1. Who is responsible for your information
ScaleKaar is a brand operated by Xtrocommerce, India. Xtrocommerce is responsible for personal information collected through this website and ScaleKaar communications, unless a written client agreement states otherwise.
2. Information we collect
When you submit an enquiry, we may collect your name, company name, company website, business email, WhatsApp or telephone number, budget range, service interests, message and consent preferences.
When you arrive through an advertisement or campaign, we may also record the landing page, referring page, UTM campaign values and advertising click identifiers such as gclid, fbclid or OpenAI’s oppref. Our hosting and security providers may process basic technical information such as request timestamps, device or browser information, approximate location derived from an IP address, and security logs. We do not ask for payment card details through the website enquiry form.
3. Business prospect research and outreach
We may research business contacts for relevant ScaleKaar services using company websites, company announcements and published business contact pages, as well as information you or your organisation give us. This may include your name, work role, employer, country, published work email or company contact route, the source and date of the information, why the company may be relevant, and any reply, meeting request or objection. A public listing alone does not give us permission to send marketing.
We use this information to assess whether a proportionate business email is appropriate, respond to questions, arrange a meeting if requested, and avoid duplicate or unwanted contact. Where applicable law permits, we may rely on a legitimate interest in relevant business outreach only after checking its necessity and impact on you. Where consent or another specific condition is required for a country, recipient type or channel, we use that channel only when the condition is met. If we contact you using information obtained elsewhere, we identify the source, link to this policy and provide a simple way to object at or before the first message, subject to any earlier notice deadline that applies.
We do not treat a published work number or address, an email reply, or a meeting booking as permission for unsolicited WhatsApp, SMS or automated voice marketing. Those channels require separate permission and applicable legal checks.
4. How we use information
- To review and respond to your request.
- To contact you through the preferred method you select, including email, WhatsApp or phone.
- When you use the website callback form and give its separate AI-call permission, to queue an AI voice assistant callback about that enquiry.
- To prepare a proposal, deliver an agreed service and provide support.
- To understand which campaigns bring genuine business enquiries and improve our website.
- To protect the website, prevent abuse and maintain business records.
- To meet legal, tax, security and regulatory obligations.
We do not sell personal information. We do not use WhatsApp Business data to train or improve a shared general-purpose AI model.
5. Website measurement, cookies and advertising
We use privacy-safe first-party website measurement to count anonymous browser sessions, page views and visitors active in the last 90 seconds. We store a daily one-way hash of a random session value, the page path, broad country code, displayed currency and device class. We do not store the visitor's full IP address, advertising identifiers, name, phone number, email, chat text, query-string parameters or an individual browsing profile in this first-party analytics system. The anonymous records are kept for up to 90 days.
With your permission, this website uses the Meta Pixel and the ChatGPT Ads Measurement Pixel to measure page visits and actions such as viewing a service, opening pricing, choosing a service or plan, starting the sales enquiry form, playing a website video, and launching a call, email or WhatsApp conversation. This helps us understand advertising performance, improve the website and create relevant advertising audiences.
Click-event labels contain short website details such as the page type, service, plan, button location or contact method. We do not send your name, company, email, phone number, company website or free-text enquiry as click-event labels. The pixels may set first-party identifiers such as _fbp, _fbc and OpenAI’s __oppref and __obref after you allow measurement. OpenAI uses its advertising click identifier to connect a website action to an eligible ad click. OpenAI also receives the site origin and page path, event time and technical information needed to process the event. Where automatic advanced matching is enabled, supported customer identifiers are normalised and SHA-256 hashed in the browser before transmission; raw contact details are not sent through that feature.
If you allow measurement and successfully submit a sales enquiry, we may also send a matching Lead event from our server through Meta's Conversions API. Supported contact fields are normalised and irreversibly hashed before transmission, and the browser and server copies use one event identifier so Meta can remove the duplicate. A privacy or data-deletion request is never treated as a sales lead.
A successfully saved sales enquiry sends a lead_created event to OpenAI when you allow measurement. Opening a form, selecting a plan or clicking WhatsApp is recorded as a separate interaction, not as a completed enquiry, purchase or booked meeting. We use event identifiers to avoid counting a retried enquiry twice. We do not assign a purchase value to an enquiry. OpenAI event calls opt out of future user-level personalisation.
You can choose “Necessary only” before the advertising pixels load and can change your choice later through the “Cookie choices” button. Rejecting advertising measurement does not prevent you from browsing the website or submitting an enquiry. Meta and OpenAI process received event data under their respective terms and controls. Our OpenAI tracking excludes privacy and deletion pages and never uses private chat messages or free-text enquiry answers as event labels.
