Privacy Policy

This Privacy Policy explains how Xathos handles personal information when you visit our website, contact us, request information, book a strategy conversation, communicate with our team, or engage us for outbound services.

This policy is intended to describe our current privacy practices. If another page on the website describes these practices differently, this Privacy Policy governs until the other page is corrected.

Xathos operates from BKC, Mumbai, India. For questions, requests, or concerns about this Privacy Policy, contact us at help@xathos.com.

Who We Are

In this Privacy Policy, “Xathos,” “we,” “us,” and “our” refer to the Xathos business and the people acting on its behalf in connection with the website and services.

Xathos provides outbound strategy, campaign planning, outreach infrastructure, messaging support, and related business services. The exact services provided may vary depending on the engagement, proposal, or agreement with a client.

Scope of This Policy

This Privacy Policy applies to personal information collected through the public Xathos website, inquiry and communication channels, strategy-call requests, service discussions, and related business interactions.

It also describes how we may handle information in connection with outbound services when Xathos is engaged by a client to plan, operate, support, or improve an outreach campaign.

This Privacy Policy does not govern websites, applications, platforms, or services operated by third parties. If you follow a link to another website or use a third-party scheduling, communication, hosting, analytics, payment, or campaign platform, that provider’s own privacy policy may also apply.

Information You Provide

We may receive personal information that you choose to provide when you contact Xathos, request information, book a conversation, complete a form, respond to a message, or communicate with our team.

Depending on the interaction, this may include your name, work email address, company name, job title or role, company website, business objectives, service requirements, project information, and the contents of messages or other communications you send to us.

You should provide only information that is relevant to your request. Please do not submit passwords, authentication codes, private encryption keys, sensitive personal information, or other confidential credentials through a public website form or an ordinary email unless Xathos has specifically instructed you to use a secure method.

If you voluntarily include additional information in a message or document, we may process that information to understand and respond to your request, provide services, maintain the relevant business relationship, or protect our legal and operational interests.

Client and Campaign Information

When Xathos provides services to a client, we may process business information supplied by that client or collected under the client’s instructions.

Depending on the engagement, this may include campaign objectives, target-account criteria, messaging requirements, business contact information, outreach activity, replies, meeting information, performance information, project notes, and other information needed to plan or deliver the agreed services.

The information processed depends on the scope of the engagement. We do not treat every client engagement as involving the same categories of data.

Where a client provides information about prospective customers, contacts, or representatives of other businesses, the client is responsible for ensuring that the information is collected and used lawfully and that any required notices, permissions, or instructions are in place.

Xathos uses client and campaign information for the purposes of the relevant engagement and does not intentionally use it for unrelated purposes.

The client agreement, service instructions, and applicable law may determine whether the client or Xathos is responsible for particular decisions about the processing of campaign information.

Information Collected Automatically

When you visit the website, certain technical information may be collected automatically by the website, hosting environment, security systems, or other technologies used to operate the service.

This may include information such as your IP address, browser type, device type, operating system, pages visited, referring page, approximate location, date and time of access, and basic diagnostic or security information.

We use this information only as reasonably necessary to operate, secure, maintain, troubleshoot, and improve the website and to understand general usage patterns.

The exact information collected may depend on your device, browser, network, settings, and the technologies active on the website at the time of your visit.

Cookies and Similar Technologies

The website may use cookies and similar technologies to support basic functionality, security, preferences, performance measurement, or other website operations.

A cookie is a small data file stored by your browser or device. Some cookies may remain only while your browser is open, while others may remain for a longer period.

We seek to use necessary technologies only for legitimate website functions. If optional analytics, advertising, personalization, or session-analysis technologies are introduced, we will provide any notice or choices required by applicable law.

You can usually control or delete cookies through your browser settings. Blocking or deleting certain cookies may affect how parts of the website function.

The cookies and similar technologies used by the website may change as the website and its tools change.

How We Use Information

We may use personal information to respond to inquiries, provide requested information, schedule or manage conversations, understand business needs, prepare service discussions, provide and support services, communicate about an engagement, and maintain the business relationship.

Where Xathos processes information for an outbound campaign, we may use it to plan campaign activity, prepare or improve messaging, manage replies, coordinate follow-up, support deliverability, review performance, and carry out the specific work agreed with the client.

We do not use personal information for purposes that are materially unrelated to the reason it was provided unless we have a lawful basis to do so or are required or permitted by law.

Communications

If you contact Xathos, we may use the contact details you provide to respond to your request and communicate about the relevant discussion or service.

If we send marketing communications, we will provide a way to unsubscribe or otherwise stop receiving those communications where required by law.

Unsubscribing from marketing messages will not prevent us from sending essential service, security, transaction, or relationship-related communications where those communications are necessary.

Legal Grounds and Permissions

The legal basis for processing personal information depends on the nature of the information, the purpose of processing, and the law that applies to the relevant person or activity.

Depending on the circumstances, Xathos may process information because it is necessary to respond to a request, take steps before entering into an agreement, perform an agreement, comply with a legal obligation, protect legitimate business and security interests, or act on consent where consent is required.

Where processing relies on consent, you may withdraw that consent by contacting us or using the available unsubscribe or preference mechanism.

Withdrawing consent does not affect processing that took place before the withdrawal and may not be possible where another lawful reason allows or requires continued processing.

Sharing and Disclosure

Xathos does not sell personal information for money.

We may share information with service providers that help us operate the website, communicate with people, schedule conversations, maintain systems, provide security, manage projects, support campaign delivery, store information, process payments if applicable, or perform other business functions.

Service providers receive information only to the extent reasonably needed for the services they provide. Their handling of information may also be governed by their own privacy policies and contractual obligations.

