CampusCopilot ("we", "our", "us") operates campuscopilot.in. This Privacy Policy explains what information we collect, how we use it, and your rights regarding it. By using our platform, you agree to this policy.
1. Information We Collect
From College Administrators (Account Holders)
- College name, email address, and password (hashed — never stored in plain text)
- Bot customisation settings: bot name, primary colour, welcome message
- Training content you upload: PDF files, URLs, DOCX, TXT, CSV documents, and FAQ entries
- Payment information (processed by Cashfree — we do not store card details)
From Website Visitors (Students & Parents)
- Chat messages sent to the chatbot widget
- Contact details voluntarily shared during chat: name, email address, phone number
- Session identifiers (random, non-personal, used only to group messages in a conversation)
Automatically Collected
- Analytics data: questions asked, topics, response status, timestamps
- No cookies, no tracking pixels, no third-party ad networks
2. How We Use Your Information
- To provide and operate the CampusCopilot chatbot service
- To generate AI-powered answers using your college's training data
- To display leads and analytics in your dashboard
- To send email alerts when new leads are captured (if configured)
- To process subscription payments
- To respond to support requests
- We do not sell, rent, or share your data with advertisers or data brokers
3. Data Storage & Third-Party Services
We use the following infrastructure and services:
- Database: Supabase (PostgreSQL) — account and lead data
- Vector Store: Supabase pgvector — stores processed training content as text embeddings only, not raw files
- AI Processing: Groq API — chat messages are sent to Groq to generate answers. Groq's privacy policy applies to this processing.
- Hosting: Render.com — all servers are hosted in the United States
- Payments: Cashfree Payments — handles all payment transactions
4. Data Isolation
Each college organisation has a completely isolated knowledge base. Your training data, leads, and analytics are never shared with or visible to other colleges on the platform.
5. Data Retention
- Account data is retained for as long as your subscription is active
- Upon account deletion, all associated data (training content, leads, analytics) is permanently deleted within 30 days
- Chat messages sent by students are stored only as analytics entries (question text + topic + timestamp). Full conversation transcripts are not stored.
6. Your Rights
You have the right to:
- Access the personal data we hold about your account
- Request correction of inaccurate data
- Request deletion of your account and all associated data
- Export your leads data as CSV at any time from the dashboard
To exercise these rights, email us at contact@campuscopilot.in.
7. Security
Passwords are stored as bcrypt hashes. All data is transmitted over HTTPS. API keys are unique per college and should be kept confidential. We recommend not sharing your API key publicly.
8. Children's Privacy
CampusCopilot is a B2B platform intended for use by college institutions. We do not knowingly collect personal information directly from children under 13. Student contact details collected through the chatbot are provided voluntarily by the students themselves.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify active account holders via email for material changes. Continued use of the service after changes constitutes acceptance of the updated policy.
10. Contact
For privacy-related questions: contact@campuscopilot.in
CampusCopilot, India
These Terms of Service ("Terms") govern your access to and use of CampusCopilot ("Service"), operated by CampusCopilot ("we", "us"). By registering an account or using the Service, you agree to be bound by these Terms.
1. The Service
CampusCopilot is a SaaS platform that allows educational institutions to create, train, and deploy AI-powered chatbots on their websites. Features include chatbot training via documents and URLs, lead capture, analytics, and a customisable chat widget.
2. Account Registration
- You must provide accurate and complete information when registering
- You are responsible for maintaining the confidentiality of your login credentials and API key
- One account per college institution. You may not share accounts between separate organisations.
- You must be authorised to represent the institution on whose behalf you register
3. Subscription & Payment
- Access to the Service requires an active paid subscription
- Subscription fees are billed monthly. The current price is displayed on the pricing page at campuscopilot.in.
- Payments are processed by Cashfree. By subscribing, you agree to Cashfree's payment terms.
- Subscriptions auto-renew monthly unless cancelled before the renewal date
- We do not offer refunds for partial months. You may cancel at any time and your access continues until the end of the current billing period.
