Privacy Policy

Privacy Policy

AkshaVeda Tech is the technology division of AkshaVeda Ventures. We respect your privacy and are committed to handling personal information responsibly, transparently and in accordance with applicable requirements.

This Privacy Policy explains how AkshaVeda Tech may collect, use, access, process, disclose, retain and protect personal information when you visit our website, contact us, request our services, engage us for technology services, or otherwise interact with us through our digital channels.

Because our services may involve authorised access to client systems, devices, email accounts, cloud platforms, websites, servers, networks, backups, business applications and other technology environments, this Policy also explains how information may be handled in connection with those services.

1. Introduction

This Privacy Policy applies to the website and online services operated under the AkshaVeda brand in connection with AkshaVeda Tech, as well as personal information handled by us in connection with our technology services.

For the purposes of this Policy, "AkshaVeda", "AkshaVeda Tech", "we", "us" and "our" refer to AkshaVeda Ventures and its technology division, as applicable.

This Policy should be read together with our Terms & Conditions and any separate proposal, statement of work, service agreement or other contractual document applicable to a particular engagement.

2. Information We May Collect

Depending on how you interact with AkshaVeda Tech and the services you request, we may collect or receive the following categories of information:

• Contact Information: Name, email address, telephone number, business address and other contact details.
• Business Information: Organisation name, business requirements, project information, service preferences and related business information.
• Enquiry and Communication Information: Information submitted through contact forms, service enquiries, support requests, emails, calls or other communications.
• Account and User Information: User names, email addresses, roles, access permissions, account identifiers and related information where required for IT administration or workplace services.
• Technical Information: IP addresses, device information, browser information, operating system information, system configurations, diagnostic information, logs and related technical data, where available and relevant to the service.
• Website Information: Domain, hosting, DNS, SSL, website administration and technical information where website-related services are provided.
• Business System Information: Information contained in or associated with business applications, cloud environments, CRM, ERP, HRMS and other systems where access is authorised for a service.
• Email and Communication Data: Where email migration, administration, troubleshooting, backup, security or related services are provided, we may have authorised access to mailbox metadata, messages, attachments, contacts, calendars or related information to the extent necessary to perform the agreed service.
• Files and Business Data: Where backup, recovery, cloud storage, migration, documentation, security or other services require it, we may access files or business data that the client authorises us to handle.
• Payment and Transaction Information: Information required for invoicing, payment processing, accounting and business record purposes.

We generally collect information that you voluntarily provide, information necessary to provide requested services, or technical information generated through your use of our website, systems and services.

3. Information Accessed During Technology Services

Certain AkshaVeda Tech services may require authorised access to client technology environments. This may include, depending on the agreed scope:

• Computers, laptops, mobile devices and other endpoints.
• Business email accounts and mailboxes.
• Microsoft 365, Google Workspace and Zoho Workplace environments.
• Cloud storage and file-sharing platforms.
• Servers, networks, routers, firewalls and related infrastructure.
• Websites, hosting accounts, domain and DNS management systems.
• Backup and recovery systems.
• Business applications such as CRM, ERP and HRMS platforms.
• User accounts, access permissions and identity management systems.
• Security, monitoring, logging and diagnostic systems.

Such access will be limited to what is reasonably necessary for the agreed service, subject to the access granted by the client and the technical capabilities of the relevant system.

AkshaVeda Tech does not claim ownership of client data merely because such data is accessed or processed while providing technology services.

4. How We Use Personal Information

We may use personal information for legitimate business, contractual, service delivery and operational purposes, including:

• Responding to enquiries and service requests.
• Providing, managing and supporting technology services.
• Performing IT assessments, troubleshooting and technical support.
• Setting up and administering devices, systems, networks and user accounts.
• Deploying and supporting Microsoft 365, Google Workspace and Zoho Workplace.
• Performing email migration and related technical services.
• Providing backup, recovery, cloud storage and data migration services.
• Managing domains, DNS, hosting, SSL and website infrastructure.
• Providing IT security, hardening, monitoring and technical advisory services.
• Supporting business applications and technology implementations.
• Providing AI readiness, AI adoption, productivity and workflow automation services.
• Preparing proposals, quotations, invoices and business records.
• Communicating with clients, prospective clients and business contacts.
• Improving our services, systems, processes and customer experience.
• Maintaining security and preventing misuse, fraud or unauthorised access.
• Complying with applicable legal, regulatory and contractual obligations.

