Privacy Policy

The MicroSite collects and uses information to operate its website, understand conversations and enquiries, improve its systems, and respond to people who choose to contact us.

This Privacy Policy explains the actual data practices of our website, the types of information we handle, how that information is processed, where it is stored, and the choices available to you.

1. Information We Collect

We collect information across two broad categories:

A. Information You Voluntarily Provide

When you choose to engage with us directly, you may submit personal and business information, including:

• Name
• Email address
• Phone / WhatsApp number
• Business, workflow, or problem descriptions detailing your operational context, requirements, or tool stacks
• Contact form submissions submitted through the intake forms on our website
• System Chat inputs provided when interacting with the interactive chat interface
• Workflow review booking details submitted when scheduling a diagnostic session via Cal.com

B. Website & Session Information

To understand how visitors interact with our interfaces and to adapt user experiences, the website collects operational, diagnostic, and behavioural information through our Adaptive Conversion Engine (ACE). This includes:

• Session identifier: A pseudonymous timestamp-and-hash identifier generated for each browser visit.
• Session timing: Time of arrival, session duration, and inactivity periods.
• Stages visited: Specific interface windows, modal steps, or pages viewed.
• Interaction data: Actions taken within our adaptive interface (such as opening, dismissing, accepting, or submitting steps).
• Selected intent: Problem categories or system types chosen in diagnostic selectors.
• Form engagement: Engagement indicators, submission states, and exit triggers (such as completion, double dismissal, or timeouts).

Some of this session and diagnostic information may be collected automatically during your visit even if you choose not to complete or submit a contact form.

2. How We Use Information

We use the collected information strictly for legitimate operational and communication purposes, including to:

• Respond to your direct enquiries, questions, and requests for proposals.
• Understand the specific operational workflows, bottlenecks, or requirements you describe.
• Operate and coordinate the Adaptive Conversion Engine across pages during your visit.
• Analyze how visitors navigate and interact with our website systems to improve system architecture and user experience.
• Diagnose technical bugs, connection failures, or performance issues.
• Maintain internal records of enquiries, communications, and project discussions.
• Route and dispatch notifications regarding new enquiries to our internal team.
• Deliver requested services, scoping documentation, or system designs when an engagement is initiated.

We do not sell personal information, and we do not use session or interaction data for third-party advertising profiling.

3. System Chat, Automation & AI

The MicroSite utilizes automated systems and AI-assisted services in certain areas of the website to facilitate responsive communication.

Our System Chat interface allows visitors to describe business workflows, challenges, or ideas in free text. Information entered into the chat is processed by cloud-based AI language models to help structure, understand, and summarize the conversation context.

Upon concluding a conversation, summary data and any voluntarily provided contact details may be transmitted to our backend workflow automation infrastructure to alert our team for appropriate follow-up.

While our AI systems are designed to facilitate useful exploratory conversations, AI outputs are probabilistic. Visitors should avoid sharing sensitive confidential records, passwords, payment credentials, or legally restricted data through the chat interface.

4. Analytics

We use Google Analytics 4 (GA4) to understand general traffic trends and aggregate visitor interaction patterns across our pages.

Events recorded by Google Analytics may include:

• Pages and articles viewed
• Call-to-action (CTA) button clicks
• Scroll depth progression (such as reaching 50% of page depth)
• Form submission triggers
• Standard technical parameters provided by browser requests (e.g., general geographic location, browser type, device category, referring URL).

Google Analytics operates in accordance with Google's privacy policies and may use cookies or device identifiers to measure interactions. You can learn more about how Google handles data by reviewing Google's Privacy & Terms.

5. Cookies, Session Storage & Similar Technologies

Our website uses client-side storage technologies as follows:

• Session Storage (sessionStorage): We use browser sessionStorage to maintain the internal state of the Adaptive Conversion Engine across page navigations within the same browser tab. This data is scoped to your active browser session and is cleared when you close the browser tab.
• Local Storage (localStorage): The MicroSite application does not store personal data or tracking identifiers in permanent localStorage.
• Cookies: Google Analytics may set cookies to measure pseudonymous user journeys across sessions.

We do not use tracking cookies or storage mechanisms for cross-site behavioral advertising or third-party ad networks. You can manage or disable cookies through your browser settings at any time.

6. Third-Party Services

To deliver our services reliably and securely, specific components of our website rely on trusted third-party service providers. Each provider processes only the data necessary to perform its designated function:

• Netlify: Static website hosting, content delivery network (CDN), and contact form handling.
• Render: Cloud application hosting for our FastAPI backend service handling website telemetry and intake coordination.
• Airtable: Database infrastructure for storing structured session records, interaction logs, and captured enquiries.
• Resend: Transactional email infrastructure for delivering internal notification alerts when a lead or enquiry is submitted.
• Groq: Cloud AI inference provider processing conversational inputs and summaries generated within System Chat.
• Railway (n8n): Cloud hosting environment running our workflow automation instance to receive and route System Chat summaries.
• Google Analytics: Web analytics service measuring aggregate website performance and usage.
• Cal.com: Embedded calendar booking widget used to schedule workflow review calls.
• WhatsApp / Meta: Direct messaging channel when a visitor clicks an external WhatsApp link to initiate a conversation with us.

No single third-party provider has access to all website data. Each service operates under its own terms of service, security standards, and privacy policies.

7. Data Retention

We retain different types of information based on operational necessity and the nature of the data:

• Adaptive Conversion Engine & Session Data: Detailed behavioural and session interaction logs stored in our backend records are designated for a retention period of 90 days, after which session interaction logs are pruned or archived.
• Enquiries & Communication Records: Information voluntarily submitted via contact forms, System Chat, emails, or WhatsApp (such as your name, contact details, and project description) is retained for as long as necessary to maintain communication, service ongoing business relationships, or satisfy administrative and legal requirements.
• Third-Party Logs: Telemetry, server logs, or analytics information held by external service providers (such as Netlify or Google) are retained according to each provider's standard data policies.

8. Data Security

We implement reasonable administrative, technical, and operational safeguards to protect your personal and session information from unauthorized access, loss, misuse, alteration, or disclosure. All data transmissions between your browser and our website or API endpoints utilize encrypted HTTPS / TLS protocols.

However, no method of transmission over the Internet or electronic storage can be guaranteed to be completely secure. We encourage you to exercise discretion when sharing sensitive information online.

9. Your Information & Requests

You have the right to enquire about any personal information we hold that is associated with your direct communications with us.

You may contact us at any time to request access to, correction of, or deletion of your personal details. Upon receiving a verifiable request, we will take reasonable steps to update or remove the relevant information from our active databases, subject to any legal or record-keeping obligations.

To make a request, please email us at hello@themicrosites.in.

10. Changes to This Policy

We may update this Privacy Policy from time to time as our website, technical architecture, and services evolve. Any revisions will be posted directly on this page with an updated "Last updated" date at the top. We encourage you to review this page periodically.

11. Contact

If you have questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact us:

The MicroSite
Haridwar, Uttarakhand, India
Email: hello@themicrosites.in