6. WhatsApp, AI and service providers
The website AI assistant can open with a local greeting without sending anything to an AI provider. When you choose to send a chat message, the recent limited conversation is processed by OpenAI to generate a reply. The chat and its short requirements summary stay in this browser tab for up to 30 minutes after activity so you can move between pages; use Clear chat to remove them. If you choose to continue to an enquiry, a brief is copied into the form for you to check and submit. Chatting alone does not submit a lead or book a meeting. A Google Calendar booking, when offered, is confirmed only after you choose a slot and complete the booking page, under Google’s terms. Chat messages are not added to the visitor analytics tables. Do not enter passwords, payment details, identity documents or other sensitive information in the chat. A human advisor confirms every final commercial scope and price.
If you ask us to contact you through WhatsApp, information in that conversation is also processed by WhatsApp and Meta under their terms. Messages may be handled by approved automation with a clear route to a human. We may use vetted hosting, communications, CRM, security and AI providers only as needed to operate the requested service.
Our WhatsApp AI assistant uses Talknix and OpenAI to answer questions and collect the business requirements you choose to share. With separate permission, ScaleKaar may send up to ten service guidance, educational and booking follow-up messages over 30 days, or arrange a recorded AI callback through VaaniTalk at an explicitly requested and confirmed time. Relevant requirements, self-reported business information, a qualification assessment and permission preferences are shared between these services and our enquiry records to avoid repeating questions. Follow-ups stop when you opt out or a matching meeting is confirmed. Reply STOP to end sales follow-ups or ask for a human. Proactive WhatsApp follow-ups and human meetings run daily between 10 AM and 6 PM India time. AI incoming calls and requested outgoing callbacks are available daily from 9 AM to 9 PM India time. Incoming WhatsApp questions can be answered outside these hours.
The website callback form starts with an automated AI phone call and requires its own separate, unchecked permission box. Instant website callbacks are currently limited to Indian (+91) numbers. The channel selected in the form controls how a human advisor should follow up after that call. Anyone who does not want an AI callback can contact our human team directly by phone, WhatsApp or email instead. For a Meta Instant Form, we place an AI callback only from an exact form version that clearly discloses the automated call before submission. The voice assistant must identify itself as AI, explain why it is calling, disclose when recording or transcription is active, and provide a route to a human advisor. To place the requested call, our approved voice and telephony providers may process the phone number, limited enquiry context and call audio. A call may be recorded, transcribed and summarised for follow-up, quality, safety and meeting handling. We store a limited call outcome and summary and may store a restricted transcript link; the voice provider may retain the underlying recording or transcript on our instructions under its configured security and retention controls. Website callback requests without the separate permission, and Meta forms without the approved disclosure, are not added to the automated call queue.
Where a client engagement requires additional providers or materially different data use, the scope and safeguards should be described in the relevant proposal, agreement or privacy notice.
7. Sharing and international processing
We may share limited information with service providers working on our instructions, professional advisers, or authorities when legally required. Business prospect records may be accessed by our sales team and processed by our hosting, business email and CRM providers; if you choose to book a meeting, our calendar provider processes the scheduling details. Some providers may process information outside India or your country. We use reasonable contractual and security measures appropriate to the service and the information involved.
8. Retention and security
We keep enquiry and service information only for as long as reasonably needed to respond, deliver the service, maintain necessary records, resolve disputes and meet legal obligations. We review business prospect records for relevance and a lawful contact basis, and remove them when they are stale or no longer needed. We keep active correspondence while needed for a business discussion and any necessary records. After an objection, we may keep a minimal suppression record for as long as needed to avoid contacting you again. Call recordings and transcripts, when enabled, are reviewed under the same necessity principle and can be included in a verified deletion request unless a legal or security reason requires retention. Enquiries are stored in our website database before an operational alert is sent through a transactional email provider, helping prevent a temporary email problem from losing a submitted lead. We use reasonable technical and organisational safeguards, but no internet service can guarantee absolute security.
9. Your choices and rights
You can object to direct marketing at any time, without giving a reason, by replying to an outreach email or emailing us using the privacy contact below. We will stop marketing to you and may keep only the minimum record needed to honour your request. You may also ask us to correct inaccurate information, provide information about our use of your data, or delete eligible information. We may need to verify your identity before acting. Some records may be retained where required for legal, security, fraud-prevention or contractual purposes.
10. Contact about privacy
For privacy questions, email info@scalekaar.com or call +91 79658 54376. Use the data-request form for access, correction, deletion or marketing-contact requests so you receive a reference code.
11. Children and policy updates
ScaleKaar services are intended for businesses and adults. We do not knowingly solicit personal information from children. We may update this policy when our services or legal obligations change; the latest date appears at the top of this page.