We may disclose information when required by law, legal process, court order, government request, or other lawful authority.

We may also disclose information when reasonably necessary to protect the rights, property, security, users, clients, team members, or operations of Xathos; investigate suspected fraud, abuse, or security incidents; establish or defend a legal claim; enforce an agreement; or protect against legal liability.

If Xathos is involved in a merger, acquisition, financing, restructuring, sale of assets, or similar business transaction, personal information may be transferred as part of that transaction, subject to applicable law and appropriate protections.

Outbound and Prospect Information

Xathos may support clients with outbound business development and communication activities.

Where a client provides or authorizes information about business contacts, prospects, or target accounts, Xathos may process that information to perform the agreed services, including campaign planning, message preparation, personalization, outreach coordination, reply handling, reporting, and performance review.

Clients are responsible for ensuring that their instructions, contact lists, outreach activities, and intended uses comply with applicable laws and the obligations that apply to their business.

Xathos does not intentionally retain or use client campaign information for unrelated purposes. Access to client information is limited according to operational need and the relevant engagement.

Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

Retention may be necessary to respond to an inquiry, arrange or follow up on a conversation, provide services, maintain a business relationship, support a client engagement, protect security, prevent abuse, resolve disputes, maintain appropriate business records, comply with legal obligations, or establish or defend legal rights.

When information is no longer reasonably needed, we may delete it, anonymize it, securely dispose of it, or allow it to be removed through ordinary system and backup cycles.

The period of retention may vary depending on the type of information, the reason it was collected, the nature of the engagement, operational requirements, legal obligations, security needs, and whether a dispute or investigation is active.

For website inquiries and strategy conversations, information may be retained for as long as reasonably necessary to respond, follow up, maintain a record of the interaction, and evaluate or provide requested services.

For client and campaign information, retention and deletion may be governed by the client relationship, service instructions, applicable agreement, and legal requirements.

Where Xathos processes prospect or lead information on behalf of a client, the client’s instructions and the applicable engagement terms may determine when that information should be returned, deleted, or otherwise handled.

If a person unsubscribes from marketing communications, Xathos may retain a limited suppression record so that the person is not contacted again accidentally. That record is used only to honor the communication preference and related compliance requirements.

Security

We use reasonable technical and organizational measures designed to protect personal information against unauthorized access, misuse, loss, alteration, and disclosure.

These measures may include access controls, authentication, restricted administrative access, secure transmission, careful handling of business information, and safeguards provided by the technology services used to operate the website and deliver services.

Access to information is limited to people and service providers who reasonably need it for an authorized business purpose.

No method of transmission or storage is completely secure. We work to protect information, but we cannot promise absolute security.

If Xathos becomes aware of a security incident affecting personal information, we will assess the incident and provide notices required by applicable law.

International Processing

Xathos operates from India and may use technology and service providers that process information in India or in other countries.

The location of processing may depend on the hosting, communication, scheduling, security, analytics, storage, campaign, or other services used at a particular time.

When personal information is processed outside the country where it was collected, we take steps appropriate to the circumstances and applicable law to protect that information.

International processing may be subject to the laws of the country where the information is processed. We do not represent that every provider uses the same storage location or transfer mechanism.

Your Privacy Choices and Rights

Depending on your location and the law that applies, you may have rights to request access to personal information, request correction of inaccurate information, request deletion or erasure, ask for processing to be restricted, object to certain processing, withdraw consent, request a portable copy of information, or stop receiving marketing communications.

You may contact help@xathos.com to make a privacy request or raise a concern.

We may need to verify your identity before responding. This is intended to protect personal information from unauthorized disclosure.

Some requests may be limited where retaining or using information is necessary to comply with law, protect security, prevent fraud, resolve a dispute, complete a transaction, maintain required records, or establish or defend legal rights.

We aim to respond within the period required by applicable law. If additional time or information is needed, we will explain the reason where permitted.

India Privacy Requirements

Xathos operates from India and seeks to handle personal information in accordance with applicable Indian privacy and data-protection requirements, including the Digital Personal Data Protection Act, 2023, to the extent applicable to our activities.

Depending on the circumstances and the law that applies, individuals may have rights relating to information about processing, correction, erasure, consent withdrawal, and grievance handling.

To ask a question, exercise an available privacy right, or raise a grievance, contact help@xathos.com.

The application and timing of specific legal requirements may depend on the nature of the information, the role Xathos has in a particular processing activity, the service involved, and the requirements in force at the relevant time.

Visitors from Other Regions

People in the European Economic Area, the United Kingdom, California, or other jurisdictions may have additional privacy rights under local law.

Where such laws apply, Xathos will handle requests and provide information in accordance with the requirements that apply to the relevant activity and person.

Nothing in this Privacy Policy removes rights that cannot lawfully be removed.

Children

The Xathos website and services are intended for business users and professional interactions.

We do not knowingly request personal information from children through the public website. If you believe a child has provided personal information to Xathos, contact help@xathos.com so that we can review the situation and take appropriate action.

Third-Party Links and Services

The website may contain links to third-party websites, scheduling tools, communication services, social platforms, or other external services.

Xathos does not control the privacy practices, content, security, or policies of third parties.

You should review the privacy policy and terms of any third-party service before submitting information or using that service.

Changes to This Policy

We may update this Privacy Policy when our website, services, business practices, technology, service providers, or legal obligations change.

When we update the policy, we will change the date and version shown at the top of the page.

The updated policy becomes effective when posted unless a different effective date is stated.

Where required by law, we may provide additional notice through the website, email, or another reasonable method.

Contact

If you have a question about this Privacy Policy, want to make a privacy request, or wish to raise a concern about how Xathos handles information, contact:

help@xathos.com

Xathos operates from BKC, Mumbai, India.