Privacy Policy

1. Introduction

CodeNeutronAI("CodeNeutronAI", "we", "us", or "our") respects your privacy. This Privacy Policy explains how we collect, use, store, and protect personal information when you:

• Visit our website at codeneutronai.com
• Use our SaaS products (CRM, LMS, Finance, HRMS, Agent) on the web or via mobile apps
• Contact us for sales, support, or consulting services

By using our services, you acknowledge that you have read this Privacy Policy. If you do not agree, please do not use our website or applications. Our Terms of Service govern your use of CodeNeutron applications.

2. Data controller

The data controller responsible for your personal information is CodeNeutronAI, located at Sector 63, Noida, Uttar Pradesh 201301, India.

For privacy-related requests, contact us at info@codeneutronai.com.

3. Information we collect

3.1 Information you provide

Depending on the service you use, we may collect:

• Account information: name, username, email address, phone number, company or organization name, job title or role, and password (stored in hashed form)
• Profile information: avatar, preferences, and settings you choose in an app
• Business and user content: data you enter into our products (see Section 4 per application)
• Communications: messages you send to us via email, contact forms, WhatsApp, or support channels
• Payment information: billing details processed by our payment partners (we do not store full card numbers on our servers)

3.2 Information collected automatically

When you use our website or applications, we may automatically collect:

• Device and app information: device type, operating system, app version, and browser type
• Log and usage data: IP address, access times, pages or screens viewed, API requests, crash logs, and diagnostic data
• Authentication tokens: session tokens or JWTs used to keep you signed in securely
• Cookies and similar technologies on our website (see Section 11)

3.3 Information we do not collect

• We do not sell your personal information to third parties.
• Our mobile apps do not use advertising identifiers for cross-app tracking in the current release.
• We do not knowingly collect precise location data from mobile apps unless a future feature explicitly requests it and you grant permission.

4. Mobile and web applications

The following CodeNeutron products are operated by us. Each application connects to our secure backends hosted at *.codeneutronai.com. Data listed below is stored to provide the service and is linked to your account unless stated otherwise.

4.1 CodeNeutron FMS

Platforms: iOS, Android, web at fms.codeneutronai.com

• Account credentials and profile (name, email, username)
• Financial records: income, expenses, categories, notes, and shared expense group data
• User-generated content you enter in the app

4.2 CodeNeutron CRM

Platforms: iOS, Android, web at crm.codeneutronai.com

• Account and team member profile information
• Leads, contacts, follow-ups, deals, and related sales activity you record
• Communications metadata related to CRM workflows

4.3 CodeNeutron LMS

Platforms: iOS, Android, web at lms.codeneutronai.com

• Student or instructor account information (name, email, role)
• Course enrollment, classroom activity, progress, and learning-related content
• Dashboard and usage statistics associated with your account

4.4 CodeNeutron HRMS

Platforms: iOS, Android, web at hrms.codeneutronai.com

• Employee account and profile information (name, role, company)
• Attendance records, punch in/out timestamps, and attendance dashboard data
• Biometric device integration data where enabled by your organization (e.g. device punch events; we do not store raw biometric templates in the mobile app)

4.5 Dedicated AI Agents

Platforms: Web widgets, WhatsApp, Telegram, and API integrations as configured for your organization

• Account information and authentication data for your deployment
• Conversation history and content you provide for knowledge indexing
• Prompts and responses are processed by AI services to deliver agent functionality; content is used to operate your dedicated agent, not for unrelated advertising

5. How we use your information

We use personal information for the following purposes:

• Provide and operate services: authenticate users, sync data, and deliver app features
• Account management: create and maintain your account, process subscriptions, and provide support
• Security: detect fraud, abuse, unauthorized access, and technical issues
• Improvement: analyze aggregated usage to improve performance, reliability, and user experience
• Communications: send service-related notices, security alerts, and (with consent) product updates
• Legal compliance: comply with applicable laws, regulations, and lawful requests

Legal bases (where applicable): performance of a contract (providing the service you signed up for), legitimate interests (security and improvement), consent (marketing where required), and legal obligation.

6. Information sharing and disclosure

We do not sell personal information. We may share information only in these circumstances:

• Service providers: trusted vendors who help us operate our infrastructure (e.g. cloud hosting, email delivery, payment processing), bound by confidentiality obligations
• Within your organization:for B2B products (CRM, LMS, HRMS), administrators in your company may access data according to their role and your organization's settings
• Legal requirements: when required by law, court order, or government request
• Protection of rights: to protect the safety, rights, or property of CodeNeutronAI, our users, or the public
• Business transfers: in connection with a merger, acquisition, or sale of assets, with notice where required by law
• With your consent: for any other purpose you explicitly authorize

7. Data retention

We retain personal information only as long as necessary to provide our services, fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce our agreements.

When you delete your account or when data is no longer needed, we delete or anonymize it within a reasonable period, unless retention is required by law or legitimate business needs (e.g. billing records).

8. Data security

We implement appropriate technical and organizational measures, including:

• HTTPS/TLS encryption for data in transit
• Secure server infrastructure and access controls
• Password hashing and token-based authentication (JWT or API tokens)
• Regular monitoring and security assessments
• Employee access limited to those who need it for their role

No method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. Please use a strong, unique password and keep your credentials confidential.

9. Your rights and choices

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Delete your personal information, subject to legal exceptions
• Portability — receive a copy of your data in a structured format where applicable
• Object or restrict certain processing activities
• Withdraw consent where processing is based on consent
• Lodge a complaint with a data protection authority in your jurisdiction

Users in India may have rights under applicable law including the Digital Personal Data Protection Act, 2023. To exercise your rights, email info@codeneutronai.com. We will respond within a reasonable timeframe.

10. International data transfers

Your information may be processed in India and other countries where we or our service providers operate. Those countries may have different data protection laws. Where required, we implement appropriate safeguards for cross-border transfers.

11. Cookies and website tracking

Our website may use cookies and similar technologies for:

• Essential cookies: required for site functionality
• Analytics cookies: to understand how visitors use our site
• Performance cookies: to improve loading and reliability

You can control cookies through your browser settings. Disabling certain cookies may affect website functionality. Mobile applications do not use website cookies; they use secure API authentication instead.

12. Third-party links and services

Our website or apps may contain links to third-party websites or integrate with third-party services (e.g. payment gateways). We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies.

13. Children's privacy

Our services are not directed to children under 18 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.

LMS customers who enroll minors (e.g. students under 18) are responsible for obtaining appropriate parental or institutional consent as required by applicable law.

14. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and change the "Last updated" date. For material changes, we may provide additional notice (e.g. email or in-app notification). Continued use of our services after changes constitutes acceptance of the updated policy.

15. Contact us

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