Planetic Privacy Policy

1. Scope

This Privacy Policy applies to:

• the Planetic website and related online services;
• PlaneticVoice, PlaneticChat, PlaneticMail, PlaneticOne, and related products;
• Planetic accounts and customer dashboards;
• communications with Planetic;
• information collected when you interact with our website, products, or services.

This Privacy Policy does not necessarily apply to information that our business customers collect and process independently of Planetic.

When a business uses Planetic to communicate with its own customers, leads, employees, or other individuals, that business may determine why and how that information is processed. In those circumstances, Planetic may process the information on that business's behalf.

2. Information We Collect

Depending on how you interact with Planetic, we may collect the following categories of information.

Account and business information

This may include:

• name;
• business name;
• email address;
• phone number;
• account credentials and authentication information;
• billing and subscription information;
• business configuration and preferences;
• information you provide when contacting us.

Customer Content

Customers may provide information to Planetic in order to use our services.

This may include:

• names and contact details;
• phone numbers;
• email addresses;
• CRM records;
• customer history;
• lead information;
• documents and files;
• prompts and instructions;
• knowledge bases;
• call information;
• voice recordings;
• call transcripts;
• chat conversations;
• emails and related content;
• information generated through interactions with an AI agent.

We refer to this information collectively as “Customer Content.”

Customer Content may contain personal information belonging to individuals who interact with our customers.

Usage and technical information

We may collect information such as:

• IP address;
• browser and device information;
• operating system;
• timestamps;
• pages and features accessed;
• account activity;
• service usage;
• diagnostic and security information;
• logs and other technical information.

Payment information

Payments may be processed through third-party payment providers such as Razorpay.

We may receive information necessary to identify the transaction, subscription, payment status, or billing relationship. Payment credentials such as card details may be handled directly by the payment provider rather than stored by Planetic.

3. How We Use Information

We may use information to:

• provide and operate Planetic;
• create and manage accounts;
• authenticate users;
• process subscriptions and payments;
• provide customer support;
• configure and operate AI agents;
• process calls, chats, emails, and related communications;
• generate transcripts and other outputs;
• perform actions requested through our services;
• synchronize information with connected services;
• monitor service performance and reliability;
• detect fraud, abuse, security incidents, or unauthorized activity;
• maintain and improve our services;
• communicate with customers about their accounts or services;
• comply with applicable legal obligations;
• establish, exercise, or defend legal claims.

Where we process Customer Content on behalf of a business customer, we generally process that information according to the customer's instructions and applicable contractual terms.

4. Our Role in Customer Data

Planetic can act in different capacities depending on the circumstances.

When Planetic processes information on behalf of a customer

A business customer may use Planetic to process information about its own customers, leads, employees, or other individuals.

In these circumstances, the business customer generally determines the purposes for which the information is processed, while Planetic provides the technology and processes the information on the customer's behalf.

The customer is generally responsible for determining whether it has an appropriate legal basis, providing required notices, obtaining required consents, and complying with laws applicable to its use of Planetic.

When Planetic processes information for its own purposes

Planetic may independently determine how certain information is processed for purposes such as:

• account administration;
• billing;
• security;
• fraud prevention;
• service operations;
• customer support;
• legal compliance;
• website operation;
• business administration;
• product analytics and improvement.

For these activities, Planetic may act as an independent controller or equivalent responsible entity under applicable privacy law.

5. AI Processing

Planetic uses artificial intelligence and machine-learning technologies as part of its services.

Depending on the product and configuration, AI technologies may be used for:

• speech recognition;
• transcription;
• understanding customer requests;
• generating responses;
• speech synthesis;
• classification;
• information extraction;
• retrieval from customer-provided knowledge;
• routing and decision-making;
• generating emails or chat responses;
• performing actions requested by users;
• providing automated customer support.

AI processing may involve third-party technology providers that provide models, speech services, infrastructure, or related capabilities.

Planetic may send relevant information to those providers when necessary to provide the requested service.

We do not represent that every AI provider used by Planetic has identical privacy practices. Where applicable, our contractual arrangements and technical controls are intended to govern how service providers may process information.

6. AI Training and Model Improvement

Planetic may use third-party AI technologies to provide its services.

Customer Content is not automatically treated as publicly available information simply because it is processed through an AI service.

Where third-party providers are involved, the applicable provider's contractual terms, technical configuration, and data-processing practices may determine whether and how submitted information is retained or used by that provider.

Planetic will not state that Customer Content is used to train AI models unless that use is specifically permitted, disclosed, and applicable to the relevant service.

Where a customer has specific contractual requirements concerning AI training or model improvement, those requirements may be addressed through applicable agreements or service configurations.

