How this policy applies
This policy covers information collected through AptiGuide's website forms, free tests and quizzes, website AI assistant and website analytics.
AptiGuide uses this information to answer questions, follow up on enquiries, provide quiz results, provide counselling-related services, operate the website and understand which pages people use.
AptiGuide aims to follow India's Digital Personal Data Protection Act, 2023 and is preparing for its rules.
The website and AI assistant do not take payments. The assistant is instructed not to ask for marksheets, identity numbers such as Aadhaar, addresses or payment details.
What we collect and why
| When you use | What may be collected | Why it is used |
|---|---|---|
| Contact and enquiry forms | Name, phone number, email, grade or stage, city, school or college, service interest and your message. | To reply to your enquiry and follow up. |
| Free aptitude tests and quizzes | The form details listed above and your quiz answers. | To provide the quiz, follow up and, where relevant, email your result. |
| Website AI assistant | Your chat text, the page you were viewing and a scrambled code that cannot be turned back into your IP address, used only to apply fair-use limits. | To generate replies and apply fair-use limits. AptiGuide does not store your raw IP address for this purpose. |
| Contact details shared in the AI assistant | After you tick the consent box: name, WhatsApp number, whether you are a student or parent, age if you are a student, a parent's number if you are under 18, and optionally email, city, grade, stream and service interest. | To record your enquiry and contact you on WhatsApp or by phone about your query. |
| Website analytics | Google Analytics 4 data about visits and which pages are used. It may set cookies. | To count visits and understand which pages people use. |
What happens in the website chat
The assistant sends your chat messages to Anthropic's Claude AI service to produce replies.
Chat text and the page you were viewing are stored with Supabase in Japan.
If you choose to share contact details after ticking the consent box, we store those details with a summary written by AI, record your enquiry with Google and send our team a Telegram alert.
The alert contains your name, phone number and chat summary. Our team then contacts you on WhatsApp or by phone.
Consent shown in the chat: "I agree that AptiGuide may contact me on WhatsApp or phone about my query."
AI assistant limits
The assistant is an AI and can make mistakes. Do not share sensitive details such as identity numbers, payment details, health information or private documents in the chat.
Our team may read chats to answer you and improve the service. AptiGuide does not use chats to train its own AI models.
Who else sees your data
| Provider or recipient | What it handles | Why |
|---|---|---|
| AptiGuide team | Enquiries, quiz information, contact details, chats, chat summaries and enquiry alerts. | To answer you, follow up, provide services and improve the chat service. |
| Form, quiz and enquiry records. | To store records and let our team follow up. | |
| Anthropic | AI assistant messages. | To generate the assistant's replies. |
| Supabase | Chat records, scrambled fair-use identifier and contact details shared in chat. | To store chat information in Japan. |
| Telegram | For chat enquiries, an alert containing the person's name, phone number and AI-written chat summary. | To alert our team about your enquiry. |
| Google Analytics 4 | Information about visits and pages used, and it may set cookies. | To measure use of the website. |
| Email delivery provider | Your email address and the email being sent. | To deliver emails, including quiz results where relevant. |
| WhatsApp, operated by Meta | Messages you exchange with AptiGuide on WhatsApp. | To communicate with you under WhatsApp's own terms. |
| Topmate | Information you provide when booking a one-to-one session. | To handle the booking under Topmate's own privacy policy. |
| Hostinger | Website content and information involved in serving your visit. | To host and deliver the website. |
Links to Instagram, LinkedIn and Topmate take you away from AptiGuide's website. Those services have their own privacy policies.
Where your data goes
Your data is processed in India and in other countries, including Japan and the United States, by the providers listed above. AptiGuide does not sell your personal data.
How long we keep it
Website AI assistant messages are deleted automatically after 180 days.
Enquiry records, including forms, quizzes, details shared in chat and chat summaries, are kept for up to 6 months after your last interaction, then deleted or anonymised. Telegram alerts are removed in the same clean-up as the enquiry they relate to.
If you become a counselling, coaching or study-abroad client, we keep your service records while the service runs and for up to 12 months after it ends.
Records the law requires us to keep, such as accounting and tax records, are kept for the period the law requires.
Children
For students under 18, we involve a parent. The assistant asks for a parent's phone number so we can follow up with their involvement.
We do not ask children for payment, ID or address details.
A parent can ask us to delete their child's information at any time by messaging or emailing us.
Your rights
You may contact AptiGuide to:
- ask what personal data AptiGuide holds about you;
- correct your personal data;
- ask for your personal data to be erased;
- withdraw your consent at any time;
- nominate someone to exercise your rights where available under applicable law; and
- make a complaint.
To withdraw consent, message or email us and we will stop contacting you and delete your enquiry details unless the law requires otherwise. You can use WhatsApp or the email below.
Contact us first using the details below. If your concern is not resolved, you may approach the Data Protection Board of India when the applicable complaint process is available.
Security
Within AptiGuide, access to personal data is limited to our team. We use reputable providers to store and process information.
No system is perfectly secure. If a data breach occurs, we will tell affected people and the authorities where the law requires.
Changes to this policy
We may update this policy as our services or legal requirements change. The latest version will appear on this page with its last updated date and version label.
Contact AptiGuide
To ask about your data, correct it, request deletion, withdraw consent or make a complaint, contact AptiGuide:
AptiGuide2nd Floor, Crystal Plaza, SCO-2,
near P.I.M.S Hospital, Choti Baradari,
Jalandhar, Punjab 144001
Phone and WhatsApp: +91 70097 33841
Privacy and grievance email: info@aptiguide.com
Grievance Officer: Anshul Wadhwa, reachable at the email and phone number above.
We will acknowledge your request within 7 days and resolve it within 30 days of receiving it.