Privacy Policy

Welcome to QUBENIX AI PRIVATE LIMITED ("Qubenix", "Company", "we", "us", or "our"). We are an applied artificial intelligence, automation, and enterprise software engineering firm incorporated under the laws of the Republic of India.

We respect the privacy rights of all visitors, clients, partners, and job applicants ("you", "your", or "Data Principal"). This Privacy Policy describes how we collect, store, handle, disclose, transfer, and protect your digital personal data when you access our website located at https://qubenix.in, interact with our consultation forms, or engage with our technical advisory and custom engineering services.

This policy is published in accordance with the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 ("SPDI Rules"), and recognizes the governance architecture established by the Digital Personal Data Protection Act, 2023 ("DPDP Act, 2023") and rules framed thereunder.

For the purposes of applicable data protection law, the Data Fiduciary determining the purposes and means of processing personal data is:

Statutory Notice regarding Corporate Details: The official Corporate Identification Number (CIN) and registered office address are maintained in verified records with the Ministry of Corporate Affairs (MCA), Government of India. Formal corporate registration filings and certified documents can be validated or furnished upon written request to our policy compliance team at info@qubenix.in.

This Privacy Policy applies strictly to digital personal data collected via:

• Our official website (https://qubenix.in) and associated sub-paths;
• Consultation booking and project discovery forms embedded on the website;
• Communications initiated by you through electronic mail addressed to official Company inboxes (info@qubenix.in or info@qubenix.in );
• Technical diagnostic server logs generated during your direct access to the website.

Exclusions: This policy does not govern non-personal data, aggregated operational metrics that cannot be linked to an identifiable individual, enterprise software deployments hosted independently on client-controlled infrastructure, or third-party platforms linked from our website.

Based on the technical implementation of our website, personal data is collected when you choose to submit our consultation and project scoping form (located at /contact/). We collect only information that is strictly necessary for evaluating technical requirements and responding to your inquiry:

Client-Side Storage: For session continuity and data entry recovery, form state is briefly held in your local browser storage (localStorage) prior to transmission. This data resides solely on your client device until cleared.

In addition to structured website forms, you may voluntarily communicate personal information when:

• Submitting Careers Inquiries: Transmitting curriculum vitae (CVs), resumes, portfolios, code repositories, or career backgrounds to info@qubenix.in ;
• Direct Email Correspondence: Inquiring about partnership agreements, requesting non-disclosure agreements (NDAs), or submitting technical requests for proposals (RFPs);
• Client Discovery Calls: Sharing workflow details, architectural diagrams, or system specifications during introductory technical assessments.

We request that you refrain from transmitting sensitive personal information (such as financial account passwords, national identity credentials, or personal health records) through unencrypted web forms or general inquiry inboxes.

Whenever you access our website, our web servers and edge delivery networks automatically record standard internet transmission metadata to ensure operational security, maintain system integrity, and mitigate automated cyberattacks:

• IP Address: The Internet Protocol address assigned by your internet service provider (used for geo-routing and DDoS protection);
• Access Timestamps: Exact date, time, and duration of resource requests;
• HTTP Request Headers: Uniform Resource Identifier (URI) requested, HTTP status codes returned, and referring URLs;
• Client Environment: Browser brand, major version, device type, screen resolution, and operating system architecture.

These diagnostic logs are maintained separately from your personal contact submissions and are not correlated with identifiable user profiles during regular operations.

We operate a transparent, privacy-respecting cookie approach on our marketing and corporate website:

• Strictly Essential Technical Cookies: Transient session cookies and cryptographic tokens utilized by content delivery networks (CDNs) and security firewalls to load-balance traffic, prevent cross-site request forgery, and serve static assets;
• Preference Tokens: Local storage keys utilized exclusively to maintain your interface language selection (e.g., UK English) or preserve unsubmitted form text;
• No Third-Party Advertising Trackers: We do not deploy third-party advertising cookies, retargeting pixels, or behavioral surveillance trackers on our public pages.

You may configure your web browser to reject, disable, or delete cookies at any time. Because our cookies are strictly technical, disabling them will not impair your ability to read our website or submit consultation requests.

QUBENIX AI PRIVATE LIMITED processes your personal data strictly for defined, lawful, and reasonable corporate purposes:

1. Enquiry Assessment: Reviewing your business context, operational challenges, and technical specifications to evaluate feasibility;
2. Proposal Formulation: Preparing technical architecture proposals, fixed-scope engineering estimates, and commercial quotations;
3. Contractual Execution: Drafting non-disclosure agreements (NDAs), master service agreements (MSAs), and statement-of-work (SOW) documents;
4. Direct Communication: Scheduling technical video conferences and answering your engineering queries;
5. Talent Recruitment: Evaluating applicant qualifications, assessing technical portfolios, and conducting interview procedures;
6. Information Security: Detecting, preventing, and investigating unauthorized access, intrusion attempts, denial-of-service floods, or fraud;
7. Statutory Compliance: Satisfying mandatory accounting, corporate reporting, tax compliance, and legal obligations under applicable Indian statutes.

