Cubitors
Cubitors policies

Policies for software, SaaS, AI systems, apps, websites, and digital services.

This page explains how Cubitors handles privacy, project delivery, SaaS and AI usage, payments, refunds, data security, cookies, intellectual property, acceptable use, and client responsibilities.

These policies are intended to provide clear business terms for Cubitors clients and users. They are not a substitute for independent legal advice. If a signed proposal, statement of work, DPA, NDA, or service agreement conflicts with this page, the signed document controls for that engagement.
Last updated: 19 June 2026 Contact: info@cubitors.com GSTIN: 07ALZPS0040G1ZV

Overview and Scope

Cubitors provides digital software strategy, design, website development, full-stack software development, SaaS systems, mobile apps, AI assistants, RAG platforms, automation workflows, dashboards, integrations, maintenance, and related consulting services.

These policies apply to visitors of cubitors.com, prospective clients, active clients, users of Cubitors-built systems where Cubitors controls the service, and business contacts who communicate with Cubitors. Additional client-specific contracts may include more detailed service, privacy, security, uptime, or data processing terms.

Business identity Cubitors, Digital Software Studio. Email: info@cubitors.com. Phone: +91 78382 79394, +91 88105 21800.
Primary services Websites, web apps, mobile apps, AI solutions, GenAI support, RAG systems, automations, integrations, dashboards, and software consulting.

Privacy Policy

Cubitors collects and processes information only where it is needed to respond to enquiries, deliver services, operate websites or applications, maintain security, comply with law, or improve our business and client experience.

Information we may collect

  • Contact details such as name, company, email address, phone number, role, and location.
  • Project and business information shared through calls, forms, messages, documents, files, or proposals.
  • Billing information such as invoice details, GST details, payment status, and transaction references.
  • Technical information such as IP address, browser, device, pages viewed, logs, analytics events, and security signals.
  • Account and usage information for SaaS platforms, dashboards, admin panels, apps, or systems operated by Cubitors.
  • AI inputs, prompts, documents, knowledge-base content, outputs, feedback, and workflow metadata where an AI feature is used.
  • Support communications, bug reports, recordings, screenshots, diagnostics, and service history.

How we use information

  • To respond to enquiries, prepare proposals, provide quotes, onboard clients, and communicate about services.
  • To design, build, test, deploy, support, and maintain websites, apps, SaaS systems, AI workflows, and integrations.
  • To provide authentication, access controls, dashboards, analytics, reporting, notifications, and support.
  • To invoice, collect payments, calculate taxes, maintain accounting records, and prevent fraud or misuse.
  • To monitor reliability, debug errors, protect systems, investigate abuse, and enforce policies.
  • To improve service quality, software workflows, user experience, and internal delivery processes.
  • To comply with legal, tax, contractual, security, and regulatory obligations.

Legal basis and consent

Depending on the context, Cubitors may process information based on contract performance, consent, legitimate business interests, compliance with legal obligations, protection of systems, or a client instruction where Cubitors acts as a service provider or processor.

Sharing and third parties

Cubitors may use trusted service providers for hosting, cloud infrastructure, analytics, email, communication, payment processing, databases, AI model providers, version control, monitoring, storage, and support tools. We do not sell personal information. Data may be shared where required to deliver services, comply with law, protect rights, or complete a business transaction.

Retention and deletion

We keep information for as long as needed for the purpose collected, active client work, support, accounting, legal obligations, security, backups, and legitimate business records. Clients may request deletion or export where legally and technically possible. Some information may remain in backups, audit logs, invoices, or legal records for a limited period.

Your rights

Depending on applicable law, you may request access, correction, deletion, export, restriction, or objection to processing of your personal information. To exercise these rights, email info@cubitors.com.

Terms of Service

By using Cubitors websites, engaging Cubitors for services, or accessing Cubitors-built systems, you agree to use them lawfully, responsibly, and in accordance with applicable proposals, invoices, statements of work, contracts, and these policies.

Proposals, scope, and deliverables

  • Project scope, timelines, pricing, milestones, deliverables, support, and assumptions are defined in the relevant proposal, invoice, statement of work, or written confirmation.
  • Changes outside the agreed scope may require additional fees, timeline changes, or a revised proposal.
  • Client delays in content, approvals, credentials, testing, feedback, or payments may affect delivery timelines.
  • Demo, staging, and production delivery may differ based on hosting, third-party limitations, client data, and final approvals.

