Privacy Policy

Last updated: June 8, 2026

1. Data Controller

HIREMEDIAMIND LLP is the data controller responsible for your personal data collected through hiremediamind.com and our SaaS products, including GrowthOS (AI business growth automation), Reputation OS, and Outreach OS. As data controller, we determine the purposes and means of processing your personal data in accordance with applicable laws including the Digital Personal Data Protection Act, 2023 (India), the GDPR (EU/UK), and the CCPA (California).

Where HIREMEDIAMIND LLP processes personal data on behalf of its business clients (for example, processing contact information belonging to a GrowthOS client's customers), we act as a data processor on their behalf and our clients act as the data controller for that data.

2. Information We Collect

We collect the following categories of personal data:

• Identity data: name, company name, job title
• Contact data: email address, phone number, WhatsApp number
• Usage data: pages visited, time on site, clicks, browser type, IP address
• Communication data: messages sent via our contact form, WhatsApp, or email
• Payment data: billing details processed securely by Razorpay. We do not store card details.
• Account data: login credentials and preferences for our SaaS products
• Business data: your Google Business Profile information if connected to our products
• WhatsApp Business data: see Section 6 below for full details
• AI interaction data: prompts, agent decisions, and outputs generated through our AI automation features

3. Legal Basis for Processing

We process your data under the following legal bases:

• Consent: when you submit a form, sign up for a product, or opt into communications
• Contract: to deliver services you have purchased or signed up for
• Legitimate interests: to improve our services, prevent fraud, and send relevant business communications
• Legal obligation: to comply with applicable laws and regulations

4. How We Use Your Information

We use your personal data to:

• Provide, operate, and improve our AI automation products and services
• Respond to enquiries and provide customer support (within 24 hours)
• Process payments and manage your account
• Send transactional emails and WhatsApp messages related to your account
• Send marketing communications (only with your consent; you may opt out at any time)
• Power AI agent features including lead scoring, message drafting, content generation, and analytics
• Analyse usage patterns to improve our products
• Comply with legal and regulatory obligations
• Detect and prevent fraud or abuse

5. Cookies and Tracking Technologies

We use cookies and tracking technologies to improve user experience and measure performance. Specifically:

• Google Analytics (GA4): measures website traffic and user behaviour
• Google Tag Manager: manages tracking scripts
• Analytics pixels: measure website interactions where enabled and consented
• Session cookies: required for our SaaS product dashboards to function

We use cookies only with user consent where required by applicable law. You can control cookies through your browser settings. Disabling cookies may affect some functionality.

6. WhatsApp Business Messaging

HIREMEDIAMIND LLP operates as a WhatsApp Business Solution Provider (BSP) and works with authorised Meta technology partners, including AiSensy, to deliver WhatsApp Business Platform services. Through our GrowthOS platform, we enable business clients ("Business Users") to send WhatsApp messages to their customers and leads ("End Users") using infrastructure provided by Meta Platforms, Inc. and its approved partners.

Security measures for WhatsApp campaigns in GrowthOS:

• Encrypted credentials: WhatsApp Business API access tokens and integration keys are stored using AES-256 encryption at rest and transmitted over TLS
• Template-based messaging: outbound campaign messages use Meta-approved WhatsApp message templates where required by Meta policy
• Consent and opt-out controls: STOP/unsubscribe replies are processed automatically; numbers on TRAI DND registries are checked before sending where applicable
• Rate limiting and abuse prevention: send volumes, quality ratings, and policy flags are monitored to protect account security and deliverability
• Audit logging: campaign sends, delivery events, opt-outs, and template usage are logged for security review and compliance
• Role-based access: only authorised Business User accounts can create, approve, or launch WhatsApp campaigns

Business Users are responsible for obtaining valid consent from recipients before sending WhatsApp messages and for ensuring message content complies with Meta's WhatsApp Business Policy, applicable telecom regulations, and consumer protection laws. HIREMEDIAMIND LLP may suspend WhatsApp campaign access where we reasonably believe a security, policy, or abuse risk exists.