Our legal basis for processing your personal data rests upon recognized grounds under Indian law:

• Express Consent: Where you voluntarily provide your details through our consultation form or by direct email transmission, you grant consent for Qubenix to process those details to respond to your specific request (consistent with Section 6 of the DPDP Act, 2023);
• Certain Legitimate Uses: Where processing is necessary for voluntary provision of information by the Data Principal for a specified purpose under Section 7 of the DPDP Act, 2023;
• Pre-contractual & Contractual Obligations: Where processing is required to execute a non-disclosure agreement, service agreement, or deliver requested technology solutions;
• Compliance with Legal Obligations: Where processing or retention is mandated by law, regulatory orders, or competent judicial warrants.

When you submit a consultation request via /contact/ or email info@qubenix.in:

• Your inquiry is routed directly to our designated technical leadership and engineering leads;
• Inquiries are reviewed by practicing software engineers and technical architects, not automated telemarketing bots or third-party lead brokers;
• We analyze your stated project scope, assess technology fit, and contact you via your selected contact channel within 24 business hours;
• If an engagement does not proceed, your submitted project details are securely archived or expunged in accordance with our data retention schedule.

Our digital assets, web servers, and static delivery systems are hosted on enterprise-tier cloud infrastructure providers adhering to ISO/IEC 27001, SOC 2 Type II, and PCI-DSS compliance frameworks:

• Cloud Infrastructure Partners: Cloud compute, distributed content delivery networks (CDNs), and edge reverse proxies provided by global cloud vendors (including Amazon Web Services, Cloudflare, and DigitalOcean);
• Operational Role: Infrastructure providers act strictly as data processors handling encrypted network transit and server hosting under formal business associate agreements;
• No Independent Use: Infrastructure providers possess no independent legal authorization to use, inspect, sell, or disclose your personal data.

Corporate electronic communications sent to and from @qubenix.in are powered by managed enterprise productivity suites (such as Google Workspace or Microsoft 365). These platforms enforce Transport Layer Security (TLS 1.3) during transmission, encrypted storage at rest (AES-256), and adhere to rigorous commercial data protection agreements.

We do not deploy intrusive third-party cross-site trackers, behavioral fingerprinting scripts, or third-party marketing beacons on our public website pages.

To monitor technical reliability and page load performance, we rely on aggregate server-level metrics (such as aggregate HTTP request counts, bandwidth usage, and latency metrics) that do not track identifiable individuals across other websites. If independent web analytics tools are deployed in future updates, this policy will be amended to disclose their identity, operational scope, and opt-out mechanisms.

As an engineering company specializing in applied AI and intelligent automation, we maintain strict distinctions between website operations and client project engineering:

• Website Inquiries: Personal information submitted through our public website is never shared with, processed by, or fed into public artificial intelligence models for foundation model training;
• Client Development Engagements: Where clients contract us to develop custom AI models, agentic workflows, or voice assistants using external AI APIs (e.g., OpenAI, Anthropic, Google Cloud Vertex AI, Twilio, or Deepgram), all data flows are governed by custom enterprise agreements that explicitly mandate data confidentiality, zero-data-retention (ZDR) where technically available, and explicit prohibitions on training commercial models on client proprietary information.

QUBENIX AI PRIVATE LIMITED does not sell, rent, lease, trade, or commercialize your personal information to third-party data brokers or marketing aggregators under any circumstances.

Personal data is shared only under the following strictly defined conditions:

• Authorized Service Providers: Trusted third-party vendors (cloud hosting, email delivery, and accounting advisors) bound by strict contractual confidentiality and data protection obligations;
• Corporate Restructuring: In the event of a merger, acquisition, reorganization, or asset sale involving the Company, subject to binding commitments by the acquirer to honor this Privacy Policy;
• Mandatory Legal Disclosures: Where required by law, valid court order, summons, or lawful investigation by law enforcement authorities under Indian criminal and statutory procedures.

Because we serve an international clientele across India, North America, the United Kingdom, the Middle East, and Europe, digital information collected by Qubenix may be transmitted to or processed on secure servers located outside your state or country of residence.

All cross-border data transfers are conducted in compliance with applicable provisions of Indian law, including Section 16 of the DPDP Act, 2023 (respecting Central Government notifications regarding territory restrictions), and are protected through standard contractual clauses, encryption, and institutional safeguards.

We retain personal data only for as long as is necessary to fulfill the specific purposes for which it was collected:

• Consultation Enquiries: Inquiries that do not materialize into an active client relationship are retained for up to twelve (12) months to address follow-up correspondence, after which they are securely expunged or anonymized;
• Active Client Records: Data relating to contractual deliverables and commercial billing is retained throughout the active term of the agreement plus statutory limitation periods mandated by Indian tax and corporate law (typically seven to eight years);
• Careers Submissions: Resumes and applicant portfolios are retained for six (6) months for ongoing recruitment cycles, or deleted earlier upon applicant request.

