Privacy Policy

for AIVPL

1. Introduction

Amrita Infovision Private Limited (“Amrita Infovision”, “Company”, “we”, “us” or “our”) respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains how we collect, receive, use, store, disclose, protect, and otherwise process personal information when you visit our website, contact us, register for an account, use our services, participate in a project, or access our project management systems, including Worksapar.

This Policy applies to website visitors, prospective customers, customers, their authorised representatives, employees, contractors, consultants, invited workspace users, suppliers, business contacts, and other individuals whose personal information we process.

Please read this Policy together with our Terms and Conditions and any additional privacy notice or agreement that applies to a particular service.

2. Company and Contact Information

Legal Name: Amrita Infovision Private Limited

CIN: U72300DL2015PTC288767

Registered/Business Contact Address: C107, iThum Building, Sector 62, Noida, Uttar Pradesh 201301, India

Email: info@amritainfovision.com

Telephone: +91 9540608020

Website: https://amritainfovision.com/

For privacy questions, requests, or complaints, please contact us using the details above.

3. Personal Information We Collect

The information we collect depends on how you interact with us, the services you use, and the permissions you grant.

3.1 Contact and enquiry information

When you submit an enquiry, request a quotation, contact our team, or complete a website form, we may collect:

- Name and job title.
- Business or organisation name.
- Email address and telephone number.
- Country, city, or business location.
- Services of interest.
- Project requirements, budget information, and expected timelines.
- Messages, attachments, and other information you choose to provide.

3.2 Customer account information

When you register for or use a customer account, we may collect:

- Account name and contact details.
- Login identifiers and account status.
- Organisation and workspace information.
- Account preferences and assigned permissions.
- Project details and associated documents.
- Communications, support requests, and activity records.

Authentication information is processed for account security. Passwords should be stored using appropriate secure methods rather than in readable form.

3.3 Project and service information

When you engage us for services, we may process information relating to:

- Project titles, descriptions, requirements, and specifications.
- Proposals, estimates, quotations, and statements of work.
- Milestones, assignments, tasks, deadlines, and progress.
- Deliverables, revisions, testing, and approvals.
- Project communications, meeting notes, and support records.
- Files, images, documents, and other materials supplied by you.
- Change requests, handover records, and maintenance requests.

Project information may include personal information supplied by a customer or included in project materials. Customers should avoid uploading unnecessary sensitive or confidential information.

3.4 Proposals, invoices, payments, and expenses

Our project management and billing systems may process:

- Proposal and quotation identifiers, versions, and status.
- Acceptance, rejection, or revision records.
- Invoice numbers, issue dates, due dates, line items, and tax information.
- Payment status, transaction references, and payment confirmations.
- Expense descriptions, amounts, dates, receipts, and supporting documents.
- Expense approval records and authorised spending limits.
- Refund, reconciliation, and billing dispute information.

Where payments are handled by an external payment provider, payment card or banking information may be processed directly by that provider. We do not intentionally collect full payment card credentials through ordinary website forms.

3.5 Employee, contractor, and invited user information

For employees, contractors, consultants, and other authorised staff, we may process:

- Name, business contact details, and account identifiers.
- Role, department, team, and assigned permissions.
- Project allocations, tasks, and work-related records.
- Internal communications and collaboration records.
- Leave, attendance, payroll, or other employment-related information where relevant to the systems and services we operate.
- Security logs and account administration records.

Employment and contractor information is processed only for relevant business, contractual, administrative, security, and legal purposes.

3.6 Marketing and communication information

If you subscribe to our communications or interact with our marketing, we may collect:

- Email address and communication preferences.
- WhatsApp number and messaging preferences.
- Newsletter subscriptions and unsubscribe status.
- Records of consent where applicable.
- Responses to campaigns and relevant interaction information.
- Advertising campaign identifiers and conversion information, where enabled and legally permitted.

3.7 Technical and usage information

When you use our website or online systems, we or our service providers may collect:

- IP address and approximate location derived from it.
- Browser type, operating system, and device information.
- Pages visited, referring URLs, and navigation activity.
- Dates, times, and duration of visits.
- Cookie identifiers and similar online identifiers.
- Security logs, error reports, and diagnostic information.
- Interactions with website features, where enabled.

The information collected depends on the technologies configured on the relevant website or platform.

3.8 Information from third parties

We may receive information from business contacts, authorised representatives, service providers, referral partners, advertising platforms, public business sources, or other lawful sources.

For example, an existing customer may provide the contact details of a colleague who should receive a project invitation. The person providing those details should have appropriate authority to do so.

4. How We Collect Information

We may collect information:

Directly from you through forms, email, telephone, WhatsApp, meetings, and other communications.
When you register for an account or accept an invitation.
When you create or participate in a project workspace.
When you submit, review, or approve proposals, quotations, invoices, or expenses.
Through website cookies, analytics, security tools, and similar technologies.
From customers, employers, workspace administrators, or authorised representatives.
From service providers and other sources where legally permitted.