Client responsibilities

  • Provide accurate requirements, content, brand assets, data, account access, credentials, and approvals.
  • Ensure you have rights to any content, images, data, trademarks, documents, or materials supplied to Cubitors.
  • Review deliverables, test workflows, and notify Cubitors of issues within agreed review windows.
  • Use software, SaaS systems, AI tools, and integrations only for lawful and authorized purposes.
  • Maintain confidentiality of passwords, admin accounts, API keys, payment credentials, and private data.

Service availability

Cubitors aims to build reliable systems, but no website, SaaS platform, AI workflow, integration, hosting provider, device API, or third-party service can be guaranteed to be uninterrupted or error-free unless a specific signed SLA states otherwise.

Third-party services

Projects may rely on hosting providers, app stores, payment gateways, analytics, AI model providers, messaging platforms, biometric devices, APIs, open-source packages, and other third-party tools. Their pricing, availability, review processes, policies, outages, and limitations are outside Cubitors' control.

Billing, Cancellations, and Refund Policy

Payments and taxes

  • Fees, milestones, recurring subscriptions, support retainers, and taxes are stated in the relevant invoice or proposal.
  • GST, government fees, payment gateway charges, app store fees, hosting, domains, SMS, email, AI usage, cloud, and third-party charges may be billed separately unless included in writing.
  • Work may be paused for overdue invoices, missing approvals, non-payment, or account access issues.

Cancellations

A client may request cancellation in writing. Fees already paid for completed work, reserved time, discovery, strategy, design, development, setup, third-party purchases, or partially completed milestones may be non-refundable. Any cancellation settlement will depend on the signed agreement, work completed, costs incurred, and outstanding dues.

Refunds

Custom software, design, AI, automation, SaaS setup, and consulting work is generally not refundable once work has started, because it involves reserved time and client-specific deliverables. If a refund is approved in writing, it may be adjusted for completed work, transaction fees, taxes, third-party costs, discounts, and administrative expenses. If any refund amount remains pending after these adjustments, it will be processed within 30 days.

Recurring services

Maintenance, SaaS subscriptions, hosting management, support retainers, monitoring, and AI usage plans may renew monthly, quarterly, or annually as agreed. Cancellation may stop future renewals but does not automatically refund the current billing period unless agreed in writing.

AI, Automation, and RAG Policy

Cubitors may design and deploy AI assistants, copilots, retrieval systems, content workflows, document processing, voice or chat flows, enquiry routing, recommendation systems, and automation agents. AI systems can be powerful, but they require responsible use and human oversight.

AI outputs and accuracy

  • AI outputs may be incomplete, inaccurate, biased, outdated, or unsuitable for a particular purpose.
  • Clients and users must review AI-generated outputs before relying on them for business, legal, medical, financial, safety, employment, education, or other high-impact decisions.
  • AI tools should not be treated as a replacement for professional advice, human judgment, or required compliance review.

AI inputs and data

  • Do not submit data that you are not authorized to use, process, upload, or share.
  • Do not submit sensitive personal data, confidential information, regulated data, or trade secrets unless the project scope and security controls explicitly allow it.
  • For RAG or knowledge-base systems, the client is responsible for the accuracy, rights, permissions, and legal use of uploaded documents and data.

Responsible AI use

Cubitors may apply safeguards such as role-based access, prompt controls, logging, content filters, human review, rate limits, escalation flows, and audit trails. Clients must not use AI systems to mislead people, impersonate others, generate unlawful content, make prohibited decisions, bypass consent, scrape protected data, or violate third-party rights.

Model providers and data handling

AI features may use third-party model providers, vector databases, speech services, OCR providers, cloud services, or analytics tools. Data handling depends on the selected architecture and provider terms. For sensitive deployments, Cubitors can discuss private infrastructure, data minimization, retention controls, logging choices, and provider-specific settings.

Acceptable Use Policy

You may not use Cubitors websites, services, software, SaaS systems, AI tools, or deliverables to:

  • Break the law, violate regulations, infringe intellectual property, or breach contractual obligations.
  • Upload malware, exploit vulnerabilities, attack networks, spam users, or abuse APIs.
  • Collect, process, or expose personal data without proper rights, notice, consent, or legal basis.
  • Generate or distribute harmful, deceptive, hateful, abusive, explicit, fraudulent, or unlawful content.
  • Impersonate people, misrepresent affiliation, manipulate users, or hide material facts.
  • Use AI or automation for prohibited surveillance, discrimination, unauthorized profiling, or high-impact decisions without appropriate safeguards.
  • Reverse engineer, resell, overload, scrape, or misuse systems except where expressly permitted.

