active information from our systems.

Residual copies may temporarily remain in encrypted backups, disaster-recovery systems, security logs or systems where immediate removal is technically impracticable, until those systems are overwritten or reach the end of their ordinary retention cycle. We may retain limited information where necessary to meet legal requirements, maintain financial records, detect fraud, maintain security, resolve disputes or establish, exercise or defend legal claims.

21. Data Deletion

Self-service deletion

Where available, authorized users may delete applicable information directly from their AceOS account. When eligible customer-controlled information is deleted from the platform, AceOS will initiate deletion of corresponding active records.

Data deletion requests

Any individual may also submit a deletion request through https://www.acedigihub.online/data-deletion or official@acedigihub.online. There is no fee for making a deletion request. We may request limited information necessary to verify identity and locate the relevant data. Where information was collected on behalf of an AceOS business customer, we may need to coordinate the request with that customer. Where applicable, we will also take reasonable steps to instruct relevant processors to delete information covered by a valid deletion request.

We complete deletion requests within 30 days. We delete the person's contact record and the leads, conversations, messages, call records, notes, AI summaries and stored files linked to it in the workspace concerned, and we keep a record that the deletion happened that contains no personal details. Backups are not restored to bring deleted data back and are overwritten on our normal rotation. We may keep information that we are legally required to keep, such as invoices.

22. Access and Correction

Subject to applicable law, individuals may request access to personal data relating to them, correction of inaccurate information, completion of incomplete information, updating of information, deletion of applicable information and information concerning our grievance process. Requests may be sent to official@acedigihub.online.

23. Security

AceOS uses administrative, organizational and technical safeguards intended to protect personal data. Depending on the relevant system, measures may include encryption in transit, encryption at rest where appropriate, access controls, account authentication, role-based access, tenant-level isolation, restricted production access, credential and secret management, logging, infrastructure monitoring, backups, audit mechanisms, incident-response procedures, vulnerability remediation and access-revocation processes. Customers are responsible for maintaining the confidentiality of their passwords and credentials and controlling who can access their organization. No electronic system can guarantee absolute security.

Support access

AceOS staff can access a customer's workspace, including its conversations, only to provide support the customer has asked for or to keep the service secure. Each access needs a written reason, is limited to administrator rights, is logged against the staff member's name, and does not include sending messages to the customer's contacts.

24. Personal Data Breaches

If we become aware of a personal-data breach, we will investigate the incident and take reasonable steps to contain the incident, mitigate harm, secure affected systems, determine the scope of affected information and prevent recurrence. Where required by applicable law, platform obligations or contractual requirements, we will provide appropriate notifications to affected customers, individuals, service providers or competent authorities.

25. Children’s Data

AceOS is primarily designed for businesses and professional users and is not intended as a service directed toward children. Customers must not knowingly use AceOS to unlawfully collect, profile or process children’s personal data. Where processing relating to a child requires parental or guardian consent, the entity responsible for collecting that data must obtain the required consent before processing it through AceOS.

26. Marketing Communications

AceOS may send customers information relating to service updates, new functionality, account activity, security, subscription information and promotions. Where required, promotional communications will contain a mechanism for opting out. Operational, transactional and security messages may continue where necessary. Businesses using AceOS to send communications to their own customers remain responsible for their compliance with applicable marketing, telecommunication and messaging laws and policies.

27. Cookies and Website Technologies

Our website and applications may use cookies or similar technologies for authentication, sessions, security, preferences, analytics, performance and essential website functionality. Where applicable law requires consent for non-essential cookies, appropriate choices will be provided.

28. Ownership of Customer Data

Customers retain their rights in information they submit to AceOS. AceOS does not obtain ownership of a customer’s CRM contacts, WhatsApp conversations, lead lists, sales information, transcripts, business records or uploaded documents merely because the information is processed through AceOS. Customers grant us only the rights reasonably necessary to operate, secure, maintain and improve the Services in accordance with applicable agreements and this Privacy Policy.

29. No Sale of Personal Data

AceOS does not sell personal data. In particular, we do not sell CRM contacts, WhatsApp conversations, call transcripts, customer communication history, lead data, Meta-derived personal data or customer-uploaded information to advertisers, data brokers or unrelated third parties.

30. Third-Party Services

Customers may use AceOS with independent third-party platforms. Those third parties may separately determine how information is processed and may maintain independent privacy policies. This Privacy Policy does not replace the privacy policies of independent third parties including Meta, WhatsApp, Google, Razorpay, telecommunications carriers or customer-selected applications.

31. Account Closure

Customers may close their AceOS account using available account controls or by contacting us. Following account closure, eligible personal information will be deleted or anonymized subject to legal retention requirements, financial-record obligations, fraud prevention, security requirements, unresolved disputes, backup retention and other circumstances permitted by law. Customers should export information they are lawfully permitted to retain before terminating their account.

32. Grievance Redressal

Privacy questions, complaints or grievances may be submitted to our Grievance Manager:

Prabin Kumar

Grievance Manager

A. Esquire Infracon Private Limited

Plot No. 147, Near Old Gate, Nirmala College, Parastoli, Doranda, Ranchi, Jharkhand, India

Email: prabin@acedigihub.online

General privacy requests may also be sent to official@acedigihub.online. We will review and respond to valid privacy grievances in accordance with applicable law.

33. Changes to this Privacy Policy

We may update this Privacy Policy when necessary due to changes to AceOS, new functionality, new integrations, changes to our processing practices, regulatory developments, changes to applicable law, security requirements or platform-policy requirements. The “Last Updated” date will indicate when this Policy was most recently revised. Where required, additional notice or consent will be provided for material changes.

34. Contact Information