7. PlaneticVoice

PlaneticVoice enables businesses to deploy AI-powered voice agents for customer conversations.

When PlaneticVoice is used, we may process:

• telephone numbers;
• caller and recipient information;
• call metadata;
• audio;
• call recordings;
• transcripts;
• AI-generated responses;
• customer-provided knowledge;
• information discussed during calls;
• actions or outcomes generated during calls.

Calls may be recorded and transcribed depending on the configuration and service being used.

Businesses using PlaneticVoice are responsible for complying with applicable laws concerning:

• call recording;
• consent;
• telecommunications;
• marketing and outreach;
• disclosure of automated or AI-based interactions;
• customer notifications;
• handling of sensitive information.

Where required, customers should provide appropriate notices to people interacting with their AI agents.

8. PlaneticChat

PlaneticChat provides AI-powered conversational experiences.

Depending on the configuration, we may process:

• chat messages;
• conversation history;
• user-provided information;
• knowledge-base content;
• uploaded files;
• AI-generated responses;
• technical and usage metadata.

Chat content may be processed by third-party AI providers used to deliver the service.

The specific providers and configurations may vary by product, feature, or implementation.

9. PlaneticMail

PlaneticMail is designed to help businesses use AI-assisted email workflows alongside their customer communication operations.

Depending on the features enabled, PlaneticMail may process:

• email addresses;
• email messages;
• email metadata;
• attachments;
• customer information;
• AI-generated drafts or responses;
• instructions and business context.

Planetic may rely on third-party email infrastructure or service providers to deliver these capabilities.

The specific infrastructure and providers may vary depending on the service configuration.

10. Integrations

Planetic may allow customers to connect third-party services, including CRM and business systems.

These integrations may include services such as CRM platforms, communication systems, email services, or other business applications.

When a customer enables an integration:

• Planetic may receive information from the connected service;
• Planetic may send information to the connected service;
• the scope of information exchanged depends on the integration and permissions granted;
• the third party's own privacy policy and terms may also apply.

Customers are responsible for ensuring that they have appropriate authorization to connect third-party systems and share information with Planetic.

11. Service Providers and Subprocessors

Planetic may use third-party service providers to operate and deliver its services.

These may include providers for:

• cloud infrastructure;
• databases and storage;
• authentication;
• telecommunications;
• voice processing;
• speech recognition;
• AI models;
• email delivery;
• analytics;
• security;
• payment processing;
• customer support;
• other infrastructure necessary to operate Planetic.

These providers may process information only to the extent necessary to provide their services to Planetic or as otherwise permitted by applicable agreements.

As our service evolves, our provider list may change.

Where required by applicable law or contract, Planetic may provide information about relevant subprocessors and applicable processing arrangements.

12. Payments

Planetic may use third-party payment processors, including Razorpay, to process payments.

Payment providers may collect and process payment information according to their own privacy policies and terms.

Planetic may receive transaction-related information such as:

• customer identity;
• transaction amount;
• payment status;
• subscription information;
• transaction identifiers.

We do not need to store full payment card information in order to provide our services.

13. Authentication and Account Security

Planetic may support authentication through:

• email-based authentication; and
• Google authentication.

Authentication credentials are handled through the applicable authentication infrastructure.

We may process account and authentication information to:

• create and maintain accounts;
• verify identity;
• prevent unauthorized access;
• protect our services;
• investigate suspicious activity.

You are responsible for keeping your account credentials and authentication methods secure.

14. Data Retention

We retain information only for as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer period is required or permitted by law.

Retention periods may vary depending on:

• the type of information;
• the purpose for which it was collected;
• customer configuration;
• product configuration;
• contractual requirements;
• legal obligations;
• security requirements;
• dispute resolution or enforcement needs.

For Customer Content, retention may also depend on the applicable customer account, service configuration, or agreement.

Certain information may remain in backups or logs for a limited period after deletion from active systems.

Because retention requirements can differ between data types and products, Planetic does not represent that every category of information is retained for a single fixed period.

15. International Data Processing

Planetic is operated from India and may use service providers located in India and other countries.

As a result, information may be processed or stored outside the country in which you are located.

Where applicable law requires safeguards for international transfers of personal information, Planetic will seek to implement appropriate mechanisms, which may include contractual safeguards or other legally recognized transfer mechanisms.

16. Security

We use reasonable technical and organizational measures designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure.

Depending on the service and circumstances, these measures may include:

• encryption in transit;
• access controls;
• authentication controls;
• infrastructure security;
• monitoring and logging;
• restricted access to customer information;
• backups and recovery mechanisms;
• security practices designed to protect our systems.

No method of transmission, storage, or processing can be guaranteed to be completely secure.

If we become aware of a security incident affecting personal information, we will respond according to applicable law and our contractual obligations.