Cubitors may suspend access, pause work, refuse deployment, remove content, or terminate services if misuse, security risk, legal risk, or policy violation is identified.

Data Processing and Client Data

For many custom projects, the client decides what data is collected and why. In those cases, the client is generally the controller or business owner of the data, and Cubitors acts as a service provider or processor under client instructions.

Processor commitments

  • Process client data only for agreed service delivery, support, security, legal compliance, or written instructions.
  • Use reasonable confidentiality and security controls for client data.
  • Limit access to people and service providers who need it for the project.
  • Assist with reasonable export, deletion, or correction requests where technically possible and within scope.
  • Notify the client of known data incidents where required and reasonably possible.

Client commitments

  • Provide lawful instructions and obtain required notices, consents, and rights for data processing.
  • Avoid sending unnecessary sensitive data unless agreed safeguards are in place.
  • Maintain user-facing privacy notices for systems operated under the client's brand.
  • Review access permissions, user roles, retention settings, and exported reports.

Security Policy

Cubitors applies reasonable technical and organizational measures based on the project type, budget, infrastructure, sensitivity, and agreed scope. Security is a shared responsibility between Cubitors, clients, hosting providers, third-party tools, and end users.

Common controls

  • Role-based access and least-privilege account access where applicable.
  • HTTPS, secure hosting practices, environment separation, and protected credentials.
  • Database, API, and admin panel controls appropriate to the project.
  • Backups, logging, monitoring, updates, and incident review where included in scope.
  • Secure handling of API keys, secrets, payment credentials, and deployment access.

Limitations

No security program can guarantee complete protection. Security also depends on client password practices, admin access, hosting configuration, third-party systems, user behavior, plugin updates, device security, and ongoing maintenance.

Cookie and Analytics Policy

Cubitors websites and digital systems may use cookies, local storage, pixels, analytics scripts, or similar technologies to keep services working, remember preferences, understand site performance, protect against abuse, and improve marketing or user experience.

  • Essential cookies may be required for login, security, forms, sessions, and service operation.
  • Analytics cookies may help understand traffic, pages viewed, device type, errors, and conversion activity.
  • Marketing or third-party cookies may be used only where configured for a specific website or campaign.

You can control cookies through your browser settings. Disabling cookies may affect site features, login sessions, preferences, analytics accuracy, or software functionality.

Intellectual Property and Deliverables

Client materials

Clients retain rights to content, trademarks, data, documents, logos, brand assets, and materials they provide, and confirm they have permission for Cubitors to use them for the project.

Cubitors materials

Cubitors retains rights to pre-existing tools, internal frameworks, templates, know-how, generic components, reusable code, processes, prompts, automation patterns, documentation formats, and non-client-specific materials unless transferred in writing.

Custom deliverables

Ownership or license of custom deliverables depends on the signed proposal or agreement. Unless otherwise agreed, transfer of final project files or production access may depend on full payment of all dues. Third-party software, fonts, plugins, open-source packages, stock assets, and APIs remain subject to their own licenses.

Portfolio rights

Unless restricted by NDA or written agreement, Cubitors may mention completed work in portfolios, proposals, case studies, social posts, or sales material, while avoiding confidential details.

Disclaimers and Limitation of Liability

Cubitors provides services and deliverables with professional care, but does not guarantee specific revenue, rankings, app store approvals, AI accuracy, regulatory outcomes, uninterrupted uptime, lead volume, conversion rates, or compatibility with every future third-party change unless expressly agreed in writing.

To the maximum extent permitted by law, Cubitors will not be liable for indirect, incidental, consequential, special, punitive, loss-of-profit, loss-of-data, business interruption, third-party, or platform-related damages. Any liability cap will be governed by the applicable signed agreement; if no signed agreement states otherwise, liability is limited to fees paid for the specific service giving rise to the claim.

Governing Law and Changes

Unless a signed contract states otherwise, these policies are governed by the laws of India, and disputes will be handled through good-faith discussion first. If formal proceedings are required, the jurisdiction will be the competent courts in Delhi, India, where applicable.

Cubitors may update these policies from time to time to reflect new services, laws, technologies, security practices, or business requirements. The latest version will be posted on this page with the updated date.