Privacy Policy

Last Updated: July 19, 2026

VEXTROTECH & MEDIA ("Vextrotech," "we," "us," or "our") operates the website vextrotech.com and provides AI automation, business automation, digital marketing, and website development services (collectively, the "Services"). This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website, create an account, submit an enquiry, or use our Services.

By accessing our website or submitting any information to us, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with this policy, please do not use our website or Services.

1. Information We Collect

1.1 Information You Provide to Us

We collect information you voluntarily provide when you: - Create an account (name, email address, phone number, password) - Submit a contact or enquiry form (full name, company name, email address, phone number, industry/business type, service required, and message/business description) - Interact with our chatbot/WhatsApp assistant ("Vex") - Book a consultation or calendar meeting - Communicate with us via email, WhatsApp, or phone

1.2 Information Collected Automatically

When you visit our website, we and our service providers may automatically collect certain information via cookies, log files, and similar technologies, including: - IP address, browser type, device type, and operating system - Pages visited, time spent on pages, referring URLs, and click patterns - Approximate geographic location (derived from IP address)

1.3 Information from Third Parties

If you choose to sign in using Google or a similar third-party service, we may receive basic profile information (such as your name and email address) from that provider, subject to your privacy settings with that provider.

2. How We Use Your Information

We use the information we collect for purposes including, but not limited to:

• Creating and managing your account
• Responding to enquiries, providing quotes, and delivering proposals
• Providing, operating, and improving our Services
• Processing payments and setup fees for automation and marketing plans
• Sending service-related communications, appointment confirmations, and account updates
• Sending promotional and marketing communications about our Services (you may opt out at any time)
• Analyzing website usage to improve functionality, content, and user experience
• Detecting, preventing, and addressing fraud, misuse, or security issues
• Complying with applicable legal obligations

We do not sell your personal information to third parties.

3. Legal Basis / Consent

By submitting your information through our website, account registration, contact forms, or WhatsApp chat, you consent to the collection and processing of that information as described in this Policy. Where required by applicable law, we will rely on your consent, our legitimate business interests in operating and marketing our Services, or the necessity of processing to perform a contract with you.

4. Sharing and Disclosure of Information

We may share your information with:

• Service providers and vendors who assist us in operating our business, including CRM platforms (e.g., HubSpot, Salesforce, Zoho), email and WhatsApp automation providers, hosting providers, payment processors, and analytics providers. These parties are authorized to use your information only as necessary to provide services to us.
• Professional advisors, such as legal, accounting, and financial consultants, where necessary.
• Government authorities or regulators, where required by law, legal process, or to protect our rights, property, or safety, or that of our clients or the public.
• A successor entity, in connection with a merger, acquisition, restructuring, or sale of business assets, subject to standard confidentiality arrangements.

We do not share your personal information with unrelated third parties for their own independent marketing purposes without your consent.

5. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance user experience, remember preferences, and analyze site traffic. You can control or disable cookies through your browser settings; however, disabling cookies may affect the functionality of certain parts of our website.

6. Data Retention

We retain personal information for as long as reasonably necessary to fulfil the purposes described in this Policy, including to provide our Services, maintain business and tax records, comply with legal obligations, resolve disputes, and enforce our agreements. Account information may be retained for the duration of your account's existence and for a reasonable period thereafter.

7. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect your information from unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security, and any transmission of information is at your own risk.

8. Your Rights and Choices

Depending on applicable law, you may have the right to: - Request access to the personal information we hold about you - Request correction of inaccurate or incomplete information - Request deletion of your personal information, subject to our legal and legitimate business retention requirements - Opt out of marketing communications by using the unsubscribe link in our emails or by contacting us directly - Withdraw consent where processing is based on consent, without affecting the lawfulness of processing carried out before withdrawal

To exercise these rights, please contact us using the details in Section 12. We reserve the right to verify your identity before actioning any such request, and to decline requests that are unfounded, excessive, or where retention is required by law or for the establishment, exercise, or defense of legal claims.

