Privacy policy

This policy explains what personal data PickleBook collects when you use PickleClick and our website, why, who we share it with, how long we keep it, and the rights you have under India’s Digital Personal Data Protection Act, 2023.

1. Who we are

PickleBook is a sole proprietorship of Suraj Bansode in India. Contact: picklebook.hq@gmail.com.

2. Our two roles

• For your studio account (your name, email, login and billing details), we decide how the data is used, so we are the data fiduciary.
• For your clients’ data (inquiries, bookings, messages, contracts and invoices you keep in PickleClick), your studio is the data fiduciary and we are your data processor: we store and process it only to provide the service to you, and only your team can see it.

3. What we collect

• Account details: your name, email address, User ID, password (stored only as a secure hash) and plan.
• What you and your team enter: clients’ names, phone numbers, emails, event details, bookings, payments, notes, files, contracts and invoices.
• Chats you paste in to create an inquiry.
• If you connect WhatsApp or Instagram: messages people send to that number or account, the sender’s name and WhatsApp number or Instagram name, and the time (see section 6).
• Technical data: sign-in times, the device and browser used to sign in (for security alerts), and error logs.
• Website visits: anonymous counts without cookies for everyone; and, only if you accept analytics on our website, the pages you visit, the website or campaign that brought you, and a random visitor ID. Your IP address is stored only as a one-way hash that cannot be turned back into the address.

4. Why we use it

• To run PickleClick for you: store your records, send the emails you ask us to send, and turn messages into inquiries.
• To keep accounts secure: one-time sign-in codes, new-device alerts, limiting repeated attempts.
• To support you when you raise a ticket, and to fix problems.
• To invoice you for an optional paid service you book with us (a demo, training or priority support).

We do not sell personal data and we do not use it for advertising.

5. Artificial intelligence

When you paste a chat, or a new WhatsApp or Instagram message arrives, its text is sent to an AI model (Anthropic’s Claude, through OpenRouter) to fill in the inquiry details. We ask OpenRouter to use only providers that do not store or train on this data. Leave out ID numbers and bank details when you paste. The help assistant in the app answers only from our help pages and is never given your studio’s or clients’ data.

6. WhatsApp and Instagram

If a studio connects its WhatsApp Business number or Instagram professional account, messages people send to that number or account reach that studio’s account, visible only to that studio’s team. By default a new sender’s chat waits in a “Pull Inquiries” list until the studio chooses to turn it into an inquiry; waiting chats are kept for up to 21 days after their last message and are never sent to the AI model until the studio pulls them. Once pulled (or straight away, if the studio switches to automatic), the chat is read by the AI model described above. We store the studio’s Meta access token encrypted, and delete it when the studio disconnects or removes our app in its Facebook or Instagram settings. We use Meta data only to provide this feature, as Meta’s Platform Terms require.

7. Who we share it with

Only the service providers we need to run PickleClick, each for that purpose alone:

• Vercel (hosting) and Neon (database, in Singapore).
• Google (sending emails from picklebook.hq@gmail.com).
• OpenRouter and Anthropic (AI, see section 5).
• Meta (WhatsApp and Instagram, only if you connect them).

Some of these process data outside India. We share data with authorities only when Indian law requires it.

8. How long we keep it

• Your account and records: for as long as your account is open.
• After you close your account: 90 days, so you can change your mind or export your data (for example invoices for your CA), then we delete it. Database backups roll off within 7 days after that.
• WhatsApp and Instagram chats waiting to be pulled (or ignored): up to 21 days after their last message.
• Security logs: up to 90 days.
• Website visit records (only if you accepted analytics): 90 days.

9. Your rights

Under the DPDP Act you can ask to access, correct or erase your personal data, withdraw consent, and nominate someone to act for you.

• If a studio holds your details (you are their client): ask that studio first; they can correct or delete the inquiry. You can also write to us and we will pass your request to the studio.
• If you have a studio account: edit your details in Settings, export your data or ask us for a copy, or email us to close your account.
• To remove PickleClick’s access to your Facebook or Instagram account, disconnect it in PickleClick settings or remove our app in your Facebook or Instagram settings.

10. Security

Data is encrypted in transit; passwords are hashed; access tokens are encrypted at rest; each studio can see only its own data; sign-ins use one-time codes and alert you about new devices. If a breach affects your personal data, we will tell you and the Data Protection Board of India as the law requires.

11. Children

PickleClick is a business tool for studios and is not meant for anyone under 18.

12. Cookies

We use cookies needed to keep you signed in and secure. On our website we also ask before setting two analytics cookies: one that remembers your choice and one with a random visitor ID, each kept for up to a year. If you decline, nothing is tracked and we remember that choice. To change your choice later, clear this site’s cookies in your browser and choose again.

13. Grievance officer

Suraj Bansode, PickleBook. Email: picklebook.hq@gmail.com. We reply within 7 days and resolve complaints within the time the law allows. If you are not satisfied, you may complain to the Data Protection Board of India.

14. Changes

If we change this policy in a way that matters, we will tell studios by email or in the app before the change applies.