Privacy Policy

Jurisdiction & Governing Law

This Privacy Policy is governed by and construed in accordance with the laws of the Republic of India. Vian Software Solutions is a Sole Proprietorship based in Mumbai, Maharashtra, India, and operates its business under the jurisdiction of Indian courts.

All personal information collected, processed, and stored by Vian Software Solutions is subject to the provisions of:

• Information Technology Act, 2000 — The primary data protection legislation in India governing electronic records and data protection.
• IT (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 — Rules governing the collection, storage, processing, and transfer of personal data and sensitive personal data in India.
• IT (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021 — Rules governing the operation of digital platforms and intermediaries.
• Consumer Protection Act, 2019 — To the extent applicable to digital services and e-commerce transactions.

By using our website or services, you consent to the collection, storage, and processing of your personal information in accordance with Indian data protection laws. Any disputes arising from this Privacy Policy shall be subject to the exclusive jurisdiction of the courts in Mumbai, Maharashtra, India.

Information We Collect

We collect information you voluntarily provide when you interact with our website or services. This includes:

• Personal Identification Information: Name, email address, phone number, company name, job title, and billing address provided through contact forms, account registration, or service inquiries.
• Project Information: Technical specifications, project requirements, design preferences, and related materials you share during consultations or project engagements.
• Communication Data: Records of correspondence via email, phone calls, or chat when you contact us for support or inquiries.
• Payment Information: Billing details processed through our third-party payment processors. We do not store full credit card numbers or banking credentials on our servers.

We also collect certain information automatically when you visit our website:

• Usage Data: Pages visited, time spent on pages, navigation paths, referral sources, and interaction patterns.
• Device Information: IP address, browser type and version, operating system, device type, and screen resolution.
• Analytics Data: Aggregated data about website traffic and user behavior collected through analytics tools.

How We Use Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve our software development, web development, and digital growth services.
• Communication: To respond to inquiries, send project updates, share service-related announcements, and provide customer support.
• Personalization: To customize your experience on our website and tailor our services to your needs.
• Billing and Payments: To process invoices, manage subscriptions, handle refunds, and maintain financial records.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes, including the Indian IT Act 2000 and GDPR requirements.
• Analytics and Improvement: To analyze website usage, identify trends, and improve our website functionality and service offerings.
• Security: To protect against unauthorized access, fraud, and other security risks, and to enforce our terms of service.

We process your information on one or more of the following legal bases: your consent, the performance of a contract with you, compliance with a legal obligation, or our legitimate business interests where such interests do not override your fundamental rights.

Cookies

Our website uses cookies and similar tracking technologies to enhance functionality, analyze traffic, and personalize content. Cookies are small text files stored on your device by your web browser.

We use the following categories of cookies:

• Essential Cookies: Required for the basic operation of our website, such as session management and security.
• Analytics Cookies: Help us understand how visitors interact with our website by collecting anonymous usage data.
• Preference Cookies: Remember your settings and preferences, such as theme selection and language.

You can manage or disable cookies through your browser settings. However, please note that disabling certain cookies may affect the functionality of our website. For detailed information about the cookies we use, please refer to our Cookie Policy.

Third Party Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following limited circumstances, in compliance with the Information Technology Act, 2000 and the IT Rules, 2011:

• Service Providers: With trusted third-party vendors who assist us in operating our website, processing payments, hosting services, sending communications, and analyzing data. These providers are contractually obligated to protect your information and use it only for the purposes we specify. They are prohibited from using your personal information for any independent purpose.
• Legal Obligations: When required by law, court order, or governmental regulation under Indian law, or to protect our rights, property, or safety, or the rights, property, or safety of others. We will notify you before disclosing your information unless such notification is prohibited by law.
• Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email and a prominent notice on our website of any such change in ownership or control of your personal information.
• With Your Consent: When you have given us explicit prior permission to share your information for a specific purpose. We will obtain your written consent before any such disclosure.
• Government Authorities: We may disclose your personal information to government authorities as required under Indian law, including but not limited to law enforcement agencies, regulatory bodies, or court orders. We will make reasonable efforts to ensure such requests are valid and legally enforceable before complying.

Under the IT Rules, 2011, we do not disclose sensitive personal data or information to third parties without your prior written consent, except where such disclosure is mandated by law or necessary for the performance of our contractual obligations to you.

Third-party services we may engage include cloud hosting providers, payment gateways, email delivery services, analytics platforms, and project management tools. Each of these providers maintains their own privacy practices consistent with applicable data protection laws. We encourage you to review the privacy policies of any third-party services we recommend or integrate with.

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using TLS/SSL protocols.
• Secure server infrastructure with restricted access controls.
• Regular security assessments and vulnerability scans.
• Employee training on data protection and privacy practices.
• Strict access controls limiting data access to personnel who need it to perform their duties.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law. The retention periods are as follows:

• Contact and Inquiry Data: Retained for the duration of our relationship plus 24 months following the last communication.
• Project and Service Data: Retained for the duration of the project engagement plus 36 months for warranty and support purposes.
• Billing and Financial Records: Retained for 7 years to comply with tax and accounting regulations under Indian law.
• Analytics Data: Retained in anonymized form for up to 26 months.

When data is no longer required, we securely delete or anonymize it. You may request deletion of your personal information earlier by contacting us, subject to our legal obligations.

Your Rights

Depending on your jurisdiction, you have certain rights regarding your personal information. We respect and uphold these rights in accordance with applicable data protection laws, including the GDPR and the Indian IT Act 2000.

Under the General Data Protection Regulation (GDPR)

If you are a resident of the European Economic Area (EEA), you have the following rights:

• Right of Access: You have the right to request a copy of the personal information we hold about you.
• Right to Rectification: You have the right to request correction of inaccurate or incomplete information.
• Right to Erasure (Right to be Forgotten): You have the right to request deletion of your personal information where there is no compelling reason for its continued processing.
• Right to Restrict Processing: You have the right to request restriction of processing under certain circumstances.
• Right to Data Portability: You have the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit it to another controller.
• Right to Object: You have the right to object to processing based on legitimate interests or direct marketing.
• Right to Withdraw Consent: Where processing is based on consent, you have the right to withdraw that consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

Under the Indian Information Technology Act, 2000

We comply with the provisions of the IT Act 2000 and the IT (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011. This includes:

• Implementing reasonable security practices and procedures to protect sensitive personal data or information.
• Providing you with the ability to review and correct your personal information.
• Not disclosing sensitive personal information to third parties without your prior consent, except as required by law.
• Designating a Grievance Officer to address any complaints regarding the handling of your personal information.

To exercise any of these rights, please contact us using the details provided in the Contact section below. We will respond to your request within the time frames required by applicable law, typically within 30 days.

Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information without parental consent, we will take steps to delete such information promptly. If you believe a child has provided us with personal data, please contact us immediately.

International Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your jurisdiction. When we transfer your personal information internationally, we ensure appropriate safeguards are in place, including:

• Transferring only to countries that have been deemed to provide an adequate level of data protection.
• Using standard contractual clauses approved by relevant regulatory authorities.
• Obtaining your explicit consent where required by applicable law.

Our servers are located in India, and we primarily process data within India. For clients in the EEA, we ensure GDPR-compliant transfer mechanisms are in place.

Notification of Changes

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. We are committed to keeping you informed of any material changes through the following notifications:

• Website Notice: A prominent notice will be posted on our website homepage for a period of at least 7 days following any material changes.
• Policy Page Update: The "Last Updated" date at the bottom of this policy will be revised to reflect the effective date of the changes.
• Email Notification: For registered users or active clients, we may send a direct email notification summarizing the key changes.
• Cookie Consent Banner: Significant changes affecting cookie usage may trigger an updated cookie consent prompt on your next visit.

We encourage you to review this policy periodically. Your continued use of our website or services after any modifications to this Privacy Policy constitutes your acknowledgment of the changes and your consent to abide by and be bound by the updated policy. If you do not agree to any changes, you should discontinue use of our website and services.

Previous versions of this Privacy Policy are available upon request. Please contact us if you would like to access an archived copy of a previous version.

Contact

If you have any questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact us:

• Email: virenpandey89@gmail.com
• Phone: +91 9598443203

Grievance Officer (Under Indian IT Act, 2000)

In compliance with the Information Technology Act, 2000 and the Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021, the contact details of our Grievance Officer are provided below:

• Name: Viren Pandey
• Designation: Proprietor & Grievance Officer
• Email: virenpandey89@gmail.com
• Phone: +91 9598443203
• Response Time: All grievances shall be acknowledged within 24 hours and resolved within 15 days from the date of receipt, as per the IT Rules, 2021.

For purposes of the GDPR, our designated representative can be reached at the email address above. We will acknowledge and respond to all complaints within the time frames prescribed by applicable law.