9. Children's Privacy

Our website and Services are intended for businesses and individuals aged 18 years or older. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have inadvertently collected such information, we will take reasonable steps to delete it.

10. Third-Party Links

Our website may contain links to third-party websites or services (including social media platforms and payment gateways). We are not responsible for the privacy practices or content of such third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. International Data Transfers

As we may use service providers located in different jurisdictions, your information may be transferred to, stored, and processed in a country other than your own, including India. By using our Services, you consent to such transfers, which will be conducted in a manner consistent with this Privacy Policy and applicable law.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. The updated version will be indicated by a revised "Last Updated" date and will be effective as soon as it is posted on our website. Your continued use of our website or Services after any changes constitutes your acceptance of the revised Policy. We encourage you to review this page periodically.

13. Contact Us

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

VEXTROTECH & MEDIA Mumbai, Maharashtra, India Email: hello@vextrotech.com Phone: +91 9137932519

This Privacy Policy is governed by the laws of India, including the Information Technology Act, 2000, and applicable data protection rules and regulations. Any disputes arising under this Policy shall be subject to the exclusive jurisdiction of the courts of Mumbai, Maharashtra.

Terms of Service

Last Updated: July 19, 2026

Please read these Terms of Service ("Terms") carefully before using the website vextrotech.com (the "Website") or engaging VEXTROTECH & MEDIA ("Vextrotech," "we," "us," or "our") for AI automation, business automation, digital marketing, website development, or related services (collectively, the "Services").

By accessing the Website, creating an account, submitting an enquiry, or engaging our Services, you ("Client," "you," or "your") agree to be bound by these Terms. If you do not agree to these Terms, please do not use the Website or Services.

1. About Vextrotech

VEXTROTECH & MEDIA is an AI automation and digital marketing agency based in Mumbai, India, offering services including but not limited to AI chatbots, AI voice agents, CRM and workflow automation, WhatsApp automation, SEO, Google Ads and Meta Ads management, and website/web application development.

2. Eligibility and Account Registration

2.1 You must be at least 18 years old and have the legal authority to bind the business or entity on whose behalf you are registering, in order to create an account or engage our Services.

2.2 You agree to provide accurate, current, and complete information during registration and to keep such information updated.

2.3 You are solely responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must notify us immediately of any unauthorized use of your account.

2.4 We reserve the right to suspend or terminate accounts that provide false information, violate these Terms, or are used for fraudulent or unlawful purposes.

3. Services and Proposals

3.1 Descriptions of Services, pricing plans, and features on the Website are for general informational purposes and do not constitute a binding offer. All engagements are subject to a final, mutually agreed proposal, quotation, scope of work, or service agreement ("Order Confirmation") issued by Vextrotech.

3.2 Where the Website, a sales conversation, or marketing materials describe potential outcomes (e.g., lead increases, revenue growth, efficiency gains, case study figures), these are illustrative and based on results achieved for specific past clients under specific conditions. They are not guarantees of any particular outcome for your business. Actual results depend on numerous factors outside our control, including your industry, market conditions, existing systems, data quality, team adoption, and third-party platform behavior (e.g., changes to Google, Meta, or WhatsApp policies and algorithms).

3.3 Timelines mentioned on the Website (e.g., "live within 1–2 weeks") are estimates only. Actual delivery timelines will be confirmed in the Order Confirmation and may vary based on project complexity, client responsiveness, and third-party dependencies.

3.4 Vextrotech reserves the right to modify, discontinue, or update any Service, feature, or pricing plan at any time, with reasonable notice to active clients where such changes materially affect an ongoing engagement.

4. Fees and Payment

4.1 Fees for Services are as set out in the applicable Order Confirmation, pricing plan, or invoice. Setup fees, subscription fees, or milestone-based payments (as applicable) must be paid in accordance with the agreed payment schedule.

