Privacy Policy
Last updated: 19 October 2026 (draft)
1. Who we are
Veda Smart E-Commerce Solutions Private Limited (registered office as in the footer) runs Ad Flow Pilot and decides how your personal data is used. Under India's Digital Personal Data Protection Act, 2023 (DPDP Act) we are the "Data Fiduciary".
2. What this policy covers
Personal data we collect through adflowpilot.com, the Ad Flow Pilot app, the waitlist form and our emails.
3. What we collect
| What | Examples | Why |
|---|---|---|
| Waitlist details | email address | to tell you when we launch |
| Account details | name, email, business name, time zone, login details | to run your account |
| Billing details | business name, address, GST number, what you bought | to take payment and issue GST invoices |
| Payment details | handled by our payment processor (Razorpay) | we never see or store your full card or bank details |
| Your content | product links, product photos, logos, business place photos, scripts, brand colours and fonts | to make your ads |
| Usage and support | ads made, credits used, the choices you approve, feedback, messages to support | to deliver the service, keep records of what was approved, fix problems |
| Technical data | IP address, browser type, device, security logs | to keep the service secure and working |
| Analytics and advertising data (only with your consent) | pages visited, clicks, scrolls, how you arrived (for example from an ad), device and approximate location; on some pages, recordings of how the page was used, with form fields masked | to understand how people use our website and to measure and improve our ads |
Photos of people. If you upload a photo that shows a person's face, we use it only in post-production steps you ask for (for example placing a real screenshot on a screen). It is never sent to the AI video model. Only upload photos of people who have agreed.
4. How we use it
To make and deliver your ads; to run your account, credits and invoices; to answer support requests; to keep the service secure and prevent fraud; to meet legal and tax duties; to measure our website and advertising (only with your consent); and, if you joined the waitlist or agreed to it, to email you about Ad Flow Pilot. We do not sell your personal data.
AI providers and model training. To make your ads, we send your content to third-party AI model providers. Under their own terms, some of these providers may use data sent to them to train or improve their models, and those terms can change from time to time. Only send us content you are comfortable being processed this way.
5. Our legal basis
We process your personal data with your consent (given when you join the waitlist or create an account), and for the legitimate uses the DPDP Act allows, such as meeting legal duties. You can withdraw consent at any time (see §9); this does not affect what was done before.
6. Who we share it with
We share personal data only with service providers that help us run Ad Flow Pilot, under contracts that require them to protect it and use it only for our instructions: - cloud hosting, databases and private file storage; - AI model providers that analyse your product and make the video, voice, music and images; - a processing provider that tracks screens in a video; - an image-checking service that detects logos; - our payment processor; - our email provider; - analytics and advertising partners (website analytics, session-recording and ad-measurement tools), only if you accept those cookies. Some of these providers process data outside India. We send only what each step needs. We may also share data when the law requires it, or to protect our rights or someone's safety.
7. How we protect it
- Everything you upload goes to private storage. Nothing you upload is ever placed in a public folder or at a public link.
- Images sent to AI models travel inside the request itself, so no public link is ever created.
- Videos for playing and downloading use signed links that expire after about an hour.
- Access keys are kept in secured secret storage, never in our code.
- We keep logs of who approved what, to protect you and us. If a personal data breach happens, we will inform affected users and the Data Protection Board of India as the DPDP Rules require.
8. How long we keep it
| What | How long |
|---|---|
| Finished ads and renders | 3 months from when they are made |
| Voice-separation files and screen-tracking files (made during processing) | deleted after 7 days |
| Your product library (products, photos, brand details) | while your account is active |
| After you close your account | product library, brand kit and finished ads deleted within 30 days of closure, except records the law requires us to keep |
| Waitlist email | until 12 months after our launch, or until you unsubscribe, whichever comes first |
| Billing and GST records | invoices, billing records, transaction data and related tax documents are kept for the period Indian law requires — generally at least 72 months from the due date of the relevant GST annual return — and longer where ongoing proceedings or other legal obligations require it |
| Security logs | |
| Analytics data | as set in each analytics tool’s retention settings |
9. Your rights
Under the DPDP Act you can: - ask what personal data we hold about you and how we use it; - ask us to correct, complete or update it; - ask us to erase it, unless we must keep it by law; - withdraw your consent; - name another person to use these rights for you if you die or cannot act; - raise a grievance with us, and then, if you are not satisfied, with the Data Protection Board of India. Write to our Grievance Officer at support@adflowpilot.com. Unsubscribe from emails with the link at the bottom of each one.
10. Grievance Officer
Kamal Khatri · support@adflowpilot.com · postal address as in the footer. We acknowledge within 24 hours and aim to resolve within 15 days.
11. Children
Ad Flow Pilot is for people aged 18 and over. We do not knowingly collect personal data from children. If you believe a child has given us personal data, write to us and we will delete it.
12. Cookies
See our Cookie Notice.
13. Changes
We will post any change here with a new date, and email account holders about important changes.