Legal Document

Privacy Policy

Effective Date: 17 May 2025 | Last Updated: 17 May 2026

Please read this Privacy Policy carefully. By accessing or using DoubtFix’s services through WhatsApp or any other platform, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with any part of this policy, please discontinue use of DoubtFix immediately.

1. About DoubtFix

DoubtFix (“we,” “us,” “our,” or “the Company”) is an AI-powered academic doubt-resolution service built specifically for students enrolled in SEBA (Class 10) and AHSEC (Class 11–12) board curricula in Assam, India. DoubtFix is delivered primarily through WhatsApp and is operated by its founder based in Assam, India.

This Privacy Policy explains how DoubtFix collects, uses, stores, protects, and discloses information about users (“you,” “your,” or “Student”) who interact with our service. This policy is governed by the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and the Digital Personal Data Protection Act, 2023 (DPDP Act), as applicable in India.

2. Information We Collect

We collect the following categories of information when you use DoubtFix:

2.1 Information You Provide Directly

Mobile Phone Number: Your WhatsApp-registered phone number, stored in the format 91XXXXXXXXXX (country code + number, no plus sign or spaces). This is our primary identifier for your account.
Name: Your first name or preferred name, as shared during the onboarding process.
Class / Academic Level: Whether you are a Class 10 (SEBA), Class 11, or Class 12 (AHSEC) student.
Subject Preferences and Weak Topics: Academic subjects and specific topics you identify as areas where you need help.
Doubt Queries: All academic questions, queries, images of questions, or problem statements you send to DoubtFix through WhatsApp.
Sample Messages: The first few messages you send during onboarding, which are stored verbatim to help our AI understand your natural language style (a mix of Romanised Assamese and English) so it can respond in a manner that is familiar and comfortable for you.

2.2 Information Collected Automatically

Session Data: Records of each session including timestamp, subject queried, the AI response generated, and response time.
Usage Patterns: Frequency of use, time of day, subjects most queried, and message volume per session.
Onboarding State: Your progress through the DoubtFix onboarding workflow.
Subscription Status: Whether you are on a free trial, active paid plan, or inactive account.

2.3 Information We Do NOT Collect

DoubtFix does not collect passwords, payment card details (payment is processed by third-party payment processors independent of DoubtFix), Aadhaar numbers, or any biometric information. We do not use tracking cookies on WhatsApp.

3. How We Use Your Information

DoubtFix uses your information solely for the following legitimate purposes:

Service Delivery: To receive your doubt queries, process them through our AI system, and return accurate, board-curriculum-aligned answers through WhatsApp.
Personalisation: To tailor responses in your natural communication style (Romanised Assamese-English mix) and to track weak topics so DoubtFix can proactively assist you.
Account Management: To identify your account, manage your subscription status, and track your onboarding progress.
Service Improvement: To analyse aggregated, anonymised usage data (not your personal data) to improve DoubtFix’s AI model accuracy, content quality, and response relevance for board students.
Communication: To send you service-related notifications via WhatsApp, including subscription reminders, new feature announcements, and academic tips. We will not send you promotional messages from unrelated third parties.
Legal Compliance: To fulfil our obligations under applicable Indian laws, including responding to lawful requests from government authorities or courts.
Fraud Prevention and Security: To detect, investigate, and prevent misuse of the service, including automated abuse or violation of our Terms and Conditions.

We do not sell, rent, or trade your personal information to any third party for commercial, marketing, or advertising purposes. Your academic data is your own and will never be monetised externally.

4. Data Storage, Retention & Security

Your data is stored in Airtable, a cloud-based database service. DoubtFix maintains two separate Airtable bases—DoubtFix Core (student profiles and weak topics) and DoubtFix Sessions (individual doubt sessions)—to minimise data concentration and manage it responsibly within our operational capacity.

4.1 Retention Periods

Active Accounts: Your personal data and session history are retained for as long as your DoubtFix subscription is active.
Inactive Accounts: If your account is inactive (no subscription renewal, no messages) for a continuous period of 12 months, we reserve the right to archive or permanently delete your data.
Deleted Accounts: Upon a verified deletion request from you, your personal data will be permanently removed from our active databases within 30 days. Anonymised, non-identifiable usage data may be retained for statistical purposes indefinitely.
Session Logs: Individual session records are retained for a maximum of 24 months from the date of the session for the purpose of academic progress tracking and service improvement.

4.2 Security Measures

DoubtFix implements industry-standard security practices, including:

Access control: Only authorised DoubtFix personnel have access to user data in Airtable.
Encrypted data transit via HTTPS for all API communications between our systems (Make.com, Airtable, Gemini API, AiSensy).
Restricted API key access with environment-variable storage on Vercel and Make.com.