- We reserve the right to change pricing with 30 days' notice to existing subscribers
4. Acceptable Use
You agree not to use CampusCopilot to:
- Upload content that is illegal, harmful, defamatory, or infringes third-party intellectual property rights
- Attempt to reverse-engineer, scrape, or copy the platform's software or AI models
- Use the Service for any purpose other than legitimate educational institution operations
- Attempt to bypass rate limits, authentication, or access controls
- Misrepresent your institution or provide false information to students through the chatbot
- Spam or abuse the lead collection functionality
5. Your Content & Training Data
- You retain full ownership of all content you upload (PDFs, documents, FAQs, website content)
- By uploading content, you grant CampusCopilot a limited licence to process and store that content solely for the purpose of providing the Service to you
- You are responsible for ensuring you have the right to upload and use all training content
- We do not use your training data to train our AI models or share it with other customers
6. Service Availability
We aim for high availability but do not guarantee uninterrupted access. We may perform maintenance that temporarily affects availability. We are not liable for downtime caused by third-party services (Render, Supabase, Groq, Cloudflare, etc.).
7. Intellectual Property
The CampusCopilot platform, software, design, and brand are owned by CampusCopilot. Nothing in these Terms transfers any intellectual property rights to you. You may not copy, modify, or distribute any part of the platform without written permission.
8. Limitation of Liability
To the maximum extent permitted by applicable law, CampusCopilot shall not be liable for any indirect, incidental, special, or consequential damages, including loss of leads, loss of revenue, or data loss arising from your use of or inability to use the Service.
Our total liability to you for any claim shall not exceed the amount you paid us in the 3 months preceding the claim.
9. Account Suspension & Termination
- We may suspend or terminate accounts that violate these Terms
- We may suspend accounts with overdue payments after reasonable notice
- You may cancel your account at any time by contacting us or through account settings
- Upon termination, your data will be deleted within 30 days
10. AI-Generated Content Disclaimer
CampusCopilot uses artificial intelligence to generate responses based on the training data you provide. We do not guarantee the accuracy, completeness, or timeliness of any AI-generated response. AI systems can make mistakes, misinterpret questions, or produce incomplete answers.
- You are solely responsible for the accuracy of the training data you upload
- You are responsible for periodically reviewing and verifying that the chatbot is providing correct information to students
- CampusCopilot is a tool to assist — not replace — your admissions communication. Final decisions must always be confirmed with the institution directly.
- We are not liable for any loss, damage, or missed opportunity suffered by a student or parent as a result of relying on an AI-generated response from your chatbot
- You agree to include a notice on your website informing users that they are interacting with an AI chatbot, not a human
11. College Responsibility for Uploaded Content
- You warrant that all content you upload (PDFs, URLs, FAQs, documents) is accurate, up-to-date, and does not infringe any third-party rights
- You must not upload content that is misleading, fraudulent, or likely to deceive students or parents
- If your fee structure, course offerings, or policies change, you are responsible for updating your chatbot's training data promptly
- CampusCopilot is not responsible for any student complaint, legal claim, or regulatory action arising from inaccurate or outdated information in your chatbot's responses
- You indemnify and hold CampusCopilot harmless from any third-party claims arising from content you upload or responses your chatbot provides
12. Student Data & Consent
- When students interact with your chatbot and share their contact details, that data belongs to your institution
- You are responsible for handling student data in compliance with applicable laws (IT Act 2000, DPDP Act 2023, and any other applicable regulations)
- You must ensure students are aware they are sharing personal data with your institution through the chatbot
- CampusCopilot acts as a data processor on your behalf for the limited purpose of operating the chatbot service
13. Disclaimer of Warranties
The Service is provided "as is" and "as available". We make no warranties, express or implied, including merchantability, fitness for a particular purpose, or non-infringement. We do not warrant uninterrupted or error-free operation of the Service.
11. Governing Law
These Terms are governed by the laws of India. Any disputes shall be subject to the exclusive jurisdiction of the courts in India. If you are a college outside India, you agree to these terms regardless of your local jurisdiction.
12. Changes to Terms
We may update these Terms from time to time. We will notify active subscribers via email at least 14 days before material changes take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.
13. Contact
For questions about these Terms: contact@campuscopilot.in
CampusCopilot, India