Data we collect for WhatsApp Business features:

• Business Users: WhatsApp Business Account (WABA) ID, registered business phone number, Meta access tokens (stored AES-256 encrypted), WhatsApp quality rating status
• End Users (recipients): phone numbers provided by Business Users, message content sent to them, delivery status, read receipts, and any replies received
• Campaign data: template names and content, audience lists, send timestamps, open and reply rates

How this data is used:

• To send WhatsApp messages on behalf of Business Users to their End Users
• To track delivery and engagement for campaign analytics
• To power AI agent features (Sam) that draft and schedule outreach messages
• To enforce opt-out and DND (Do Not Disturb) compliance automatically

Retention for WhatsApp data:

• Message logs and delivery receipts: 90 days active storage, 6 months archive
• Campaign analytics data: 24 months
• Access tokens: retained for the duration of the Business User's active account only, deleted on account closure

Opt-out for End Users:

Any End User who receives a WhatsApp message via GrowthOS may reply STOP at any time to opt out of further messages from that Business User. GrowthOS processes STOP replies automatically and prevents further messages to that recipient. Business Users are required by our Terms of Service to honour all opt-out requests.

WhatsApp messages are delivered via Meta Platforms, Inc.'s infrastructure. Meta processes message routing data in accordance with their WhatsApp Privacy Policy. HIREMEDIAMIND LLP does not control Meta's data processing practices.

7. Third-Party Services & Data Processors

We work with the following trusted providers who process data on our behalf:

These providers process data under their own privacy policies and applicable data processing agreements. We share only the minimum data necessary for each provider to perform their service.

8. Information Sharing

We do not sell, rent, or trade your personal data. We share data only in these circumstances:

• With data processors listed in Section 7, strictly to provide our services
• When required by law, court order, or government authority in India or applicable jurisdictions
• To protect the rights, property, or safety of HIREMEDIAMIND LLP, our users, or the public
• In connection with a merger, acquisition, or sale of business assets (you will be notified in advance)

9. Data Retention

We retain personal data only as long as necessary for the purposes described in this policy, or as required by law:

• Contact form enquiries: up to 2 years
• Customer account data: for the duration of the account plus 1 year after closure
• Payment records: 7 years (Indian tax law)
• WhatsApp message logs: 90 days active, 6 months archive (see Section 6)
• AI agent action audit logs: 2 years (compliance and dispute resolution)
• Analytics data: as set by Google Analytics (default 26 months)

You may request deletion of your data at any time by contacting us (see Section 16).

10. Data Security

We implement industry-standard security measures including SSL/TLS encryption in transit, AES-256 encryption for sensitive credentials at rest, hashed password storage (bcrypt), rate limiting, and role-based access controls. Our databases are hosted on secured infrastructure with restricted access. No method of transmission over the Internet is 100% secure. If you believe your data has been compromised, contact us immediately at team@hiremediamind.com.

11. International Data Transfers

HIREMEDIAMIND LLP is based in India. Your data may be processed and stored on servers located in India, the United States (via Meta, Anthropic, Google), or Lithuania (via Hostinger). We ensure all international transfers comply with applicable data protection laws and that appropriate safeguards are in place, including reliance on the data processor's own compliance frameworks (e.g., Meta's DPF certification, Google's SCCs).

12. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected data from a minor, please contact us immediately and we will delete it promptly.

13. Your Data Rights

Depending on your location, you may have the following rights:

• Access: request a copy of the personal data we hold about you
• Rectification: request correction of inaccurate data
• Erasure: request deletion of your data ("right to be forgotten")
• Restriction: request that we limit how we process your data
• Portability: receive your data in a structured, machine-readable format
• Objection: object to processing based on legitimate interests or for direct marketing
• Withdraw consent: withdraw consent at any time without affecting prior processing

These rights apply under the GDPR (EU/UK), CCPA (California), and India's Digital Personal Data Protection Act, 2023. Submit your request to team@hiremediamind.com. We will respond within 30 days.

14. CCPA Compliance (California Residents)

Under the California Consumer Privacy Act (CCPA), California residents have the right to know what personal data we collect, the right to delete it, and the right to opt out of the sale of personal information. We do not sell personal information. To exercise your CCPA rights, contact us at team@hiremediamind.com.

15. Grievance Officer (India)

In accordance with the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023, a Grievance Officer is designated to address data-related complaints:

16. Policy Updates

We may update this Privacy Policy to reflect changes in our practices or applicable laws. Changes will be posted on this page with an updated date. We encourage you to review this policy periodically. Continued use of our services after changes are posted constitutes acceptance of the updated policy. For material changes affecting WhatsApp data handling, we will provide additional notice via email or in-product notification.

17. Governing Law

This Privacy Policy is governed by the laws of India, including the Information Technology Act, 2000, the IT (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and the Digital Personal Data Protection Act, 2023. Disputes arising under this policy shall be subject to the exclusive jurisdiction of the courts in Jhansi, Uttar Pradesh, India.

18. Contact Us

For questions, requests, or concerns regarding this Privacy Policy or your personal data: