Privacy Policy

This Privacy Policy describes how Adit Microsys Pvt. Ltd. (“Adit Microsys”, “we”, “us”, or “our”) collects, uses, stores, and shares information in connection with:

ReplyTrack is email response management and SLA tracking software. It connects to an organisation’s existing mail system to measure reply times and deadlines. It is not a consumer social network and is not intended for children.

By using the website or the ReplyTrack product, you agree to this Policy. If you do not agree, do not use the website or the product.

Who We Are

ReplyTrack is a product of Adit Microsys Pvt. Ltd.

Registered / contact address: 502 Shapath II, Opp.
Rajpath Club, S. G. Road, Ahmedabad 380015,
Gujarat, India

For privacy questions, use the email above (or privacy@aditmicrosys.com if you publish that address) with the subject “Privacy — ReplyTrack”.

Phone : +91 81405 88555

Email : adit@aditmicrosys.com

Website : https://www.replytrack.in

Scope: Website vs Product

This Policy covers two situations:

Public Website (ReplyTrack.in)

Visitors may browse product information, request a demo, download a datasheet, or contact us. We process the details you submit and ordinary website technical data.

ReplyTrack Product (Customer Organisations)

When an organisation deploys ReplyTrack, that organisation is typically the controller of its employee and mailbox data. Adit Microsys processes that data as a service provider / processor where we host the software, or the organisation processes it on its own servers when ReplyTrack is self-hosted. If you are an employee or mailbox user of a customer, your organisation’s own policies also apply. Direct most access or deletion requests to your employer or IT administrator first.

Information We Collect

Information You Give Us on the Website

Information Collected Automatically on the Website

Account and Organisation Information (ReplyTrack Product)

User name, work email, role (User, Team Lead, Manager, or Admin)
Organisation structure: regions, sites, departments, teams
Business hours, holidays, leave, and unavailable time
Clients, client groups, internal domains, SLA rules, alert settings
Authentication credentials required to sign in to ReplyTrack
Acceptance of Terms and Conditions of Software Use

Email-Related Information (ReplyTrack Product)

ReplyTrack connects to Microsoft 365 (Microsoft Graph), Gmail / Google Workspace (Gmail API, per-user OAuth), and/or on-premises Microsoft Exchange (EWS), as configured by the organisation.

We collect and store email metadata needed for sync, analytics, SLA tracking, assignment, and reporting. This typically includes:

Message and conversation identifiers
Sender and recipient addresses and display names
Subject line
Sent and received timestamps
Folder / label flags (for example inbox, sent, read / unread)
Thread / conversation status (for example awaiting reply, closed)
Mailbox owner and assignment / ownership history
Calculated fields such as SLA status, priority score, and response-time metrics

Email body content is not stored in the ReplyTrack database.

Optional AI features (when the organisation configures an AI provider) may read the email body in memory to classify whether a reply is needed, to close conversations that do not need a reply, and optionally to score sentiment. Only the resulting label, score, or closure decision is stored on the metadata record — not the body.

The organisation chooses the AI provider: a local model (Ollama), Google AI Studio, or Azure OpenAI. If a cloud provider is used, subject, sender, and body may be sent to that provider for classification. That provider’s terms and privacy policy apply. ReplyTrack does not keep the body after the classification call.

Support and Operations

How We Use Information

We use information to:

provide, operate, and improve ReplyTrack
sync mail metadata and calculate response times, SLA status, and priorities
show dashboards, alerts, reports, and in-inbox panels
authenticate users and enforce role-based access
respond to demo requests, sales enquiries, and support
maintain audit trails and security
meet legal, accounting, and contractual obligations
communicate product or service information related to an existing relationship

ReplyTrack does not sell personal information. ReplyTrack does not use customer email content to train its own models. If the organisation enables a third-party AI provider, that provider’s use of data is governed by that provider’s terms.

Legal Bases (Where Applicable)

Depending on location and context, we rely on:

performance of a contract (providing ReplyTrack to a customer)
legitimate interests (securing the service, improving the product, responding to business enquiries), balanced against your rights
consent, where we ask for it (for example certain cookies or optional marketing)
legal obligation

Customer organisations are responsible for having a valid basis to connect mailboxes and to permit ReplyTrack to process metadata of their staff and counterparties as part of business email operations.

Sharing of Information

We do not sell your personal information.

