Privacy Policy

1. Scope and who we are

Ecolods (TPS). provides technology and digital solutions, which may include website design and development, eCommerce platforms, mobile applications, customized business software, CRM, HRMS/payroll, retail billing, warehouse and inventory management, logistics software, integrations, IT consultation, hosting-related services and other solutions agreed with clients.

This policy covers personal data collected through our public website, contact and enquiry forms, email, telephone, business discussions and, where relevant, our delivery of services. Where Ecolods(TPS) builds or operates software for a client, the client may determine why and how end-user data is processed. In such cases, the client’s privacy notice and the applicable client agreement may also govern that data.

For privacy questions, contact us using the details in Section 15. Please verify the contracting/legal entity stated in your proposal or service agreement where a separate group company or entity is involved.

2. Information we collect

We collect information that is relevant to the interaction or service involved. Depending on your choices and the features you use, this may include:

Please do not send passwords, full payment-card details, government identity documents or other sensitive information through a general enquiry form unless we specifically request it through an appropriate, secure process.

3. How we use personal data

We may use relevant information for the following purposes:

• Responding to enquiries, arranging demonstrations and discussing your requirements.
• Preparing proposals, estimates, statements of work, contracts and project plans.
• Providing, configuring, maintaining and supporting software, websites, applications and integrations requested by a client.
• Managing customer accounts, communications, invoicing, payments, renewals and service-related notices.
• Diagnosing errors, monitoring service performance, improving usability and developing our services.
• Protecting systems, preventing fraud or abuse, managing access, investigating security events and enforcing agreements.
• Maintaining business, tax, accounting and other records required for legitimate business operations or applicable law.
• Sending relevant service announcements. We will use personal data for promotional communications only where permitted, and you may ask us to stop such communications.
• Meeting legal obligations and establishing, exercising or defending legal claims where necessary.

We do not intend to sell personal data collected through our website to data brokers. We do not use personal data for a purpose unrelated to the original context unless we have an appropriate basis and provide any notice required by applicable law.

4. Lawful processing and consent

We process personal data only where an applicable legal basis permits us to do so. Depending on the circumstances and the law that applies, this may include your consent, steps taken at your request before entering a contract, performance of a contract, compliance with a legal obligation, or another lawful ground available under applicable law.

Where consent is required, we aim to explain the data requested and the purpose for which it will be used. You may withdraw consent by contacting us through the details below. Withdrawal does not make earlier processing unlawful, and we may retain or process information where another lawful basis or a legal obligation permits or requires it.

For Indian users, applicable privacy obligations may include the Digital Personal Data Protection Act, 2023 and rules or other laws in force from time to time. The application and commencement of particular requirements depend on the relevant law, notifications and circumstances. This policy is intended to provide a practical privacy notice; it is not a certification of legal compliance.

5. Cookies, analytics and similar technologies

Our website or service providers may use cookies, pixels, local storage or similar technologies to keep a site working, remember preferences, understand aggregate website usage, protect against abuse or measure the effectiveness of communications. The technologies used depend on the tools enabled on the live website.

• Essential technologies: may support security, navigation, session handling and core site functionality.
• Preference technologies: may remember settings such as language or other choices.
• Analytics technologies: may help us understand which pages are visited and identify technical problems.
• Marketing technologies: if used, may measure campaigns or provide relevant advertising, subject to applicable requirements and choices.

You can manage cookies through your browser settings. Blocking certain cookies may affect how parts of a website function. If consent controls are implemented on the website, use them to manage optional technologies. This policy does not assert that every category listed above is currently active; the live configuration should be checked before publication.

6. Sharing data with service providers and other parties

We may disclose information to the following categories of recipients where necessary for the purposes described in this policy:

• Service providers and processors: hosting, cloud infrastructure, email, support, security, analytics, backups and development tools.
• Integration partners: payment gateways, SMS/OTP providers, WhatsApp or messaging providers, shipping and logistics platforms, maps, accounting tools, APIs and other systems you ask us to connect.
• Clients and authorized users: where information is processed within a client’s business application, it may be visible to that client’s authorized administrators and users according to their roles and configuration.
• Professional advisers: auditors, lawyers, accountants, insurers and similar advisers who need relevant information for their work.
• Authorities or other parties: where required by law, valid legal process, to protect rights and safety, or to address fraud or security issues.
• Business transactions: a prospective or actual successor, investor or acquirer in connection with a restructuring, merger or transfer, subject to appropriate safeguards and applicable law.

