Privacy Policy

1. Introduction

Welcome to Cyepro ("we," "our," or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our automotive CRM platform.

2. Information We Collect

2.1 Information You Provide

We collect information that you voluntarily provide to us when you:

• Book a demo or contact us through a form on our website (for example your name, phone number, email, dealership, city, what your dealership does (new vehicle sales, used vehicle sales or service), the vehicles you sell (cars, bikes and scooters, autos, or trucks and buses), the brands you sell, your number of branches, and whether you ticked the box to receive updates on WhatsApp, with the time you ticked it). We also record the campaign details (such as UTM tags) in the link that brought you to our website, so we know which advert or post you came from
• Fill in a form inside one of our adverts on Facebook, Instagram or Google (a lead form). The advertising platform sends us what you typed in the form (for example your name, phone number, email, dealership, city and your answers to its questions), with which campaign, advert and form it came from. For a Google lead form this includes Google's click identifier for the advert
• Use our services and features
• Subscribe to our newsletter

2.2 Automatically Collected Information

When you access our platform, we automatically collect certain information, including:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, time spent)
• Cookies and similar tracking technologies
• Log data and error reports

3. How We Use Your Information

We use the collected information for various purposes:

• Service Delivery: To provide, maintain, and improve our CRM platform
• Communication: To send you updates, newsletters, and marketing materials. We send marketing updates on WhatsApp only if you ticked the box for them on our form; you can ask us to stop at any time by writing to privacy@cyepro.com. When you send us an enquiry, our sales team may also email you about it from our admin app; your replies go to that salesperson.
• Analytics: To understand usage patterns and optimize our services
• AI assistance for our sales team: When you send us an enquiry (on our website, through our Facebook or Instagram forms, or through a form inside one of our Google adverts), we may send its details to our AI provider (Anthropic or OpenAI): your name, dealership, city and message, the brands and number of branches you gave, which form and campaign channel it came from (or how we met you, if our sales team added your details themselves), the domain of your email address (for example "example.in", not the full address), whether you gave a phone number or email, and our sales team's own notes, call outcomes and follow-up dates for your enquiry. We remove phone numbers and email addresses before sending. The one exception: if you hand one of our team your visiting card, they may photograph it in our admin app; the photo, which shows the details printed on it including your phone number and email, is sent to our AI provider only to read those details into our records. We do not keep the photo. The AI uses this only to sort and summarise enquiries, suggest a next step and draft follow-up messages for our sales team; a person at Cyepro reviews everything and decides what, if anything, is sent to you. When our team asks a question or records a call note by voice in our admin app, the recording is sent to Sarvam AI (India) only to turn it into text. We do not keep the recording.
• Security: To detect, prevent, and address technical issues and fraud
• Compliance: To comply with legal obligations and enforce our terms

4. Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: With third-party vendors who perform services on our behalf, such as hosting, data storage and email delivery; our AI provider (Anthropic or OpenAI) for the AI assistance described in section 3 and, for job applicants, section 10.5, and Sarvam AI (India) to turn our team's voice recordings into text (section 3)
• Business Transfers: In connection with mergers, acquisitions, or asset sales
• Legal Requirements: When required by law or to protect our rights
• With Your Consent: When you explicitly authorize us to share information

5. Data Security

We take steps to protect your information, including:

• Encryption of data in transit (HTTPS/TLS)
• Sign-in for every user, and roles that control what each user of the system can see

No method of sending or storing data over the internet is completely secure, so we cannot guarantee absolute security.

6. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Remember your preferences and settings
• Analyze usage patterns and improve our services
• Measure the effectiveness of our marketing campaigns

Analytics and advertising cookies are used only if you allow them in the cookie banner. You can change your choice at any time with the "Cookie settings" link at the bottom of our web pages, or through your browser preferences. See our Cookie Policy for more details.

Separately, we count how often each of our enquiry forms is shown and how long it takes to fill in, as daily totals per form. This count uses no cookies and stores no personal data, IP address or device details.