4.2 Unless otherwise agreed in writing, setup/onboarding fees are due prior to commencement of work, and any recurring or milestone fees are due on the dates specified in the Order Confirmation or invoice.

4.3 Late payments may result in suspension of Services until outstanding amounts are settled. We reserve the right to charge reasonable interest on overdue amounts as permitted by applicable law.

4.4 All fees are exclusive of applicable taxes (including GST), which shall be added where applicable.

4.5 Refunds, where applicable, are governed by our separate Refund Policy, which forms part of these Terms.

5. Client Responsibilities

You agree to: - Provide timely, accurate, and complete information, access, and materials reasonably required for us to perform the Services (including access to CRM systems, ad accounts, WhatsApp Business accounts, website hosting, or other platforms as needed); - Designate an authorized point of contact for approvals and feedback; - Comply with the terms of service and policies of any third-party platforms used in connection with the Services (e.g., Meta, Google, WhatsApp); - Ensure that any content, data, or materials you provide to us do not infringe the intellectual property, privacy, or other rights of any third party, and do not violate applicable law.

Delays caused by your failure to provide necessary information, access, or approvals may result in corresponding delays to project timelines, for which Vextrotech shall not be held responsible.

6. Intellectual Property

6.1 Our IP. All pre-existing tools, frameworks, templates, methodologies, software, know-how, and proprietary systems used by Vextrotech in delivering the Services remain the sole property of Vextrotech, whether or not used in your project.

6.2 Client Deliverables. Subject to full payment of all applicable fees, ownership of custom deliverables specifically created for you under an Order Confirmation (e.g., a bespoke website, custom automation workflow configuration) shall transfer to you upon final payment, excluding any Vextrotech pre-existing IP, third-party tools, or licensed components embedded therein, which remain subject to their respective owners' or licensors' terms.

6.3 License to Use Client Content. You grant Vextrotech a non-exclusive, royalty-free license to use your business name, logo, and case study details (including anonymized or aggregate performance metrics) for portfolio, marketing, and promotional purposes, unless you notify us in writing that you wish to opt out.

6.4 Website Content. All content on the Website, including text, graphics, logos, and design, is the property of Vextrotech or its licensors and is protected by applicable intellectual property laws. You may not copy, reproduce, or distribute any part of the Website without our prior written consent.

7. Third-Party Platforms and Tools

Our Services may involve integration with third-party platforms (e.g., WhatsApp, Meta, Google, HubSpot, Salesforce, Zoho, and other CRMs). We are not responsible for the availability, performance, policy changes, pricing changes, outages, or account actions (such as suspensions) imposed by such third-party platforms, which are governed by their own respective terms of service.

8. Disclaimers

8.1 The Website and Services are provided on an "as is" and "as available" basis. To the fullest extent permitted by applicable law, Vextrotech disclaims all warranties, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

8.2 We do not warrant that the Services will be uninterrupted, error-free, or that specific business results (such as a particular percentage increase in leads, revenue, or efficiency) will be achieved.

8.3 Testimonials, case studies, and results shared on the Website reflect the experiences of specific clients and may not be representative of all clients' experiences.

9. Limitation of Liability

9.1 To the maximum extent permitted by applicable law, Vextrotech, its directors, employees, and affiliates shall not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, revenue, data, goodwill, or business opportunity, arising out of or in connection with the Website or Services, even if advised of the possibility of such damages.

9.2 To the maximum extent permitted by applicable law, Vextrotech's total aggregate liability arising out of or relating to these Terms or the Services, whether in contract, tort, or otherwise, shall not exceed the total fees actually paid by you to Vextrotech for the specific Service giving rise to the claim in the three (3) months preceding the event giving rise to liability.

9.3 Nothing in these Terms shall exclude or limit liability that cannot be excluded or limited under applicable law.

10. Indemnification

You agree to indemnify, defend, and hold harmless Vextrotech and its directors, employees, and affiliates from and against any claims, damages, liabilities, losses, and expenses (including reasonable legal fees) arising out of or related to: (a) your breach of these Terms; (b) your violation of any applicable law or third-party rights; or (c) content, data, or materials you provide to us for use in the Services.

11. Suspension and Termination

11.1 We reserve the right to suspend or terminate your access to the Website or Services, with or without notice, in the event of a material breach of these Terms, non-payment of fees, fraudulent or unlawful activity, or conduct that we reasonably believe is harmful to Vextrotech, its clients, or third parties.

11.2 Either party may terminate an ongoing Service engagement in accordance with the termination provisions set out in the applicable Order Confirmation. Fees for work performed and non-cancellable third-party costs incurred up to the effective date of termination remain payable.

11.3 Provisions relating to Intellectual Property, Payment, Disclaimers, Limitation of Liability, Indemnification, and Governing Law shall survive termination of these Terms.

12. Confidentiality

Each party agrees to keep confidential any non-public business, technical, or financial information disclosed by the other party in connection with the Services, and to use such information solely for the purpose of performing its obligations, except where disclosure is required by law or regulatory authority.

13. Modifications to These Terms

We may revise these Terms from time to time to reflect changes in our Services, legal requirements, or business practices. The updated Terms will be posted on the Website with a revised "Last Updated" date and will apply prospectively. Continued use of the Website or Services after such changes constitutes acceptance of the revised Terms. Material changes affecting an active Order Confirmation will not apply retroactively to that engagement without your consent.

14. Governing Law and Dispute Resolution

14.1 These Terms shall be governed by and construed in accordance with the laws of India, without regard to conflict of law principles.

14.2 The parties shall first attempt to resolve any dispute arising out of or relating to these Terms or the Services through good-faith negotiation. If a dispute cannot be resolved within thirty (30) days, it shall be subject to the exclusive jurisdiction of the courts at Mumbai, Maharashtra, India.

15. General Provisions

15.1 Entire Agreement. These Terms, together with any applicable Order Confirmation and our Privacy Policy and Refund Policy, constitute the entire agreement between you and Vextrotech regarding the subject matter herein.

15.2 Severability. If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

15.3 No Waiver. Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.

15.4 Assignment. You may not assign or transfer your rights or obligations under these Terms without our prior written consent. Vextrotech may assign these Terms in connection with a merger, acquisition, or sale of assets.

15.5 Force Majeure. Vextrotech shall not be liable for any failure or delay in performance resulting from causes beyond its reasonable control, including natural disasters, internet or third-party platform outages, government action, or other events of force majeure.

16. Contact Us

For questions about these Terms, please contact:

VEXTROTECH & MEDIA Mumbai, Maharashtra, India Email: hello@vextrotech.com Phone: +91 9137932519

Refund Policy

Last Updated: July 19, 2026

This Refund Policy applies to all Services purchased from VEXTROTECH & MEDIA ("Vextrotech," "we," "us," or "our"), including AI Automation Plans (Starter, Growth, Enterprise), Digital Marketing Plans (Starter Marketing, Growth Marketing, Scale Marketing), website development, and any custom or enterprise engagements. This Policy should be read together with our Terms of Service.

By purchasing any Service or paying a setup/onboarding fee, you agree to the terms of this Refund Policy.

1. Nature of Our Services

Our Services involve significant upfront, project-based work — including discovery, strategy development, custom configuration, third-party platform setup (CRM, WhatsApp, AI systems, ad accounts), design, development, and integration work — much of which begins immediately upon confirmation of your order and payment of the applicable setup fee. Because of this, our refund terms differ from those of standard retail products.

2. Setup Fees (AI Automation & Marketing Plans)

2.1 Before Work Commences

If you cancel your order within 48 hours of payment and before we have commenced any discovery calls, strategy work, account access setup, or development work, you are eligible for a full refund of the setup fee, less any non-recoverable third-party or payment gateway processing charges already incurred.

