Vakildesk Technologies Private Limited (the “Company” or “Vakildesk”), the creator and owner of the website domain “www.vakildesk.com” along with its sub-domains, and the software application under brand names “Vakildesk”, assures that it is committed to secure the privacy vis-à-vis the protection of its users’ data and information.
Definitions
a. “We”, “Our”, the “Company” and “Us” shall mean and refer to Vakildesk Technologies Private Limited and/or its personnel (including employees, directors, contract consultants, and sub-contractors for specific services) involved in the processing activity.
b. “You”, “Your”, “Yourself” and “User” shall mean and refer to natural and legal individuals who use the Website.
c. “Software” shall mean and refer to application solutions owned and operated by the Company or its related parties.
d. “Personal Information” shall mean and refer to any personally identifiable information that we may collect from You.
e. “Third Parties” refer to any Website, company or individual apart from (“www.vakildesk.com”, its sub-domains and other sites owned and operated by Vakildesk Technologies Private Limited and its related parties).
f. “Website” shall mean and refer to “www.vakildesk.com” owned and operated by the Company.
Applicability
Vakildesk understands and respects Your requirements to keep your data private. Accordingly, Vakildesk endeavours to safeguard and protect your data from unauthorised access or use. Certain aspects of our services might require the Subscribers to host, input and / or store their data and information on our application solution. Such information is considered confidential to our Subscribers. This Privacy Policy applies to the afore-mentioned data to set out the terms of its use and safeguards. This privacy policy also applies to data We collect from users who are not registered as members of this site, including, but not limited to, browsing behaviour, pages viewed etc.
This privacy statement applies to the collection and processing of personal data:
• during the central operation of this website and other globally operated Vakildesk business activities by Vakildesk.
• in the context of a pre-contractual or contractual business relationship with you or your employer by the Vakildesk Group Entity (subject to specific separate contractual terms, if any).
• in the context of a registration form when a specific Vakildesk Group Entity is directly collecting personal data for the purpose of registering to a service or event and is therefore presented as the relevant controller on this registration page or website by referencing to this privacy statement.
Many Vakildesk products are intended for use by organizations, such as schools and businesses. If your organization provides you with access to Vakildesk products, your use of the Vakildesk products is subject to your organization’s policies, if any. You should direct your privacy inquiries, including any requests to exercise your data protection rights, to your organization’s administrator. Vakildesk is not responsible for the privacy or security practices of our customers, which may differ from those set forth in this privacy statement. When you use a Vakildesk product provided by your organization, Vakildesk’s processing of your personal data in connection with that product is governed by a contract between Vakildesk and your organization. If you have questions about Vakildesk’s processing of your personal data in connection with providing products to your organization, please contact your organization.
For the avoidance of doubt, our Privacy Statement does not apply to the extent we process Personal Data in the role of a processor on behalf of our customers. This privacy statement does not apply to Vakildesk internet-pages or web-services which present their own privacy statement.
The privacy statement outlines:
• what personal data is collected by Vakildesk,
• how we use personal data
• types of third-parties Personal Data may be obtained from,
• reasons we share personal data
• your data used for what purpose(s),
• how long your Personal Data is stored,
• our commitment, obligations and promise to you,
• explains what rights you have in this context,
• how you can exercise your data protection rights,
• cookies and similar technologies
• how you can exercise these rights,
• changes to this Privacy Statement,
• children’s Privacy, and
• contacting us.
Important:
While we follow generally accepted standards to protect Personal Data, no method of storage or transmission is 100% secure. You are solely responsible for protecting your password, limiting access to your devices and signing out of websites after your sessions. We take reasonably appropriate and feasible precautions including organizational, technical, and physical measures to help safeguard against accidental or unlawful destruction, loss, alteration, and unauthorized disclosure of, or access to, the Personal Data we process or use.
We treat data as an asset that must be protected against loss and unauthorized access. We employ many different security techniques to protect such data from unauthorized access by members inside and outside the company. However, “perfect security” does not exist on the Internet. You therefore agree that any security breaches beyond the control of our standard security procedures are at your sole risk and discretion. All information you provide to us is stored on secure servers in a controlled environment with limited access. Any payment transactions will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Without limiting the foregoing, the features of the service designed to restrict access to or use of user files cannot prevent manual copying of displayed information and may not prevent electronic or digital capture of document contents by Users using third party software designed to circumvent such system features.
What data does Vakildesk collect
Vakildesk is processing information including personal data about the users of vakildesk.com using cookies or similar technologies for the purposes set out in the Cookie Statement. You will find further information and have the option to exercise your preferences by clicking on the Cookie Preferences link in the footer of this page.
