PRIVACY POLICY

Vedivia Solutions Pvt Ltd ("Vedivia Solutions", "we", "us", or "our") is a Zoho Consulting Partner and staff augmentation/recruitment firm operating from West Bengal and New Delhi, India. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website at vediviasolutions.com (the "Site"), engage us for Zoho consulting, implementation, integration, training, or managed services ("Zoho Services"), or engage us for staffing, recruitment process outsourcing, payroll, or workforce consulting services ("Staffing Services"), collectively the "Services".

By using the Site or engaging our Services, you agree to the collection and use of information in accordance with this Policy. If you do not agree, please do not use the Site or Services.

1. Information We Collect

1.1 Information You Provide Directly

• Contact and identification details: name, company name, job title, email address, phone number, and postal address, submitted through forms such as "Book a Meeting", "Share Your Requirement", or general enquiries.
• Business information: details about your organisation, current systems, and requirements shared during consultations, discovery workshops, or requests for proposals.
• Candidate and applicant information (for Staffing Services): resumes/CVs, work history, educational qualifications, certifications, salary expectations, references, identity documents, and other information submitted for recruitment, staffing, or placement purposes.
• Client and vendor data: billing and invoicing details, bank/payment information, and statutory identifiers (e.g., PAN, GST, PF/ESIC details) necessary to deliver payroll or compliance-related services.
• Communications: any information you provide when you contact us by phone, email, chat, or through social media.

1.2 Information Collected Automatically

• Usage data such as IP address, browser type, device information, pages visited, referring URLs, and timestamps.
• Cookies and similar tracking technologies (see Section 5).
• Analytics data collected via tools such as Google Tag Manager and similar services.

1.3 Information Processed on Behalf of Clients

When we provide Zoho implementation, integration, customisation, or managed services, we may access or configure our clients' Zoho environments, which can include personal data belonging to our client's own customers, employees, or vendors. In such cases, Vedivia Solutions acts as a data processor/service provider on the client's instructions, and the client remains the data controller/fiduciary responsible for that data. Section 9 addresses this in more detail.

2. How We Use Information

We use the information we collect to:

• Respond to enquiries, prepare proposals, quotes, and Statements of Work (SOWs).
• Deliver Zoho consulting, implementation, integration, training, and managed services.
• Source, screen, shortlist, and place candidates for Staffing Services, and communicate with candidates and client organisations about opportunities.
• Process payments, invoicing, payroll, and statutory compliance where we provide such services.
• Improve our Site, Services, and internal operations.
• Send administrative communications, service updates, and, where you have consented, marketing communications.
• Comply with applicable legal, regulatory, tax, and contractual obligations.
• Detect, prevent, and address fraud, security incidents, or misuse of the Site.

3. Legal Basis for Processing (India – DPDP Act, 2023)

Where the Digital Personal Data Protection Act, 2023 ("DPDP Act") applies, we process personal data on the basis of your consent, for the performance of a contract with you or your organisation, for compliance with a legal obligation, or for other "legitimate uses" recognised under the DPDP Act (such as responding to a request you have made, or employment-related purposes for candidates). Where we rely on consent, you may withdraw it at any time as described in Section 7, without affecting the lawfulness of processing carried out before withdrawal.

4. How We Share Information

We do not sell personal data. We may share information with:

• Zoho Corporation and its platforms, where necessary to configure, implement, or support your Zoho environment.
• Client organisations, when we share candidate profiles for staffing/RPO engagements, or when contact details are needed to fulfil a service.
• Service providers and subcontractors who support our operations (e.g., IT hosting, analytics, payment processing, payroll compliance), under confidentiality obligations.
• Professional advisors such as auditors, legal counsel, and statutory authorities, where required.
• Government or regulatory authorities, law enforcement, or courts, where disclosure is required by law or to protect our rights, property, or safety, or that of others.
• A successor entity in the event of a merger, acquisition, restructuring, or sale of business assets.

5. Cookies and Tracking Technologies

Our Site uses cookies and similar technologies (including via Google Tag Manager) to operate the Site, remember preferences, and understand how visitors use the Site. You can control or disable cookies through your browser settings; disabling cookies may affect the functionality of the Site.

6. Data Security

We implement reasonable technical and organisational safeguards designed to protect personal data against unauthorised access, alteration, disclosure, or destruction. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.

7. Your Rights

Subject to applicable law, you may have the right to:

• Access the personal data we hold about you and obtain a summary of processing activities.
• Request correction or updating of inaccurate or incomplete personal data.
• Request erasure of your personal data, where it is no longer necessary for the purpose collected or consent has been withdrawn.
• Withdraw consent at any time, where processing is based on consent.
• Nominate another individual to exercise these rights on your behalf in the event of death or incapacity (as recognised under the DPDP Act).
• Lodge a grievance with our Grievance Officer (Section 12), and thereafter with the Data Protection Board of India or other applicable authority, if unresolved.

To exercise these rights, contact us using the details in Section 12. We may need to verify your identity before acting on a request.

8. Candidate and Staffing-Specific Notice

If you submit your resume or apply for a role through Vedivia Solutions (directly or via our recruitment/RPO services), we collect and process your information to evaluate your suitability for current or future opportunities, and to share your profile with prospective client employers with appropriate care. We retain candidate data for a reasonable period to consider you for future roles unless you request deletion earlier.

9. Data We Process on Behalf of Clients

For Zoho implementation, integration, customisation, managed services, or payroll/compliance engagements, any personal data belonging to our client's employees, customers, or vendors that we access is processed strictly under the client's instructions and the terms of the applicable service agreement. Data subjects with questions about such data should contact the relevant client organisation directly; Vedivia Solutions will support the client in responding to such requests as required by the engagement terms.

10. Data Retention

We retain personal data for as long as necessary to fulfil the purposes described in this Policy, comply with legal, tax, or regulatory obligations, resolve disputes, and enforce our agreements, after which it is securely deleted or anonymised.

11. International Data Transfers

We are based in India and primarily process data in India. Where we engage service providers or serve clients located outside India, personal data may be transferred to, stored, or processed in other countries. We take reasonable steps to ensure such transfers are subject to appropriate safeguards consistent with applicable law.

12. Grievance Officer / Contact Us

If you have questions, concerns, or complaints about this Privacy Policy or our data practices, please contact:

13. Children's Privacy

Our Site and Services are intended for businesses and working professionals and are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected such data, we will take steps to delete it.

14. Third-Party Links

Our Site may contain links to third-party websites, including Zoho's own platforms and social media pages. We are not responsible for the privacy practices of these third parties, and we encourage you to review their respective privacy policies.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The updated version will be posted on this page with a revised "Effective Date". We encourage you to review this Policy periodically.