17. Privacy Rights

Depending on your location and applicable law, you may have rights relating to your personal information.

These may include rights to:

• access information;
• request correction;
• request deletion;
• request restriction of processing;
• object to certain processing;
• request portability;
• withdraw consent where processing is based on consent;
• raise a complaint with an applicable privacy or data-protection authority.

If your information is processed by Planetic on behalf of one of our business customers, you may need to direct your request to that customer.

Where appropriate, Planetic may assist the relevant customer in responding to such requests.

18. India - Digital Personal Data Protection

Planetic operates from India and may process personal data subject to India's Digital Personal Data Protection Act, 2023 (“DPDP Act”) and applicable rules.

The Digital Personal Data Protection Rules, 2025 were notified by the Ministry of Electronics and Information Technology on November 14, 2025, with phased commencement provisions.

Where the DPDP Act applies, Planetic will process personal data in accordance with applicable requirements concerning matters such as notice, consent or other permitted grounds, security safeguards, retention, rights, and grievance handling.

Where Planetic processes personal data on behalf of a business customer, the customer may have separate responsibilities as the relevant Data Fiduciary or equivalent responsible party.

19. European Economic Area and United Kingdom

Depending on the circumstances, the General Data Protection Regulation (“GDPR”) or UK data-protection laws may apply to processing carried out through Planetic.

The GDPR can apply to organizations outside the European Union where their processing relates to offering goods or services to individuals in the EU or monitoring their behaviour in the EU.

Where applicable, individuals may have rights including:

• access;
• rectification;
• erasure;
• restriction;
• objection;
• data portability;
• withdrawal of consent;
• rights relating to certain automated decision-making.

Where Planetic processes personal data as a processor on behalf of a customer, the relevant customer may be responsible for determining the legal basis and responding to individual requests.

20. United States and Other Privacy Laws

Privacy laws in certain U.S. states and other jurisdictions may provide additional rights depending on factors such as your location, the nature of the information involved, and whether the applicable legal thresholds are met.

Where applicable, Planetic will provide rights and disclosures required by the relevant law.

Nothing in this Privacy Policy limits rights that cannot lawfully be limited under applicable privacy legislation.

21. Cookies and Analytics

Planetic may use cookies, similar technologies, and analytics tools to operate and understand our website and services.

These technologies may help us:

• keep the website functioning;
• understand website usage;
• measure performance;
• identify technical issues;
• improve user experience;
• understand how visitors interact with our services.

The specific analytics and tracking technologies used by Planetic may change over time.

With your permission, we use PostHog for website analytics, including page visits, traffic sources, device information, and selected website interactions. Website analytics do not include call audio, conversation transcripts, or form field contents. You can accept or decline analytics and change your choice using Cookie preferences in the website footer.

Where required, we will obtain consent before placing non-essential cookies or similar technologies.

22. Children

Planetic is a business-focused service and is not intended for children.

We do not knowingly seek to collect personal information directly from children where prohibited by applicable law.

If you believe a child has provided personal information to Planetic in circumstances where this was not appropriate, please contact us.

23. Legal Disclosures

We may disclose information where we reasonably believe disclosure is necessary to:

• comply with applicable law, regulation, legal process, or government request;
• enforce our agreements;
• protect the rights, property, or safety of Planetic, our customers, users, or others;
• detect, prevent, or investigate fraud, security incidents, or unlawful activity;
• establish, exercise, or defend legal claims.

We may also disclose information in connection with a merger, acquisition, financing, restructuring, sale of assets, or similar corporate transaction.

24. Business Transfers

If Planetic or substantially all of its assets are acquired, transferred, reorganized, or merged with another organization, information associated with the relevant business operations may be transferred as part of that transaction.

Any such transfer will remain subject to applicable privacy and data-protection requirements.

25. Data Deletion

You may request deletion of certain personal information by contacting us.

Where applicable, we may also delete information when:

• it is no longer necessary for the purpose for which it was collected;
• a customer requests deletion under an applicable agreement;
• applicable law requires deletion.

Some information may need to be retained where required by law, necessary for security, fraud prevention, dispute resolution, or establishment or defence of legal claims.

Where Customer Content is processed on behalf of a business customer, deletion requests may need to be directed to that customer.

26. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements, or business practices.

When we make material changes, we may provide additional notice where required by applicable law.

The “Last Updated” date at the top of this Privacy Policy indicates when it was most recently revised.

27. Contact Us

If you have questions, requests, or concerns regarding privacy or this Privacy Policy, please contact us.

Privacy: privacy@planeticai.com
Legal: legal@planeticai.com
General inquiries: hello@planeticai.com

When submitting a privacy request, please provide enough information for us to understand your request and verify your identity where reasonably necessary.