Where required, we will provide additional notices or obtain consent before collecting or using information for particular purposes.

5. Purposes for Processing Personal Information

We may use personal information for the following purposes:

5.1 Providing services

- Responding to enquiries and service requests.
- Preparing proposals, estimates, and quotations.
- Creating and managing customer accounts.
- Delivering software, development, marketing, consulting, and support services.
- Managing project requirements, tasks, milestones, and deliverables.
- Providing customer support and resolving technical issues.

5.2 Commercial and financial administration

- Preparing and issuing invoices.
- Recording and reconciling payments.
- Managing approved expenses and reimbursements.
- Maintaining accounting and tax records.
- Handling refunds, disputes, and overdue accounts.
- Meeting contractual, financial, and statutory obligations.

5.3 Project management and collaboration

- Assigning work to authorised team members.
- Maintaining project histories and approval records.
- Managing files, comments, communications, and deliverables.
- Recording changes to project scope and status.
- Providing customers with appropriate visibility into project progress.

5.4 Security and fraud prevention

- Authenticating users and managing permissions.
- Detecting suspicious activity and unauthorised access.
- Investigating security incidents.
- Maintaining backups, system logs, and operational integrity.
- Enforcing our Terms and Conditions and other applicable agreements.

5.5 Marketing and business development

Where permitted by law and subject to applicable consent requirements, we may use contact information to:

- Send newsletters and service updates.
- Share relevant service information.
- Conduct business development and follow-up communications.
- Measure marketing performance.
- Deliver or measure advertising campaigns.
- Improve our website, services, and customer experience.

You may opt out of marketing communications as described below. Opting out of marketing does not prevent necessary service, security, transactional, or legal communications.

5.6 Analytics and website improvement

We may analyse website traffic, user interactions, technical errors, and performance to understand how visitors use our website and to improve usability, accessibility, content, and service delivery.

Non-essential analytics or tracking technologies will be used subject to applicable consent requirements.

5.7 Legal compliance and dispute resolution

We may process information to comply with applicable laws, respond to lawful requests, establish or defend legal claims, enforce agreements, and protect our rights and the rights of others.

6. Legal Grounds for Processing

Depending on the applicable law and circumstances, our processing may be based on:

Consent: Where you have given valid consent for a specified purpose.
Contract: Where processing is necessary to provide requested services or fulfil a contract.
Legal obligations: Where processing is required by applicable law.
Legitimate interests or other lawful grounds: Where recognised by applicable law and appropriate safeguards are in place.
Other permitted grounds: Where applicable legislation authorises processing in the relevant circumstances.

Where consent is the basis for processing, you may withdraw it, subject to legal and contractual limitations. Withdrawal does not invalidate processing lawfully undertaken before withdrawal.

7. Customer Accounts and Worksapar Project Management

Our project management system, including Worksapar and associated portals, may process personal and business information to support project delivery and administration.

Depending on your account and permissions, the platform may allow you to:

- Create and manage projects.
- View project status, tasks, and milestones.
- Review and accept proposals or quotations.
- View invoices and payment status.
- Submit or approve expenses.
- Upload documents and communicate with team members.
- Review deliverables and project changes.
- Manage authorised users and workspace permissions.

7.1 Approval and audit records

When a user performs a supported action, the system may record the action, user account, date and time, relevant document version, decision, and related information.

These records help maintain project accountability, support financial reconciliation, resolve disputes, and protect the integrity of the platform.

The legal effect of any approval depends on the relevant action, the user’s authority, the applicable agreement, and applicable law.

7.2 Role-based access

Access to customer and employee information should be limited according to account permissions and legitimate business requirements.

Customers and workspace administrators are responsible for managing their authorised users and promptly removing access when it is no longer required.

7.3 Customer-provided information

Customers are responsible for ensuring that they have the necessary authority and legal basis to provide personal information about their employees, customers, suppliers, or other individuals.

Where the Company processes personal data on a customer’s behalf, the parties may need a separate data processing agreement describing their respective responsibilities.

8. Employee and Staff Data

We process employee, contractor, and staff information where reasonably necessary for employment administration, work allocation, access control, project collaboration, security, accounting, contractual administration, and legal compliance.

Access to such information should be limited to authorised personnel with an appropriate business need.

Where a customer invites its own employees or contractors to a workspace, the customer may be responsible for the information it supplies and for determining the appropriate access permissions. Our responsibilities depend on the actual processing arrangement and applicable agreement.

This Policy does not replace an employment contract, staff privacy notice, internal policy, or other notice required by law.