However, no method of electronic transmission or storage is 100% secure. DoubtFix cannot guarantee absolute security of your data. In the event of a data breach that materially affects your personal information, we will notify you through WhatsApp within a reasonable timeframe as required by applicable Indian law.

5. Third-Party Services & Data Processors

To operate our service, DoubtFix shares limited, necessary data with the following trusted third-party platforms. By using DoubtFix, you consent to your data being processed by these sub-processors to the extent required for service delivery:

Service	Purpose	Data Shared
AiSensy	WhatsApp Business API delivery	Phone number, messages sent and received
Make.com	Workflow automation & orchestration	Phone number, message content, session data (in transit only)
Airtable	Cloud database storage	All stored user profile and session data
Google Gemini API	AI-powered doubt resolution	Doubt query text, student class level, subject, weak topics, language style sample
Vercel	Image card rendering for complex formulas	Formatted answer content for rendering (no personal identifiers)

Each of these platforms operates under their own privacy policies and data protection standards. DoubtFix is not responsible for the data practices of these third-party platforms beyond the data we share with them for our service. We encourage you to review their respective privacy policies.

Beyond the above, DoubtFix does not disclose your personal information to any other third party unless required to do so by law, court order, or to protect the rights, property, or safety of DoubtFix, its users, or the public.

6. Children's Privacy & Parental Consent

DoubtFix is designed for students who may be under 18 years of age (minors). We recognise our responsibility towards the privacy of young users:

We collect only the minimum data necessary to deliver our educational service to students.
Students under 18 years of age are encouraged to use DoubtFix with the awareness and consent of a parent or legal guardian.
DoubtFix does not use student data for targeted advertising, profiling, or any purpose unrelated to academic doubt resolution.
Parents or guardians who believe their child’s data has been collected without appropriate consent may contact us at the details provided in Section 11 to request deletion of that data.

By registering a minor on DoubtFix, the parent or guardian confirms that they consent to the collection and use of the minor’s data as described in this Privacy Policy.

7. Your Rights as a User

Subject to applicable Indian law, you have the following rights regarding your personal data:

Right to Access: You may request a summary of the personal data we hold about you.
Right to Correction: You may request correction of inaccurate or incomplete personal data (e.g., your name or class level).
Right to Deletion: You may request permanent deletion of your account and all associated personal data. Deletion requests will be processed within 30 days.
Right to Withdraw Consent: You may withdraw your consent to data processing at any time. Withdrawal of consent will result in termination of your DoubtFix service, as we cannot operate without the minimum required data.
Right to Grievance Redressal: You have the right to file a complaint or grievance with us regarding your data. We are committed to resolving grievances within 30 days.

To exercise any of these rights, please contact us via WhatsApp or the email address listed in Section 11.

8. Cookies and Tracking

The DoubtFix service operates primarily through WhatsApp and does not use cookies, web beacons, or tracking pixels directly. However, our website (if visited) may use standard website cookies for analytics and functional purposes. We use no third-party advertising trackers on our website. By continuing to use our website, you consent to our use of cookies as described. You may disable cookies in your browser settings, which may affect website functionality but will not affect your WhatsApp-based DoubtFix service.

9. Cross-Border Data Transfers

Some of our third-party service providers (Airtable, Make.com, Google Gemini, Vercel) are based outside India and store or process data on servers located outside India, including in the United States and other countries. By using DoubtFix, you expressly consent to the transfer of your data to these countries for the sole purpose of delivering our service. We take reasonable steps to ensure that these providers maintain adequate data protection standards. However, data protection laws in those countries may differ from those in India.

10. Changes to This Privacy Policy

DoubtFix reserves the right to update or modify this Privacy Policy at any time, at our sole discretion, without prior individual notice unless required by law. The updated policy will be posted on our website with a revised “Last Updated” date. Significant changes that materially affect your rights will be communicated via a WhatsApp message to active subscribers.

Your continued use of DoubtFix after the effective date of any revised Privacy Policy constitutes your acceptance of the changes. If you do not agree to the revised policy, you must discontinue use of DoubtFix.

11. Contact & Grievance Officer

For any privacy-related queries, data requests, complaints, or grievances, please contact us:

DoubtFix – Help

📧 Email: contact@doubtfix.in

💬 WhatsApp: Message us at your registered DoubtFix WhatsApp number

📍 Jurisdiction: Assam, India

We aim to respond to all grievances within 30 days of receipt. If you are dissatisfied with our response, you may escalate the matter to the relevant authorities under the Digital Personal Data Protection Act, 2023 or the Information Technology Act, 2000.