Privacy Policy | Kodvana

Who we are

Kodvana Technologies is an unregistered IT solutions business (not an incorporated company and not GST-registered) operating from Hisar, Haryana, India. For the purposes of this policy and the DPDP Act, we are the data fiduciary: the party that decides how personal data submitted through this website is used.

Privacy questions, requests and grievances: info@kodvana.com, with "Privacy" in the subject line. We acknowledge every request within 3 working days and respond in full within 30 days.

What we collect

We only collect information you choose to give us, plus limited technical information that any website receives.

Enquiry form submissions: Your name, company name, email address, contact number, city, state and country, the service and project details you select, how you heard about us (if you say), your project description, and any file you attach. All of it is information you type or upload deliberately.
Job and internship applications: If you apply through the internship form or by email to careers@kodvana.com, we receive your details, any CV you attach and links to your work. We use them only to assess your application.
Email and WhatsApp correspondence: If you contact us directly, we hold that correspondence in the relevant account so we can respond and keep a record of what was discussed.
Technical request information: Our hosting provider records standard server information such as IP address, browser type and the pages requested. This is used for security, rate limiting and diagnosing faults.
Analytics, only if you agree: If you accept the cookie notice, Google Analytics records pseudonymous usage information, such as which pages are visited and which buttons are used. If you decline or ignore the notice, no analytics script is loaded at all and no analytics cookies are set.

We do not collect payment card details through this website, and we do not buy contact lists or scrape contact information.

Why we use it

To read and reply to your enquiry, which is the only reason the form exists
To assess a job or internship application you have sent us
To prepare a proposal or quotation you have asked for
To deliver a project you have engaged us for, and to support it afterwards
To keep records required for accounting and tax
To protect the website from spam and abuse
To understand which pages are useful, but only with your consent

We do not use enquiry details for unrelated marketing. Submitting the form does not subscribe you to anything, and we do not operate an automated marketing sequence.

Who else sees it

We use a small number of service providers to run this website and communicate with you. They process information on our behalf and are not permitted to use it for their own purposes.

Website hosting: A cloud hosting platform that serves this site and necessarily processes server request information.
Email: Zoho Mail for our inbox, and Resend, a transactional email service, for delivering enquiry and internship application notifications from this website's forms.
Analytics: Google Analytics, only where consent has been given.

Some of these providers process data on servers outside India. The DPDP Act permits this except to countries the Government of India restricts, and we will not use a provider in a restricted country.

We do not sell personal information, and we do not share it with anyone for advertising purposes. We will disclose information if we are legally required to do so.

How long we keep it

Enquiries that do not lead to a project: kept for up to 12 months, then deleted
Job and internship applications: kept for up to 12 months so we can contact you about a later opening, then deleted, or sooner if you ask
Client project records: kept for the duration of the engagement and for as long afterwards as accounting and legal requirements demand
Server logs: retained for a short period by our hosting provider, typically weeks rather than months
Analytics data: retained according to the retention period configured in Google Analytics

Your rights under the DPDP Act

You can ask us to do any of the following. We acknowledge requests within 3 working days and complete them within 30 days.

Tell you what personal data we hold about you, how it is used and who it has been shared with
Correct or complete anything that is inaccurate or incomplete
Erase your data, unless the law requires us to keep it
Withdraw consent you have given. Withdrawing is as easy as giving it, and does not affect what was done before
Nominate another person to exercise these rights for you in the event of your death or incapacity
Have a grievance about how we handled your data resolved

To make any of these requests, email info@kodvana.com with "Privacy" in the subject. Analytics consent can be withdrawn at any time with the cookie settings on our Cookie Notice page.

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

Security

The site is served over HTTPS. Enquiry submissions are validated on the server, rate limited, and delivered to a business inbox rather than stored in a public database. Attachments are size and type checked before being accepted.

No system is completely secure, and we will not pretend otherwise. If you need to send genuinely sensitive information, contact us first and we will agree a suitable method rather than using a web form.

If a personal data breach affects you, we will tell you and the Data Protection Board of India without delay, as the DPDP Act requires, along with what happened and what we are doing about it.

Children

This is a business-to-business website. It is not directed at children and we do not knowingly collect information from anyone under 18, except internship applicants under 18, who should apply with a parent's or guardian's consent.

Changes to this policy

If this policy changes, the revised version will be published here with a new date at the top. Material changes affecting existing clients will also be communicated directly.