7. Your Privacy Rights

Depending on your location, you may have the following rights:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your personal information
• Portability: Request a copy of your data in a portable format
• Objection: Object to processing of your information
• Withdrawal: Withdraw consent at any time

To exercise these rights, contact us at privacy@cyepro.com

8. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations. When you close your account, you can ask us to delete or anonymise your personal information by writing to privacy@cyepro.com; we will confirm when it is done. We keep records we are required to keep by law (for example tax and accounting records).

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. Where we do this, we handle your information as described in this policy and as required by applicable law.

10. Job Applicants

When you apply for a job on our careers pages, we handle your application as described here. This section applies only to job applications. Our hiring team may also add you as a candidate when you share your CV with us directly or through a job portal or a referral. We normally email you to let you know, and the same use, retention and rights described in this section apply; the 12 months below then count from when we added you.

10.1 What We Collect

• Contact details: your name, email address, phone number and city
• Career details you choose to give: current job title and company, years of experience, notice period, current and expected salary, links (for example LinkedIn or a portfolio) and any note you add
• Location questions: whether you will relocate and whether you speak Telugu, for jobs that need it
• Your CV: the PDF, DOC or DOCX file you upload or share with us
• Application records: the role you applied for, when you applied and gave consent, how you found the job (for example the website that sent you) or how our team received your details (for example a referral), and our hiring notes, interview schedule and feedback

10.2 Why We Use It

We use this information only to consider you for the role you applied for and, within the retention period below, for other roles at Cyepro that suit you; to contact you about your application and interviews; and to keep our hiring process fair and organised. We do not sell it, use it for marketing, or share it outside the people at Cyepro involved in hiring and the service providers that store data or send email for us, and, only if we turn on AI-assisted screening (see 10.5), our AI provider. For video interviews we may create a Microsoft Teams meeting link; to create it, Microsoft (our service provider) receives only the interview time and a neutral title.

10.3 How Long We Keep It

We keep your application and CV for 12 months from your latest application (or, if our hiring team added you, from when they added you). After that they are deleted automatically.

10.4 Deletion on Request

You can ask us to delete your application and CV at any time by writing to hr-admin@cyepro.com. We will confirm when it is done.

10.5 AI-Assisted Screening

If we turn on AI-assisted screening, the text of your application and CV, with email addresses, phone numbers and links removed, may be processed by our AI provider (Anthropic or OpenAI) to compare it with the job's requirements and suggest interview questions for our team and, when our hiring team adds you from a CV you shared, to fill in your name, current role, experience, city and key skills for them to check. For some jobs, this happens automatically when you apply, and the AI also gives your application a match score from 0 to 100. The score only sorts applications and suggests where to start. It is used only to help us review your application. The AI never rejects anyone. A person at Cyepro reads every application that the location rule in 10.6 does not close, and makes the hiring decision.

10.6 Location Rule

Some of our jobs are open only to people who live in Telangana or Andhra Pradesh. For these jobs, a fixed rule (not AI) reads the city you give in the form. If the city is clearly outside Telangana and Andhra Pradesh, the rule closes your application automatically, and we do not send you any email about it, not even one to say we received it. If you tell us you will relocate to Telangana or Andhra Pradesh and you speak Telugu, your application stays open. If the city is unclear (for example "Remote", "willing to relocate" or a name used in more than one state), the rule does not close your application, and a person checks it. Our hiring team can see every closed application and can reopen it. If you think the rule closed your application by mistake, or you plan to move, write to hr-admin@cyepro.com and a person will review it. You can also correct your city by applying again. We keep closed applications for the same 12 months as in 10.3.

11. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on this page and updating the "Last Updated" date. Your continued use of our services constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

• Email: privacy@cyepro.com
• Phone: +91 73311 52152
• Address: #3,4,5,6 Survey No.58/1, 1st Floor, The Regent Square, Gowlidoddy, Financial District, Gachibowli, Hyderabad, Telangana 500075