Vakildesk may collect various types of personal data about you when conducting its business, including:
• personal contact data;
• personal data related to your or your employer’s business relationship with Vakildesk;
• personal data Vakildesk must collect due to legal- and compliance-related purposes;
• personal usage, registration, and participation data which Vakildesk may generate through your use of its web and online offerings;
• special categories of personal data;
• application-related personal data;
• personal data which Vakildesk may receive from third parties;
• data provided by your employer for migration to and within the Vakildesk applications;
• data kept by you or your organization on Vakildesk application;
• personal data Vakildesk requires to ensure your or your employer’s satisfaction with our products, services and offerings;
• certain information as part of your use of our products and services (“Usage Data”). This information may include: (i) identifiers, such as user ID, organization ID, username, email address and user type; (ii) commercial information; and (iii) internet activity information such as IP address (or proxy server), mobile device number, device and application identification numbers, location, language, browser type, Internet service provider or mobile carrier, user interactions such as the pages and files viewed, website and webpage interactions including searches and other actions you take, operating system type and version, system configuration information, date and time stamps associated with your usage and details of which of our products and product versions you are using;
• aggregated Usage Data for other internal business purposes, such as to identify additional customer opportunities and to ensure that we are meeting the demands of our customers and their users. Please note that this Usage Data is primarily used to identify the uniqueness of each user logging on (as opposed to specific individuals), apart from where it is strictly required to identify an individual for security purposes or as required as part of our provision of the services to our customers; and
• information about the use of our websites and how people interact with our emails through technologies such as web beacons, pixels, tags, and JavaScript, alone or in conjunction with cookies;
How we use personal data
• In carrying out these purposes, we combine data we collect from different contexts (for example, from your use of two Vakildesk products) or obtain from third parties to give you a more seamless, consistent, and personalized experience, to make informed business decisions, and for other legitimate purposes.
• Our processing of personal data for these purposes includes both automated and manual (human) methods of processing. Our automated methods often are related to and supported by our manual methods. For example, to build, train, and improve the accuracy of our automated methods of processing (including artificial intelligence or AI), we manually review some of the predictions and inferences produced by the automated methods against the underlying data from which the predictions and inferences were made. This manual review may be conducted by Vakildesk employees or vendors who are working on Vakildesk’s behalf.
Types of third-parties Personal Data may be obtained from
Vakildesk generally aims to collect personal data directly from the data subjects. If you or applicable law allows Vakildesk to do so, Vakildesk may obtain personal data also from third party sources. These third-party sources may include:
• your employer in the context of its business dealings with Vakildesk and/or the Vakildesk Group Entities;
• third-parties you directed to share your personal data with Vakildesk;
• third-party sources and publicly available sources which include but are not limited to world wide web, business-oriented social networks or information brokers;
• common information-gathering tools, such as tools for collecting data, cookies, web beacons, pixels, and similar technologies to collect information that may contain Personal Data as you navigate our websites, our services, or interact with emails we have sent to you;
• device information when individual users visit our websites. This information may include identifiers, commercial information, and internet activity information such as IP address (or proxy server information), device and application information, identification numbers and features, location, browser type, plug-ins, integrations, Internet service provider, mobile carrier, the pages and files viewed, searches, referring website, app or ad, operating system, system configuration information, advertising and language preferences, date and time stamps associated with your usage, and frequency of visits to the websites.
Reasons we share personal data
• We share your personal data with our Vakildesk-controlled affiliates and subsidiaries including their employees, directors and personnel (and subject to consent – with our vendors working on our behalf;) to complete any transaction or provide any product you have requested or authorized and with limited disclosure of your name for conveying credibility of our organization to have served you. to protect lives; to maintain the security of our products; and to protect the rights and property of Vakildesk and its customers;
• We provide aggregate metrics about user requests to exercise their data protection rights;
• We may share your personal data with our contracted service providers, who provide services such as IT and system administration and hosting, credit card processing, research and analytics, marketing, events planning, customer support and data enrichment. Contracted service providers may also deliver artificial intelligence and generative artificial intelligence capabilities to analyze data, determine trends, make predictions and create AI-generated responses or other content;
• If you attend an event or webinar organized by us, or download or access an asset on our website, we may share your Personal Data with sponsors of the event. If required by applicable law, you may consent to such sharing via the registration form or by allowing your attendee badge to be scanned at a sponsor booth. In these circumstances, your information will be subject to the sponsors’ privacy statements;
• Specifically in relation to the integrated website or applications, if you choose to interact with or use third-party tools, we may share your Personal Data with our third party partners who may contact you regarding their products or services in accordance with law or our contractual commitments;
• We may share your Personal Data with professional advisers acting as service providers, processors, or joint controllers – including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance and accounting services, and to the extent we are legally obliged to share or have a legitimate interest in sharing your Personal Data;
• If we are involved in a merger, reorganization, dissolution or other fundamental corporate change, or sell a website or business unit, or if all or a portion of our business, assets or stock are acquired by a third party. In accordance with applicable laws, we will use reasonable efforts to notify you of any transfer of Personal Data to an unaffiliated third party;
• With public and government authorities, to the extent we are compelled to disclose Personal Data to comply with our legal obligations;
• We may also share aggregated Usage Data with Vakildesk’s service providers for the purpose of helping Vakildesk in such analysis and improvements. Additionally, Vakildesk may share Usage Data on an aggregate basis in the normal course of operating our business; and
• Anyone using our communities, forums, blogs, or chat rooms on our websites may read any Personal Data or other information you choose to submit and post.