We aim to share only information reasonably needed for the relevant purpose and to use appropriate contractual or other safeguards where required. Third-party services may process information under their own terms and privacy notices.

7. Data storage and international transfers

Data may be stored or processed in India or in another country where our selected hosting, cloud, communication or integration providers operate. The location depends on the specific service configuration and provider. Where cross-border processing occurs, we will apply safeguards or restrictions required by applicable law and relevant agreements.

If your project requires a particular hosting region, data residency arrangement or restriction on third-party processing, raise it during scoping so that it can be assessed and documented before implementation.

8. How long we retain data

We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including service delivery, support, security, dispute resolution and legal or accounting requirements. Actual retention periods depend on the data category, contract, system configuration and applicable law.

When information is no longer required, we will take reasonable steps to delete it, anonymize it or securely dispose of it, subject to lawful retention requirements. Backups and security logs may remain for a limited period under the applicable backup or incident-response schedule. Client data in a software product may instead be retained or deleted according to the client’s instructions and contract.

9. Security safeguards

We use reasonable technical and organizational measures appropriate to the service and the risks involved. Depending on the system, these may include access controls, role-based permissions, authentication, secure configuration, encryption in transit or at rest where supported, monitoring, logging, backups, software updates and incident-response procedures.

No website, network, device or storage system can be guaranteed to be completely secure. Please use strong, unique passwords, protect your devices, restrict account access to authorized people and notify us promptly if you suspect unauthorized access to an account or service we operate.

10. Your choices and privacy rights

Subject to applicable law and the role we play in processing the information, you may be able to request access to information about your personal data, correction of inaccurate or incomplete data, deletion, withdrawal of consent, or other rights available under applicable law. You may also ask questions about how information is used or raise a concern about our handling of it.

• To make a request, email info@ecolods.com with the subject “Privacy Request”.
• Please describe the request and the service or enquiry it relates to. We may need to verify your identity or authority before acting.
• We will review and respond within the time required by applicable law. Some requests may be limited where we must retain records, protect another person’s rights, or comply with legal obligations.
• If data is controlled by an Ecolods(TPS) client in a client-operated system, we may direct you to that client or assist the client as required by the applicable contract and law.
• You may opt out of non-essential promotional emails by following any unsubscribe instructions provided or contacting us directly. Service, billing or security notices may still be sent where necessary.

Nothing in this section limits any right available to you under applicable data protection law.

11. Children’s privacy

Our business website and general IT services are intended primarily for businesses and adults. We do not knowingly seek to collect children’s personal data through the public website unless a specific service is designed for that purpose and the required safeguards and permissions are in place. If you believe a child’s personal data has been submitted to us inappropriately, contact us so we can review the matter.

12. Third-party websites and integrations

Our website may link to third-party websites or services, including hosting providers, payment services, logistics platforms, social networks and other integrations. We do not control the privacy practices of independent third parties. Review their privacy notices before providing information to them. The inclusion of a link does not mean we endorse every practice or statement on that external site.

13. Data incidents and notifications

If we become aware of a personal data incident affecting information for which we are responsible, we will assess it, take reasonable steps to contain and investigate it, and provide notifications to affected individuals or authorities where required by applicable law. Where Ecolods(TPS) acts as a service provider for a client, we will follow the incident-notification process and responsibilities set out in the applicable agreement and law.

14. Changes to this Privacy Policy

We may update this policy to reflect changes to our services, technologies, business practices or legal requirements. The revised version will be published on this page with an updated “Last updated” date. If a change requires a separate notice or consent under applicable law, we will take the steps required in the relevant circumstances.

15. Contact and privacy grievances

For privacy questions, requests, corrections, consent withdrawal or complaints about the handling of personal data, please contact us using the details below. Please do not include passwords or unnecessary sensitive information in your initial message.

This page is a general privacy-policy draft prepared for website publication and is not legal advice. Before publishing, confirm the correct contracting/legal entity, active cookies and analytics, hosting locations, retention schedules, grievance contact and actual data flows. Have the final text reviewed against the services you operate and the laws applicable to your business.