We may share information with:

The customer organisation — administrators and authorised users see data according to their role
Mail platform providers — Microsoft and Google, only as needed to authenticate and read the mailbox data the organisation has connected
AI providers the customer configures — if optional AI classification is enabled, subject, sender, and body may be sent to that provider (Ollama on the customer’s network, Google AI Studio, or Azure OpenAI)
Hosting and infrastructure providers — if the organisation uses Adit-hosted ReplyTrack, subprocessors who host servers, backups, or email delivery for notifications
Professional advisers and authorities — where required by law, or to protect rights, safety, and security
A buyer — if Adit Microsys is involved in a merger, acquisition, or asset sale, with appropriate safeguards

Notification emails (alerts and scheduled reports) may be sent through our configured mail delivery service.

Cookies and Similar Technologies

The public website and the ReplyTrack web application may use cookies or similar storage to:

Essential cookies are required for the product to function (for example authentication). If the live website uses non-essential analytics or marketing cookies, the design team should add a cookie notice and list those tools by name before launch.

You can control cookies through your browser settings. Blocking essential cookies may prevent sign-in or other features from working.

Hosting and Where Data Is Stored

Self-Hosted Deployments

If the customer installs ReplyTrack on their own Windows/IIS server, mailbox metadata and configuration are stored in that customer’s environment. Adit Microsys does not automatically receive the contents of that database.

Adit-Hosted / Managed Deployments

If we host ReplyTrack for a customer, data is stored in the hosting environment agreed for that subscription. Ask us for the current location and subprocessors for your contract.

Mail metadata is retrieved from Microsoft, Google, or Exchange in the regions those providers operate. We do not control those providers’ data centres.

Retention

Website enquiries : kept as long as needed to respond and for ordinary business records, then deleted or archived
Product metadata : retained according to the customer’s configuration, contract, and operational need (analytics, SLA history, audit)
Audit logs : retained for security and accountability for a reasonable period
Backups : cycle out on the backup schedule of the hosting environment

When a contract ends, we follow the agreement: typically return or delete hosted customer data within a stated period, except where we must keep records by law.

Security

We take appropriate technical and organisational measures, including:

HTTPS / TLS in transit
role-based access control (User, Team Lead, Manager, Admin)
metadata-first design (email bodies not stored in the ReplyTrack database)
audit logging of important configuration and assignment changes
access limited to personnel who need it to support the product

Adit Microsys is certified to ISO 27001:2022 and ISO 9001:2015 (company certifications). Encryption at rest depends on how the server and database are hosted; it is not claimed here as a built-in ReplyTrack feature.

No method of transmission or storage is 100% secure. If we become aware of a personal data breach that requires notification, we will notify affected customers and authorities as required by law and contract.

International Transfers

Adit Microsys is based in India. If you access ReplyTrack.in or a hosted instance from another country, your information may be processed in India and in any country where our hosting providers or the connected mail platforms operate. We take steps appropriate to the contract and applicable law to protect that information.

Your Rights

Depending on applicable law (including Indian IT / DPDP rules and, where relevant, GDPR or similar), you may have rights to:

access personal information we hold about you
correct inaccurate information
delete information, subject to legal and contractual limits
restrict or object to certain processing
data portability, where it applies
withdraw consent where processing is based on consent
complain to a data protection authority

If your data is in a customer’s ReplyTrack instance, contact that organisation’s administrator. We may need to redirect you to them because we may not be able to identify or alter mailbox data except on the customer’s instruction.

Website visitors can email adit@aditmicrosys.com to exercise rights related to demo or contact form data. We may need to verify your identity.

Children’s Privacy

ReplyTrack and ReplyTrack.in are business services. They are not directed at children under 18. We do not knowingly collect personal information from children. If you believe we have, contact us and we will take appropriate steps to delete it.

Third-Party Links and Platforms

The website may link to Microsoft, Google, YouTube, WhatsApp, or other third-party sites. The Outlook add-in and Chrome extension run in those vendors’ products. Their privacy policies apply to their services. We are not responsible for third-party practices.

Changes to This Policy

We may update this Privacy Policy from time to time. The “Last updated” date will change. Material changes may also be notified on the website or, for product users, through the application or administrator communication. Continued use after an update means you accept the revised Policy.

Contact

Adit Microsys Pvt. Ltd.
502 Shapath II, Opp. Rajpath Club, S. G. Road, Ahmedabad 380015, Gujarat, India