Your data used for what purpose(s)
Vakildesk processes your personal data to:
• pursue a new or expand its existing business relationships with you, your employer, or your employer’s customers, including ensuring your satisfaction with, keeping you up to date on the latest news about our products and services, and to inform you about Vakildesk events, products or services that have a substantive or material connection to your role or function in your organization;
• develop and offer you its software products, cloud, and other services,
• provide Services and functions, create and administer your online account, update, secure, troubleshoot the service, provide support, improve, and develop the Web Services and/or answer and fulfill your requests or instructions;
• process information that relates to your visit to our offerings to improve your user experience, identify your individual demand and to personalize the way we provide you with the information you are looking for. For this purpose, we collect information regardless of whether you register with a user profile or not;
• share basic participant information (your name, company, and email address) with other participants of the same event, seminar, or webinar to promote the interaction between the participants and to stimulate the communication and the exchange of ideas;
• register and create a user profile to use certain offerings linked to Vakildesk’s websites, including forums, blogs, and networks (e.g., the Vakildesk Community). The user profiles serve to personalize the interactions between the users (for example, by way of messaging or follow functionality) and to allow Vakildesk to foster the collaboration and quality of communication through such offerings. Through the user profile you can share personal information about you with other users, such as your name, photo, social media accounts, postal or email address, telephone number, personal interests, skills, and basic information about your company;
• create a user profile, which may be specific to a single offering of Vakildesk or it may also allow you to access other web offerings of Vakildesk or of other entities of the Vakildesk Group. It is your choice whether to use any of these additional offerings. If you do, Vakildesk will make your personal data available to such other web offerings to provide you with initial access;
• send you marketing information, product recommendations and other non-transactional communications (e.g., marketing newsletters, telemarketing calls, SMS or push notifications, information about our products, news or events) about us, our affiliates and partners;
• verify that information and to collect payments to the extent that doing so is necessary to complete a transaction and perform our contract with you;
• protect the quality and safety of its premises, facilities, products, or services,
• secure and, if necessary, defend its protected legal assets against unlawful attacks, assert our rights or defend Vakildesk against legal claims,
• ensure compliance with statutory laws and regulations applicable to Vakildesk,
• operate Vakildesk’s Internet pages, web offerings, or other online events including analyzing the behavior of the users, enabling you to create a user profile, benefit from an identity service and to promote and continuously improve your user experience,
• search you as a potential talent for Vakildesk,
• transfer it to recipients like other entities of the Vakildesk Group, third-party service providers, Vakildesk partners and others, and
• prevent or prosecute criminal activities such as any form of cybercrime, the illegal use of our products and services or fraud, to assert our rights or defend Vakildesk against legal claims;
and for,
• sufficient identification and authorization of designated users,
• internal quality control through auditing, analysis, and research, debugging to identify and repair errors that impair existing or intended functionality, account and network security,
• internal research, technological demonstration and development, and to help Vakildesk create, develop, operate, deliver, improve, upgrade or enhance Vakildesk products and services,
• feedback regarding the improvement of the relevant material, product, or service,
• ensuring an adequate level of technical and organizational security of Vakildesk’s products, services, online events, facilities, and premises,
• replication for loss prevention,
• detecting security incidents,
• protection against malicious, deceptive, fraudulent, or illegal activity,
• prosecuting those responsible for such kind of activity,
We may further process your name, likeness, and other contact or compliance related data when you visit a Vakildesk offices in the context of access management and video surveillance to protect the security and safety of our locations and assets.