9. Email, Newsletter, and Direct Marketing

If you subscribe to our newsletter or opt in to marketing communications, we may use your contact details to send information about our services, updates, events, or other relevant business communications.

You can unsubscribe using the link included in a marketing email, where available, or by contacting info@amritainfovision.com.

We may retain a limited record of your opt-out preference to ensure that we respect it.

We may still send essential communications relating to an enquiry, active project, account security, billing, legal obligations, or service administration.

10. WhatsApp, SMS, and Telephone Communications

We may use WhatsApp, SMS, telephone calls, or similar communication channels to respond to enquiries, coordinate projects, provide support, send transactional updates, or communicate about services.

Marketing communications will be subject to applicable consent, preference, and messaging requirements.

Where third-party messaging services are used, relevant information may be processed by those providers according to their terms and privacy practices.

You may ask us to stop marketing messages through the relevant channel or contact us directly. Stopping marketing messages will not necessarily stop essential project or transactional communications.

11. Google Analytics, Google Ads, and Related Technologies

Where enabled on our website or systems, we may use Google services such as Google Analytics, Google Ads, Google Tag Manager, conversion tracking, and remarketing features.

These technologies may help us understand traffic, measure campaign performance, identify conversions, and improve marketing effectiveness.

Depending on the configuration, relevant information may include device and browser information, pages visited, referral information, online identifiers, and website interactions.

Where required by applicable law, non-essential analytics and advertising technologies will not be activated before the required consent is obtained.

For more information, see the Google Privacy Policy and Google advertising technologies information.

12. Meta, Facebook, Instagram, and Other Advertising

Where enabled, we may use Meta advertising services, including Facebook and Instagram advertising, Meta Pixel, conversion measurement, and remarketing technologies.

We may also use other advertising or analytics services to measure campaign performance and understand how people interact with our website.

Depending on the service and configuration, these providers may receive online identifiers, device information, event data, and information about website interactions.

We will apply relevant consent and privacy controls where required. Advertising platforms may process information under their own policies and applicable agreements.

We do not promise that any particular advertising technology is active at all times. The technologies actually deployed should be reflected in our cookie disclosures and consent configuration.

13. Cookies and Similar Technologies

Our website may use cookies, pixels, tags, local storage, and similar technologies.

These technologies may be used for:

Essential website functions and security.
Remembering preferences.
Measuring website performance and traffic.
Understanding visitor interactions.
Measuring advertising and campaign conversions.
Delivering or measuring personalised advertising, where enabled.

Essential technologies may be necessary to provide requested website functions. Non-essential analytics and advertising technologies will be managed according to applicable law and your cookie preferences.

Where required, visitors will be able to accept or reject non-essential cookies and change their preferences later.

For additional details about specific cookies, providers, purposes, and retention periods, please consult our Cookie Policy and the cookie preference interface.

14. Microsoft Clarity and Session Analytics

If Microsoft Clarity or a similar session analytics service is enabled, it may help us understand how visitors interact with our website, identify usability issues, and improve the user experience.

Depending on the configuration, the service may collect interaction events, device information, page activity, and session-related data.

Such services should be configured to reduce unnecessary collection, mask sensitive fields where appropriate, and respect applicable consent requirements.

We do not intend to use session analytics to collect passwords, payment card details, or other sensitive form entries unnecessarily.

For further information, see the Microsoft Privacy Statement.

15. How We Share Personal Information

We do not sell personal information as a business model. We may share information in the following circumstances, subject to applicable law.

15.1 Service providers

We may share information with service providers that support our operations, including:

- Website hosting and cloud infrastructure providers.
- Email and business communication providers.
- Project management and collaboration platform providers.
- Payment processors and financial service providers.
- Analytics and advertising providers.
- Security, backup, and technical support providers.
- Accounting, legal, and professional advisers.

Service providers should receive only information reasonably necessary for their role and be subject to appropriate contractual, confidentiality, and security obligations where applicable.

15.2 Customers and authorised collaborators

Project information may be shared with the customer, their authorised representatives, and other approved project participants to the extent necessary for project delivery and workspace collaboration.

15.3 Employees and contractors

Information may be made available to authorised employees, contractors, or consultants who need it to perform their responsibilities.

15.4 Legal and regulatory disclosures

We may disclose information where required by law, a lawful regulatory request, a court order, or a necessary legal proceeding, subject to applicable legal requirements.

15.5 Business transfers

If our business or assets are involved in a merger, restructuring, acquisition, or transfer, relevant information may be transferred as part of that transaction, subject to appropriate safeguards and applicable law.

16. International Data Transfers

Our business is based in India, and some customers, service providers, or technology platforms may operate in other countries.

Personal information may therefore be processed or accessed across national borders, depending on the services used.

Where applicable law requires safeguards for international transfers, we will use appropriate legal mechanisms and protections.

