Privacy Policy

Effective Date: 7th December 2025

  1. Introduction
    Ask Mitoto (“Platform”, “Service”) is an AI-powered business intelligence system developed by Verve Systems Pvt. Ltd. (“Company”, “We”, “Our”). This Privacy Policy describes how we collect, store, process, share, retain, and protect information when you use our software, website, APIs, mobile interfaces, or related services. By accessing Ask Mitoto, you acknowledge and agree to this Privacy Policy and our  Terms and Conditions. Acceptance of this Policy is mandatory to use the Platform.
  2. Types of Data We Collect
    1. Personal Information:
      Full name, email address, phone number, company name, account credentials, authentication metadata, subscription details and billing information, support communication records.
    2. Uploaded and Connected Data (Customer Data):
      Documents, spreadsheets, databases, tables, third-party data sources, external tools, cloud storage, metrics, reports, structured and unstructured datasets.
    3. Usage & Interaction Data:
      Prompts, queries, filters, selected fields, dashboards created, analytics usage, BI operations, reporting logs, time-stamps, feature usage patterns, workflow logs.
    4. Device & Technical Data:
      Device ID, IP address, browser/OS version, network details, ISP metadata, error logs, crash logs, performance metrics.
    5. Payment Information:
      Payment processing is handled exclusively by third-party PCI-compliant providers. We do not store full credit/debit card details.
  3. How We Use Your Data
    1. Core Platform Functions

      We process your data to:

      • Generate dashboards, insights, visualizations, and query responses
      • Validate, structure, optimize, and analyze uploaded inputs
      • Improve AI accuracy, model performance, and output quality
      • Operate, maintain, and secure the Platform
    2. Service Improvements

      Aggregated and anonymized data may be used for:

      • Product enhancements
      • Algorithm training and architecture improvement
      • Research, analytics, and performance optimization

      Crucially, by using the Service, you grant Verve Systems Pvt. Ltd. the right to process, analyze, and retain system-generated logs, models, and anonymized derivatives of Customer Data for further product enhancements and improving product coding, logic, architecture, and overall software performance.

    3. Free Plan Users
      • Aggregated, anonymized behaviour data may be analyzed for commercial and research purposes
      • Prompts and outputs may be used to improve feature relevance
    4. Paid Plan Users
      • Data is used strictly for providing subscribed features
      • No behavioural analytics used for commercial resale
    5. Communications

      We may send:

      • Service announcements, updates, billing alerts
      • Security notifications
      • Optional marketing communications
  4. Data Storage & Security
    1. Storage Location

      All Customer Data is stored securely on AWS Ohio (USA) Region.

    2. Security PracticesWe employ:
      • Encryption in transit (TLS 1.2+) and at rest
      • Role-Based Access Control (RBAC)
      • Continuous monitoring and anomaly detection
      • Segregated multi-tenant architecture
      • Regular vulnerability assessments and audits

      However, no system is 100% secure. You must maintain secure credentials and internal data protection measures.

  5. Sharing of Information
    1. Authorized Sub-Processors

      To operate the Platform, we may share limited necessary data with:

      • Cloud hosting providers
      • AI/LLM service partners
      • Analytics and performance tools
      • Payment service providers
      • Security monitoring vendors

      All sub-processors follow contractual confidentiality and security obligations.

    2. Legal & Compliance Requirements

      We may disclose data:

      • To comply with government, regulatory, or court orders
      • To enforce our Terms or defend legal claims
    3. Business Transfers

      In the event of merger, acquisition, restructuring, or asset sale, Customer Data may be transferred to the successor entity with appropriate notice.

  6. User Rights and Account Management
    1. User Rights:

      Subject to jurisdiction, you have the right to access, request corrections, request deletion (with exceptions), withdraw consent, and request export of Customer Data. Requests may be submitted to info@askmitoto.com.

    2. Data Retention & Account Deletion:

      We may retain:

      • Uploaded datasets, logs, models, prompts, reports
      • System-generated enhancements
      • Compliance and financial records
      • Audit trails and security logs

      Retention ensures platform stability, fraud prevention, and service improvement.
      Data may be retained indefinitely where legally permitted.
      Upon account deletion, Verve Systems Pvt. Ltd. will retain financial records, billing details, and compliance-required data. We will also retain system-generated enhancements, aggregated models, logs, and anonymized derivatives of Customer Data for product improvement purposes (as outlined in Section 3.2).

  7. Indemnification & Commercial Clauses: By using the Service, you agree to indemnify and hold harmless Verve Systems Pvt. Ltd. and its affiliates, officers, agents, and employees from any and all claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising from your use of the Service, your violation of these terms or any associated policies, or any data you upload that infringes upon the rights of any third party.
    1. Shipping Policy:

      Upon successful payment, you will digitally receive the following:

      • A welcome/introduction email with access credentials to our application
      • Purchase confirmation email along with invoice
    2. Cancellation & Refund Policy:

      Ask Mitoto does not offer cancellation or refunds once the service is purchased or the account is activated.

  8. Cookies & Tracking

    We use cookies and similar tools for:

    • Analytics
    • Feature optimization
    • Session management
    • Personalization

    Disabling cookies may impair performance.

  9. Children’s Privacy
    Ask Mitoto is not intended for individuals under 18. We do not knowingly collect data from minors.
  10. Policy Updates
    We may update this Policy to reflect new laws, technologies, or platform changes. an updated Effective Date will be posted.
  11. Contact Us
    For privacy concerns, requests, or clarifications: info@askmitoto.com 
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