How long your Personal Data is stored
Vakildesk may retain your personal data for additional periods if necessary for compliance with legal obligations to process your personal data or if the personal data is needed by Vakildesk to assert or defend itself against legal claims. Vakildesk will retain your personal data until the end of the relevant retention period or until the claims in question have been settled. Vakildesk stores your personal data only for as long as it is required:
• to make products and services requested by you or your employer available to you;
• to develop products or services until this is no longer necessary or Vakildesk is informed that your relationship with the Vakildesk customer has changed;
• to fulfil Vakildesk’s legitimate business purposes as further described in this privacy statement, unless you object to Vakildesk’s use of your personal data for these purposes;
• for Vakildesk to comply with statutory obligations to retain personal data, resulting inter alia e.g., from applicable export, finance, tax or commercial laws;
• until you revoke a consent you previously granted to Vakildesk to process your personal data; or
• until 30 days (or days as mentioned in specific contract, if any) have passed post last payment due date as per invoice in regard to your services.
Our commitment, obligations and promise to you
• We are transparent about the specific policies, operational practices, and technologies that help ensure the privacy of your data in every Vakildesk commercial cloud service.
• Your privacy is important to us. This privacy statement explains the personal data Vakildesk processes, how Vakildesk processes it, and for what purposes
• We ground our privacy commitments in strong data governance practices, so you can trust that we’ll protect the privacy and confidentiality of your data and will only use it in a way that’s consistent with the reasons you provided it.
• For this, Vakildesk will take the reasonable and feasible measures necessary to verify or maintain the quality and safety of a product or service which is owned, manufactured by or for, or controlled by Vakildesk.
• Your Personal Data may be collected, transferred to and stored by us in the India and by our affiliates and third parties in other countries. Therefore, your Personal Data may be processed outside your country or jurisdiction, including in places that may not provide the same level of protection.
• Vakildesk and its products, technologies, and services are subject to the export laws of various countries including, without limitation, those of the European Union and its member states, and of the United States of America. Applicable export laws, trade sanctions, and embargoes issued by these countries oblige Vakildesk to prevent organizations, legal entities and other parties listed on government-issued sanctioned-party lists from accessing certain products, technologies, and services through Vakildesk’s websites or other delivery channels (e.g. the European Union Sanctions List, the US sanctions lists including the Bureau of Industry and Security’s (BIS) Denied Persons Lists (DPL), the Office of Foreign Assets Control’s (OFAC) Specially Designated Nationals and Blocked Persons List (SDN-List) and the US DOCs Bureau of Industry and Security’s Entity Lists and the United Nations Security Council Sanctions). Vakildesk processes personal data to the extent necessary to comply with these legal requirements. Specifically, Vakildesk processes personal data to conduct automated checks against applicable sanctioned-party lists, to regularly repeat such checks whenever a sanctioned-party list is updated or when a user updates his or her information. In case of a potential match, Vakildesk will block access to Vakildesk’s services and systems and contact the user to confirm his or her identity.
• When operating Vakildesk’s Services, Vakildesk processes your personal data if and to the extent,
• Vakildesk obtained your consent, if required by law, to process your personal data for this purpose,
• necessary to fulfil (pre-) contractual obligations with you,
• necessary to fulfil legal requirements applicable to Vakildesk,
• necessary to pursue Vakildesk’s legitimate interest to efficiently perform or manage Vakildesk’s Web Services and business operation and assert or defend itself against legal claims. We believe that Vakildesk’s interest in pursuing these business purposes is legitimate and thereby not outweighed by your personal rights and interest to refrain processing for such purpose.
Your data belongs to you: Your rights
Vakildesk honours your statutory rights when it comes to the processing of your personal data. You have the right to:
• request from Vakildesk access to, correction of, and/or the return or the deletion of your personal data;
• restrict the access to your personal data or to exclude it from further processing;
• revoke a once given consent or object to processing activities wherever Vakildesk is processing your personal data based on your consent, and may at any time withdraw your consent by unsubscribing or giving us respective notice of withdraw. When you object to Vakildesk’s processing of your personal data, Vakildesk will carefully review your objection and cease further use of the relevant information, subject to Vakildesk’s compelling legitimate grounds for continued use of the personal data, which may override your interest in objecting, or if Vakildesk requires the information for the establishment, exercise, or defense of legal claims;
• Lodge a complaint to the competent supervisory authority if you are not satisfied with how Vakildesk is processing your personal data.
Please note that, by nature of policy, Vakildesk may need to store basic limited data in relation to your preferences and requests in relation to data privacy in order to ensure ongoing compliance with your requests.