You may contact us for further information about relevant transfers, subject to security, confidentiality, and legal restrictions.

17. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, unless a longer retention period is required or permitted by law.

Retention may depend on:

Whether an enquiry or project remains active.
Account status and platform requirements.
Contractual and warranty obligations.
Accounting, tax, and statutory retention requirements.
Security, fraud prevention, and audit requirements.
Dispute resolution and legal claims.
Consent records and marketing preferences.

When information is no longer required, we may delete it, anonymise it, or securely dispose of it, subject to lawful retention obligations, backups, and technical limitations.

Closing an account does not necessarily mean that all related information can be deleted immediately.

18. Data Security

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

Measures may include access controls, account permissions, secure authentication, encryption where appropriate, backups, monitoring, software updates, and incident response procedures.

No internet-based system or method of storage can be guaranteed completely secure.

Users should protect their credentials, use appropriate devices and security practices, and notify us promptly if they suspect an account has been compromised.

19. Data Breaches and Security Incidents

If we identify a personal data breach affecting information for which we are responsible, we will assess the incident and take appropriate steps under applicable law.

Where required, we will notify affected individuals, customers, regulators, or other relevant parties within the applicable timeframes.

Customers using our systems remain responsible for notifying us promptly of incidents involving their accounts, workspace data, or information they control.

20. Your Privacy Rights

Depending on your location, the applicable law, and the circumstances of processing, you may have rights to:

Request access to personal information.
Request correction of inaccurate or incomplete information.
Request deletion or erasure where legally available.
Withdraw consent where processing is based on consent.
Object to or request restriction of certain processing.
Request portability of certain information where applicable.
Opt out of direct marketing.
Lodge a complaint with a competent data protection authority.
Exercise additional rights provided by applicable law.

These rights are not absolute and may be subject to legal exceptions, identity verification, contractual requirements, or other lawful limitations.

21. How to Exercise Your Rights

To submit a privacy request, contact info@amritainfovision.com with the subject line “Privacy Request”.

Please explain the request and provide sufficient information for us to identify the relevant records. We may request reasonable verification to prevent unauthorised disclosure.

We will handle requests within the time limits required by applicable law. If we cannot fulfil a request, we will explain the reason where legally required.

You may also unsubscribe from marketing communications or update available account and cookie preferences through the relevant controls.

22. Additional Information for Individuals in the European Economic Area and United Kingdom

Where the GDPR or UK GDPR applies, the following additional information is relevant.

22.1 Data controller and processor roles

Amrita Infovision may act as a data controller when determining why and how it processes personal information for its own business purposes.

When we process personal data solely on behalf of a customer, the customer may be the controller and we may act as a processor, depending on the actual arrangement.

22.2 Legal bases

Depending on the processing activity, legal bases may include consent, contractual necessity, compliance with legal obligations, or legitimate interests where permitted and appropriately balanced against individual rights.

22.3 Data subject rights

Eligible individuals may have rights of access, rectification, erasure, restriction, portability, objection, and withdrawal of consent, subject to the relevant legal conditions.

22.4 Complaints

You may have the right to lodge a complaint with the competent supervisory authority in your country or region.

22.5 International transfers

Where required, international transfers will rely on an applicable legal transfer mechanism and appropriate safeguards.

23. Information About Children

Our services are generally intended for businesses, professionals, and other users who can lawfully use the relevant service.

We do not knowingly seek to collect children’s personal information through general business enquiry or marketing forms unless it is necessary for a specifically authorised service and appropriate legal requirements are satisfied.

If you believe a child has provided personal information to us without appropriate authorisation, please contact us so that we can assess the request and take appropriate action.

24. Third-Party Websites and Services

Our website may contain links to external websites, applications, social media services, payment providers, or other third-party resources.

Those services are governed by their own privacy policies and terms. We do not control all of their privacy practices.

We recommend reviewing the relevant third-party privacy notice before providing personal information to an external service.

25. Automated Processing and Artificial Intelligence

We may use software, automation, or AI-enabled tools to support customer service, project workflows, lead management, analytics, content processing, or other business operations.

Where such tools process personal information, we will seek to use them for appropriate business purposes and apply relevant safeguards.

We do not intend for this Policy to authorise solely automated decisions that produce legal or similarly significant effects where additional consent, safeguards, or legal requirements apply.

If a particular service involves materially different AI processing, we may provide a more specific notice.

26. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our business, website, project management systems, service providers, technology, or legal requirements.

The revised version will be published on our website with an updated “Last Updated” date.

Where required by law, we will provide additional notice or obtain consent before making material changes that require it.

27. Contact Us

For questions, concerns, complaints, or requests relating to this Privacy Policy, please contact:

Amrita Infovision Private Limited

C107, iThum Building, Sector 62, Noida, Uttar Pradesh 201301, India