2.2 After Work Has Commenced

Once discovery, strategy planning, account/platform integration, development, or any other billable work has begun, the setup fee becomes non-refundable, as it reflects time, resources, and third-party costs already committed on your behalf. This applies regardless of whether you later choose to discontinue the engagement.

2.3 Partial Completion

If an engagement is terminated partway through a project (whether by you or by mutual agreement), Vextrotech will assess the proportion of work completed. At our sole discretion, we may offer a partial credit or partial refund for clearly identifiable, unstarted deliverables within the same engagement; however, fees corresponding to work already performed, third-party tools/licenses purchased, or hours already committed are non-refundable.

3. Monthly/Recurring Marketing Retainers

3.1 Recurring marketing fees (e.g., SEO, Google Ads/Meta Ads management, social media management) cover services delivered across the billing month, including strategy, execution, ad account management, content creation, and reporting. Once a billing cycle has commenced, fees for that cycle are non-refundable.

3.2 You may cancel future billing cycles at any time by providing written notice at least 15 days before the next billing date. No refund will be issued for the current or already-commenced billing cycle.

3.3 Any third-party advertising spend (e.g., Google Ads or Meta Ads budgets) paid directly to the ad platform, or passed through to the ad platform, is separate from our management fees and is subject to the respective platform's own refund and billing policies. Vextrotech does not refund ad spend under any circumstances, as this is a pass-through cost paid to the third-party platform.

4. Enterprise and Custom Engagements

Enterprise and fully custom engagements are governed by the specific payment and cancellation terms set out in the applicable signed proposal, statement of work, or Order Confirmation, which shall take precedence over this general Policy in the event of any conflict.

5. Non-Refundable Items

The following are non-refundable under all circumstances, except where required by applicable law:

• Fees for work, strategy, or deliverables already completed or in progress
• Third-party costs already incurred on your behalf (e.g., software licenses, ad platform fees, domain/hosting purchases, API/integration costs)
• Setup fees once discovery, strategy, or development work has commenced
• Recurring/retainer fees for billing cycles already commenced
• Fees for custom deliverables that have been approved/signed off by you

6. Service Issues and Non-Delivery

If we fail to deliver the Services substantially as agreed in the Order Confirmation due to a fault attributable to Vextrotech (and not due to delays caused by you, third-party platforms, or force majeure events), please notify us in writing within 7 days of the relevant milestone or delivery date. We will, at our discretion:

• Take reasonable steps to fix, complete, or re-perform the affected part of the Service; or
• Offer a partial refund or credit proportionate to the undelivered/defective portion of the Service, following our internal review.

Delays or shortfalls caused by your failure to provide timely information, access, approvals, or content, or by changes in third-party platform policies (e.g., WhatsApp, Meta, Google), do not qualify for a refund under this section.

7. How to Request a Refund

To request a refund or raise a billing concern, please contact us within the applicable timeframe stated above at:

Email: hello@vextrotech.com Phone/WhatsApp: +91 9137932519

Please include your name, company name, order/invoice details, and reason for the request. We aim to review and respond to all refund requests within 7 business days.

8. Approved Refunds

Where a refund is approved, it will be processed to the original method of payment within 10–15 business days of approval, unless otherwise agreed. Vextrotech is not responsible for delays caused by banks, payment gateways, or third-party financial institutions.

9. Changes to This Policy

We may update this Refund Policy from time to time. Changes will be posted on this page with a revised "Last Updated" date and will apply to purchases made after the update. Refund terms applicable at the time of your original purchase will continue to govern that specific purchase, unless we are required to apply updated terms by law.

10. Governing Law

This Refund Policy is governed by the laws of India. Any disputes arising from this Policy shall be subject to the exclusive jurisdiction of the courts at Mumbai, Maharashtra, India, as further described in our Terms of Service.

11. Contact Us

VEXTROTECH & MEDIA Mumbai, Maharashtra, India Email: hello@vextrotech.com Phone: +91 9137932519