Victrove privacy policy

Who we are

Victrove is a software company in India. We build custom software and offer our own software products, including Victrove ERP. In this policy, "we", "us" and "our" mean Victrove, and "you" means a person who visits or uses this website.

Under the Digital Personal Data Protection Act, 2023 (the "DPDP Act"), we are the data fiduciary for the personal data described here: we decide why and how it is processed. You are the data principal: the person the data is about.

This policy covers this website only. If you use one of our software products or we build software for you, the data inside that product or project is covered by the agreement for that product or project.

What we collect and why

Enquiry and demo forms

When you send an enquiry or book a demo, we collect the details you enter: your name, phone number, email address, company, the service or product you are interested in, your budget range if you choose to give it, and your message. We use these details to reply to you, understand what you need, prepare a quote or demo, and follow up on your enquiry.

How you found us

When you first arrive on the site, we store the campaign tags in the link you followed (known as UTM parameters, such as the source and campaign name) and the page you landed on, in a first-party cookie set by this website. If you later send an enquiry, these details are attached to it. We use them to understand which of our pages and campaigns bring in useful enquiries. The cookie does not contain your name or contact details.

AI chat assistant

The chat assistant on this site is optional. If you use it, your messages are sent to an AI provider to generate replies. We keep chat logs to check answers and improve the assistant, and we store them without personal data unless you agree otherwise. If you choose to share your name and phone number in the chat so that we can contact you, the assistant asks for your consent first, and only then passes those details to us as an enquiry. The assistant can make mistakes; please do not share sensitive information in the chat.

Analytics

We use Google Analytics 4 to understand how the site is used: which pages are visited, how people move between them, and roughly where visitors come from. Google Analytics sets its own cookies and processes data such as your device, browser and an approximate location. We use this information in aggregate to improve the site, not to identify you.

Spam protection and technical logs

Our forms use a spam-protection check, and our hosting provider keeps standard technical logs, such as IP addresses and request times, to keep the site secure and working. These are used for security and troubleshooting only.

If you contact us in other ways

If you email us, message us on WhatsApp or book a call through a scheduling tool, we receive the details you send. We use them only to reply and to handle your request. WhatsApp and scheduling tools are run by other companies, and their own privacy policies also apply when you use them.

Our basis for using your data

We process your personal data on the basis of your consent. When you submit a form, you are asked to tick a consent box that explains what we will do with your details. Where you give us information voluntarily for a specific purpose, such as asking a question by email, we use it for that purpose. We may also keep or share data where Indian law requires it, for example tax records once you become a customer, or a lawful request from an authority.

We do not sell your personal data, and we do not use it for purposes you have not been told about.

How long we keep it

• Active enquiries: we keep your enquiry details while the enquiry is active, that is, while we are discussing your needs, preparing a quote or following up.
• Enquiries that do not go ahead: when an enquiry is closed without becoming a project or subscription, we delete the personal data after a set period. We review this period from time to time and will tell you the current period if you ask.
• Customers: if you become a customer, we keep the data needed to deliver the work and to meet our legal duties, such as keeping invoices for the period tax law requires.
• Chat logs: kept without personal data for as long as they are useful to check and improve the assistant. Personal details you agreed to share in chat are handled as an enquiry.
• Analytics: kept according to the retention settings in our Google Analytics account.

When data is no longer needed for its purpose, or you withdraw consent, we delete it unless the law requires us to keep it.

Who processes data for us

We use a small number of service providers (data processors) who process personal data on our behalf and only for the purposes in this policy:

• Email delivery, to send enquiry notifications and replies.
• Website hosting and database services, to run this site and store form submissions.
• Analytics, through Google Analytics 4.
• An AI provider, to generate replies in the chat assistant.
• Spam protection for our forms.
• Our own CRM, where enquiries are stored and followed up.

Some of these providers may store or process data outside India. The DPDP Act allows this except to countries that the Central Government restricts, and we will follow any such restriction.

How we protect it

We take reasonable security measures to protect personal data, including encrypted connections, access limited to people who need it, and providers who commit to protecting the data they handle for us. No system is completely secure. If a personal data breach occurs, we will inform the Data Protection Board of India and the people affected, as the law requires.

Your rights

Under the DPDP Act, you have the right to:

• Access: ask for a summary of the personal data we hold about you and how we process it, and who we have shared it with.
• Correction: ask us to correct, complete or update data that is wrong or incomplete.
• Erasure: ask us to delete your personal data, unless we must keep it by law.
• Grievance redressal: raise a complaint with us about how we handle your data and get a response.
• Nomination: name another person to exercise these rights on your behalf if you die or become unable to do so.

To use any of these rights, write to the email address on our Contact page, with "Privacy request" in the subject. We may need to confirm your identity before acting on a request. We will reply within the time the law allows.

If you are not satisfied with our response to a grievance, you can complain to the Data Protection Board of India.

Withdrawing consent

You can withdraw your consent at any time, as easily as you gave it. Write to the email address on our Contact page and say that you withdraw consent. We will stop processing your data for that purpose and delete it, unless the law requires us to keep it. Withdrawing consent does not affect anything we did with your data before you withdrew it.

You can also block or delete cookies in your browser settings at any time. The site works without them, though we will not be able to link an enquiry to the campaign that brought you here. Google offers a browser add-on that stops Google Analytics from collecting data about your visits.

Children

This website is meant for businesses and adults. We do not knowingly collect personal data from anyone under 18. If you believe a child has sent us personal data, please tell us and we will delete it.

Changes to this policy

We may update this policy when our website, our providers or the law changes. The date at the top shows when it was last updated. If we make a change that affects how we use data you have already given us, we will ask for your consent again where the law requires it.

Contact and grievances

For questions about this policy, privacy requests or grievances, write to the email address on our Contact page. Please include "Privacy request" in the subject so that it reaches the right person.