In accordance with the verification process, Vakildesk may require a more stringent verification process for deletion requests (or for personal data that is considered sensitive or valuable) to minimize the harm that might be posed to you by unauthorized access or deletion of your personal data. If Vakildesk must request additional information from you outside of information that is already maintained by Vakildesk, Vakildesk will only use it to verify your identity so you can exercise your data protection rights, or for security and fraud-prevention purposes.
How you can exercise your data protection rights
Some registered users may update their user settings, profiles, organization settings and event registrations by logging into their accounts and editing their settings or profiles.
If you don’t have the above options, please direct any requests to exercise your rights to info[@]vakildesk.com. Vakildesk will take steps to ensure it verifies your identity to a reasonable degree of certainty before it will process the data protection right you want to exercise. When feasible, Vakildesk will match personal data provided by you in submitting a request to exercise your rights with information already maintained by Vakildesk. This could include matching two or more data points you provide when you submit a request with two or more data points that are already maintained by Vakildesk.
Vakildesk will decline to process requests that are manifestly unfounded, excessive, fraudulent, represented by third-parties without duly representing respective authority or are otherwise not required by local law.
Cookies and similar technologies
• Cookies are small text files placed on your device to store data that can be recalled by a web server in the domain that placed the cookie. We use cookies and similar technologies for storing and honoring your preferences and settings, enabling you to sign in, providing interest-based advertising, combating fraud, analyzing how our products perform, and fulfilling other legitimate purposes.
• When you visit our websites, we, or an authorized third party, may place a cookie on your device that collects information, including Personal Data, about your online activities over time and across different sites. Cookies allow us to track use, infer browsing preferences, and improve and customize your browsing experience.
• We use both session-based and persistent cookies on our websites. Session-based cookies exist only during a single session and disappear from your device when you close your browser or turn off the device. Persistent cookies remain on your device after you close your browser or turn your device off. To change your cookie settings and preferences for one of our websites, click the Cookie Preferences link in the footer of the page. You can also control the use of cookies on your device, but choosing to disable cookies on your device may limit your ability to use some features on our websites and services.
• We also use web beacons and pixels on our websites and in emails. For example, we may place a pixel in a marketing email that notifies us when you click on a link in the email. We use these technologies to operate and improve our websites and marketing emails.
• Third party cookies may include: Social Media cookies designed to show you ads and content based on your social media profiles and activities on our websites; Analytics cookies to better understand how you and others use our websites so that we can make them better, and so the third parties can improve their own products and services; Advertising cookies to show you ads that are relevant to you; and Required cookies used to perform essential website functions. Where required, we obtain your consent prior to placing or using optional cookies that are not (i) strictly necessary to provide the website; or (ii) for the purpose of facilitating a communication.
• Functional cookies enhance functions, performance, and services on the website. Some examples include: cookies used to analyze site traffic, cookies used for market research, and cookies used to display advertising that is not directed to a particular individual. Functional cookies may also be used to improve how our websites function and to help us provide you with more relevant communications, including marketing communications. These cookies collect information about how our websites are used, including which pages are viewed most often. We may use our own technology or third-party technology to track and analyze usage information to provide enhanced interactions and more relevant communications, and to track the performance of our advertisements. Vakildesk may also use HTML5 local storage or Flash cookies for the above-mentioned purposes. These technologies differ from browser cookies in the amount and type of data they store, and how they store it. We need your prior consent to use functional cookies. To change your cookie settings and preferences, including those for functional cookies, click the Cookie Preferences link in the footer of the page.
• You can use controls in your internet browser to limit how the websites you visit are able to use cookies and to withdraw your consent by clearing or blocking cookies.
Changes to this Privacy Statement
We reserve the right to change the Privacy Policy from time to time as We deem fit, without any intimation to You, and Your continued use of the Website will signify Your acceptance of any amendment to these terms. We encourage you to periodically review this Privacy Statement to stay informed about our collection, processing and sharing of your Personal Data on a regular basis. Should it be that You do not accept any of the modifications or amendments to the Terms, You may terminate Your use of this Website immediately.
Children’s Privacy
Given that Vakildesk websites and online services are not directed to users under 16 years of age, Vakildesk does not sell or share the personal information of any minors under 16. If you are a parent or guardian and believe Vakildesk collected information about your child, please contact Vakildesk. Vakildesk will take steps to delete the information as soon as possible.
Contacting us
To exercise your rights relating to your Personal Data, or if you have questions regarding our privacy practices, please email us at info@vakildesk.com, call us at +919354005655.
When you contact us, please indicate in which country and/or state you reside.