When the retention period expires or upon receiving a verified erasure request, personal data is permanently deleted from operational systems using secure digital sanitization techniques.

In accordance with Rule 8 of the Information Technology (SPDI) Rules, 2011 and Section 8(5) of the DPDP Act, 2023, QUBENIX AI PRIVATE LIMITED implements reasonable and comprehensive organizational, physical, and technical safeguards:

• Cryptographic Controls: Enforced HTTPS/TLS 1.3 encryption across all public endpoints and AES-256 encryption for data at rest;
• Access Governance: Role-based access control (RBAC), multi-factor authentication (MFA), and principle of least privilege applied across all operational environments;
• System Hardening: Regular vulnerability evaluations, static code analysis, and isolation of development environments from client staging data;
• Confidentiality Agreements: Mandatory non-disclosure and proprietary information agreements signed by all personnel, contractors, and engineers.

We maintain an internal Incident Response Procedure designed to detect, contain, investigate, and remediate cybersecurity incidents.

In the event of a confirmed personal data breach that affects your data, QUBENIX AI PRIVATE LIMITED will notify the Data Protection Board of India and affected Data Principals in the form and manner stipulated by Section 8(6) of the DPDP Act, 2023 and the Indian Computer Emergency Response Team (CERT-In) guidelines under Section 70B of the Information Technology Act, 2000.

As a Data Principal under Indian law and international data protection norms, you are entitled to exercise fundamental rights regarding your digital personal data:

• Right to Access Information (Section 11, DPDP Act): The right to obtain a summary of personal data being processed by us and the processing activities undertaken;
• Right to Correction & Erasure (Section 12, DPDP Act): The right to rectify inaccurate or misleading personal data, complete incomplete records, and request the deletion of personal data no longer necessary for the purpose;
• Right of Grievance Redressal (Section 13, DPDP Act): The right to readily available grievance resolution mechanisms provided by the Data Fiduciary;
• Right to Nominate (Section 14, DPDP Act): The right to nominate an individual who will exercise your data rights in the event of death or incapacity.

To exercise your statutory rights of access, rectification, or erasure, you may submit a formal request to our compliance desk:

We will review, verify, and respond to legitimate requests within thirty (30) calendar days (or such shorter timeframe as prescribed by notified DPDP Rules). We do not levy fees for standard requests unless deemed manifestly repetitive or unreasonable.

Where our processing of your personal data is based on your consent, you possess the unconditional right to withdraw that consent at any time.

To withdraw consent, email info@qubenix.in with "Withdrawal of Consent" in the subject line. Upon receipt, we will cease processing your personal data within a reasonable timeframe, unless continued processing is required by applicable law or necessary for executing an existing bilateral contract. The withdrawal of consent does not affect the lawfulness of processing undertaken prior to such withdrawal.

Our website and commercial services are strictly directed to businesses, enterprise representatives, and working professionals aged eighteen (18) years or older.

In accordance with Section 9 of the DPDP Act, 2023, we do not knowingly solicit, collect, or process personal data belonging to children (defined as individuals under the age of 18 years in India) or undertake behavioral tracking of minors. If you believe that an individual under 18 has submitted personal data to us without parental authorization, please contact us immediately at info@qubenix.in so we may promptly expunge the information.

Our website may occasionally contain links to external third-party websites, developer documentation, or social media networks (such as LinkedIn, GitHub, or Twitter/X).

QUBENIX AI PRIVATE LIMITED exerts no editorial control over and accepts no liability for the content, privacy policies, or operational practices of external third parties. We encourage you to inspect the individual privacy policies of any external destination before submitting personal information.

We may update or revise this Privacy Policy periodically to reflect technological advancements, statutory notifications under the Digital Personal Data Protection Rules, changes in our operational procedures, or regulatory directives.

Whenever amendments occur, the revised document will be published at /legal/privacy-policy with a revised "Last Updated" timestamp at the top of the page. Significant structural modifications will be highlighted through a prominent notice on our website homepage or communicated directly to active enterprise clients.

In compliance with the Information Technology (SPDI) Rules, 2011 and Section 13 of the Digital Personal Data Protection Act, 2023, QUBENIX AI PRIVATE LIMITED has designated an internal Grievance Officer to address questions, concerns, or grievances concerning personal data processing:

Escalation Roadmap: If your privacy concern or grievance is not redressed by our Grievance Officer within thirty (30) calendar days, you maintain the statutory right to escalate the matter to the Data Protection Board of India in accordance with Section 13(3) of the DPDP Act, 2023 once operational rules and filing mechanisms are formally notified by the Central Government.