Privacy Policy

1. About Us

VinTrack Pro is an IT Asset Management SaaS platform developed and operated by Nila TechLabs, a technology company incorporated under the laws of India. Our platform enables organisations to track, manage, and maintain IT assets across their workforce.

Contact: For privacy-related queries, write to us at support@nilatechlabs.com.

2. Scope

This Policy applies to:

• Visitors to our website (landing page, marketing pages).
• Registered tenants (organisations) and their authorised users of the VinTrack Pro platform.
• Any individual whose data is processed within the platform by a tenant (e.g., employees whose assets are tracked).

3. Information We Collect

3.1 Account & Tenant Registration Data

• Organisation name, subdomain or tenant identifier.
• Administrator name, email address, and hashed password.
• Billing/subscription tier selected.
• IP address and browser user-agent at registration.

3.2 User Profile Data

• Full name, email address, designation, and department (entered by the tenant administrator).
• Login timestamps and session activity logs.

3.3 Asset & Operational Data

• Asset inventory records (serial numbers, categories, purchase/warranty details).
• Asset assignment records linking assets to named employees.
• Maintenance, repair, and movement history logs.

3.4 Automatically Collected Data

• Log files: IP addresses, pages accessed, referrer URL, timestamps.
• Cookies: session authentication cookie (strictly necessary, no tracking cookies).
• CAPTCHA verification data via Cloudflare Turnstile (subject to Cloudflare's own privacy policy).

3.5 Communications Data

• Emails you send to our support address, including any attachments.
• Transactional emails (password resets, notifications) — we retain delivery logs for 90 days.

4. Legal Basis for Processing

We process personal data on the following legal grounds:

• Contract performance: To provide you the VinTrack Pro service you have subscribed to.
• Legitimate interest: To maintain security, prevent fraud, improve service reliability, and analyse aggregate usage trends.
• Legal obligation: To comply with applicable Indian laws, including the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023 (once fully notified).
• Consent: For any marketing communications or optional features — you may withdraw consent at any time.

5. How We Use Your Information

• To create and manage your tenant account and user accounts.
• To deliver and operate the VinTrack Pro service.
• To send transactional notifications (password reset, subscription alerts).
• To respond to support requests and inquiries.
• To detect and prevent unauthorised access, fraud, or abuse.
• To comply with our legal and regulatory obligations.
• To analyse aggregated, de-identified usage data for product improvement.

We do not sell, rent, or trade your personal data to any third party for marketing purposes.

6. Data Sharing & Disclosure

We may share your data only in the following limited circumstances:

• Service Providers: Hosting providers, email delivery services, and payment processors that process data on our behalf under contractual data-processing obligations.
• Cloudflare Turnstile: CAPTCHA data is processed by Cloudflare, Inc. under their privacy policy.
• Legal Requirements: When required by a court order, government authority, or applicable Indian law.
• Business Transfer: In the event of a merger, acquisition, or sale of assets, user data may be transferred with appropriate notice.

7. Data Localisation & Cross-Border Transfers

Our primary infrastructure is hosted in India. Where sub-processors are located outside India, we ensure appropriate contractual safeguards consistent with applicable Indian law and the DPDP Act, 2023, including standard contractual clauses or equivalent protections.

8. Data Retention

• Active tenant accounts: data retained for the life of the subscription plus 90 days post-cancellation.
• Post-cancellation: all personal data is purged within 90 days unless retention is required by law.
• Backup archives: overwritten or deleted within 30 days of the primary purge cycle.
• Support emails: retained for 2 years from last correspondence, then deleted.

9. Security

We implement reasonable technical and organisational measures to protect personal data, including:

• Passwords stored using bcrypt with per-user salts.
• HTTPS/TLS encryption in transit for all web traffic.
• Database access restricted to application-level credentials; no direct external DB access.
• Role-based access controls within the multi-tenant architecture.
• Regular security reviews and patches.

Despite these measures, no system is completely secure. In the event of a data breach affecting your rights, we will notify affected users and relevant authorities as required under applicable law.

10. Your Rights

Subject to applicable law, you have the right to:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your data, subject to legal retention obligations.
• Portability: Receive your data in a structured, machine-readable format.
• Grievance Redressal: Lodge a complaint with our Grievance Officer (see Section 13).
• Nomination: Nominate another individual to exercise rights on your behalf in the event of death or incapacity, as provided under the DPDP Act, 2023.

To exercise any of these rights, email support@nilatechlabs.com. We will respond within 30 days.

11. Cookies

VinTrack Pro uses a single strictly-necessary session cookie (PHPSESSID) to maintain your authenticated session. This cookie is deleted when you log out or close your browser. We do not use tracking cookies, advertising cookies, or third-party analytics cookies.

12. Children's Privacy

VinTrack Pro is intended for use by businesses and their employees. We do not knowingly collect personal data from individuals below the age of 18. If you believe we have inadvertently collected such data, please contact us immediately and we will delete it.

13. Grievance Officer

In accordance with the Information Technology Act, 2000 and the IT (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021, we have designated a Grievance Officer:

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, our practices, or service features. Material changes will be communicated to registered users via email or an in-app notice at least 14 days before taking effect. Continued use of the platform after the effective date constitutes acceptance of the revised Policy.

15. Governing Law

This Privacy Policy shall be governed by and construed in accordance with the laws of India. Any disputes arising under this Policy shall be subject to the exclusive jurisdiction of the competent courts in India.