5. Basis for Processing

Depending on the circumstances and applicable law, personal data may be processed based on consent, for providing or initiating requested services, for complying with legal obligations, or on another lawful basis available under applicable Indian law.

Where consent is required, we aim to provide appropriate information about the purpose for which personal data is requested and use appropriate mechanisms for obtaining and managing consent.

The Digital Personal Data Protection Act, 2023 provides a framework concerning the processing of digital personal data and includes provisions relating to notice, consent, legitimate uses, security, access, correction, erasure and grievance redressal. The commencement of different provisions is subject to the applicable government notification and implementation timeline.

6. Client Data and Business Information

In the course of providing technology services, a client may authorise AkshaVeda Tech to access or process information belonging to the client, its employees, customers, vendors, users or other individuals.

Depending on the service, such information may include business records, employee information, customer information, files, communications, email data, account information, system logs, access information and other information contained within the client's technology environment.

The client is responsible for ensuring that it has the necessary rights and authority to provide such information or access to AkshaVeda Tech for the agreed service.

Where AkshaVeda Tech processes personal data on behalf of a client as part of a technology service, the nature and responsibilities of each party may also be governed by the applicable service agreement, statement of work or other contractual arrangement.

7. Authorised System and Account Access

Certain services require access credentials, administrator permissions, remote access, API access, security tokens or other technical access mechanisms.

Such access is used only to the extent reasonably necessary to perform the agreed service, troubleshoot an issue, administer a system, migrate information, configure a platform, perform a backup or recovery operation, or otherwise fulfil the agreed scope of work.

AkshaVeda Tech does not intentionally access information unrelated to the service being performed. However, certain technical operations may provide incidental visibility into information stored within the relevant system.

Clients should provide the minimum level of access reasonably necessary for the requested service wherever technically practical.

8. Email, Cloud Storage and Data Migration

Services such as email migration, cloud migration, file migration, cloud storage configuration and workplace deployment may require temporary or ongoing access to email accounts, mailboxes, files, folders, contacts, calendars, user accounts and related metadata.

Such information may be accessed or processed only to the extent reasonably necessary to perform the agreed service.

Clients should inform us of any information, mailbox, folder, account or dataset that should not be accessed or migrated, provided that such restriction is technically feasible within the agreed scope.

Where third-party platforms are involved, information may also be processed by those providers according to their respective terms and privacy policies.

9. Backup and Recovery Services

Where backup and recovery services are provided, AkshaVeda Tech may process or access copies of client data for backup, monitoring, maintenance, testing, restoration or recovery purposes.

Backup information may contain personal information, business records, documents, emails, databases, application data and other information contained within the systems covered by the agreed backup scope.

Backup retention, storage location, restoration procedures and third-party backup platforms may vary according to the service selected and the applicable service agreement.

Clients remain responsible for identifying critical information and confirming that the agreed backup scope is appropriate for their requirements.

10. IT Security and System Monitoring

IT security hardening, network configuration, website security, troubleshooting, monitoring and related services may involve processing technical and security information.

This may include:

• System and device information.
• Network configuration information.
• Security logs and diagnostic records.
• Authentication and access information.
• Firewall and security configuration data.
• Website and server security information.
• Security alerts and incident-related information.

Security services are intended to reduce identified risks within the agreed scope. They do not guarantee that a system will be completely secure or immune from cyberattacks, vulnerabilities, data loss or security incidents.

11. Business Applications and User Access

Services involving ERP, CRM, HRMS, business applications, user and access management, workplace platforms and related systems may require access to user profiles, roles, permissions, business records and other system information.

Access will be limited to the requirements of the agreed service wherever reasonably practical.

Clients remain responsible for determining appropriate user permissions, business authorisations and access policies unless those responsibilities have specifically been included within the scope of the engagement.

12. AI, Automation and Analytics Services

AI readiness assessments, AI adoption strategy, AI productivity solutions, workflow automation, analytics and management dashboards may involve the processing of business information, documents, prompts, operational information or other data.

Where third-party AI, automation, analytics or cloud platforms are used, information may be processed by those providers in accordance with their applicable terms and privacy policies.

Clients should not provide sensitive, confidential or personal information to an AI or automation platform unless the relevant service has been expressly agreed and the client has the necessary authority to permit such processing.

Where AI or automated systems are implemented, the scope of information processed, the applicable platform and the relevant safeguards may be documented separately as part of the project or service agreement.

13. Website, Hosting, Domain and Digital Services

Business website planning, website setup, website maintenance, hosting migration, domain and DNS configuration, SSL configuration and website performance services may require access to website administration systems, hosting accounts, domain accounts, DNS records, server configurations and related technical information.

Where AkshaVeda Tech develops or maintains a website for a client, the website may independently collect personal information from its visitors through contact forms, enquiries, analytics, accounts, cookies or other features.

Unless otherwise agreed, the client is responsible for determining the privacy notices, consent requirements, data collection practices and legal requirements applicable to the client's own website and business operations.

14. Sharing of Information

We do not sell personal information for money. We may share or permit access to information where reasonably necessary to operate our business, provide requested services, comply with applicable requirements, or protect our rights, systems and users.

Depending on the circumstances, information may be shared with or accessed by:

• Hosting and infrastructure providers.
• Email and workplace platform providers.
• Cloud storage and backup providers.
• Domain, DNS and SSL providers.
• Software, SaaS, CRM, ERP and HRMS providers.
• AI, automation and analytics platform providers.
• Security and monitoring service providers.
• Professional advisers and service providers.
• Government authorities, regulators, courts or law-enforcement agencies where legally required.
• Other parties where you have authorised or requested the disclosure.

Third-party providers may process information under their own terms, policies and security practices.

15. Third-Party Platforms and Services

AkshaVeda Tech may provide implementation, configuration, migration, administration or support for third-party platforms and services, including Microsoft 365, Google Workspace, Zoho Workplace, hosting platforms, cloud services, domain registrars, backup platforms, AI platforms, business applications and other technology providers.

Information processed through such platforms may be subject to the privacy policies, security practices, contractual terms and data processing arrangements of the relevant third-party provider.

We do not control the independent privacy practices, security measures, availability or data-processing practices of third-party providers.

16. Cookies and Similar Technologies

Our website may use cookies or similar technologies to support website functionality, security, preferences, analytics and performance.

Cookies may be used to remember preferences, support website functionality, understand website usage and improve the user experience.

You may be able to manage or disable cookies through your browser settings. Disabling certain cookies may affect the functionality of parts of the website.

17. Data Security

We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, disclosure, alteration, misuse, loss or destruction.

Depending on the service and technical environment, such measures may include:

• Access controls and role-based permissions.
• Secure authentication and administrative controls.
• Appropriate use of secure communication channels.
• System and security monitoring where included in the service.
• Backup and recovery controls where applicable.
• Reasonable measures for protecting credentials and access information.
• Limiting access to information based on service requirements.

No website, online service, transmission method, device, network or storage system can be guaranteed to be completely secure. You should therefore exercise appropriate care when sharing information online.

18. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing services, maintaining business records, resolving disputes, enforcing agreements and complying with applicable legal, accounting and regulatory requirements.

Information accessed during a technology engagement may be retained for the period reasonably necessary to provide the service, maintain technical records, resolve support matters, meet contractual obligations or comply with applicable requirements.

Where third-party platforms or backup systems are involved, retention may also be governed by the configuration and retention settings applicable to those platforms.

When personal information is no longer required, we may securely delete, anonymise or otherwise dispose of it, subject to applicable legal, contractual, technical or operational requirements.

19. Data Transfers

Depending on the technology providers and services used by us, personal information may be processed or stored outside your state or outside India.

This may occur where third-party cloud, email, hosting, backup, security, analytics, AI or other technology providers operate infrastructure or services in other jurisdictions.

Where applicable, such processing will be subject to the requirements of applicable law and the contractual or organisational safeguards applicable to the relevant service.

20. Your Privacy Rights

Subject to applicable law and the commencement and implementation of relevant provisions, individuals may have rights relating to their personal data, including:

• Access to information about processing of personal data.
• Correction of inaccurate or incomplete personal data.
• Erasure of personal data where applicable.
• Withdrawal of consent where processing is based on consent.
• Grievance redressal.
• Nomination of another individual to exercise applicable rights in specified circumstances.

Requests may be submitted using the contact details provided in the "Contact Us" section below. We may need to verify your identity or authority before processing a request.

21. Grievance Redressal

If you have a question, concern or complaint regarding the handling of your personal information, please contact us first so that we can review and address the matter.

Privacy-related requests and grievances may be submitted using the contact details provided below.

We aim to acknowledge and address privacy-related requests within a reasonable period, subject to the nature of the request, the information required to verify the request and applicable law.

22. Contact Us

For privacy-related questions, requests or grievances, you may contact AkshaVeda Tech using the details below: