Privacy Policy

1. Scope and Role

This Privacy Policy applies to personal information processed through the Velantra website, email and WhatsApp communications, demo requests, product enquiries, and Velantra products or services where this policy is referenced.

References to “Velantra”, “we”, “us”, and “our” mean Velantra and the team operating or providing the Velantra website, products, demos, and services. The website currently identifies Velantra as powered by INDSYS.

For website visitors, leads, and demo requesters, Velantra generally acts as the organization deciding why and how personal information is processed. For employee, visitor, contractor, gate, HR, payroll, ERP, and operational records processed inside a customer’s deployed Velantra environment, the customer organization generally controls the data and Velantra processes it to provide the agreed services.

This policy is designed for a business-to-business website and product suite. Customer-specific data processing terms may be provided in a signed agreement, order form, or data processing addendum.

2. Information We Collect

The information collected depends on how you interact with Velantra and which products your organization uses.

We ask customers not to provide personal information that is unnecessary for the agreed business purpose.

3. Sources of Information

We may receive personal information from:

• You, when you submit a demo form, email us, contact us through WhatsApp, call us, or otherwise communicate with us.
• Your organization, administrators, HR teams, managers, security teams, operations teams, or other authorized users.
• Visitors, contractors, employees, applicants, vendors, drivers, or other people who interact with a customer-configured workflow.
• Integrated systems such as ERP software, attendance systems, access systems, email systems, SMS or OTP providers, and customer-selected third-party platforms.
• Website technology such as browsers, servers, hosting systems, analytics tools, font providers, and content delivery networks.

4. How We Use Information

Velantra uses personal information for business and service purposes, including to:

• Respond to enquiries, demo requests, product questions, support requests, and sales communications.
• Provide, configure, implement, maintain, secure, and improve Velantra products and services.
• Manage employee, gate, visitor, contractor, HR, payroll, attendance, approval, reporting, and ERP workflows as configured by customer organizations.
• Create dashboards, reports, alerts, audit logs, summaries, and operational insights.
• Authenticate users, manage access, send OTPs or notifications where configured, and prevent unauthorized use.
• Monitor website and service performance, troubleshoot issues, detect abuse, and protect systems.
• Send administrative, security, support, product, or commercial communications related to your request or account.
• Comply with legal, tax, audit, accounting, regulatory, dispute resolution, and contractual obligations.

5. Lawful Basis and Consent

Where Indian privacy law applies, Velantra processes digital personal data for lawful purposes, with consent where required, or for legitimate uses and legal obligations recognized by applicable law. For customer-controlled product environments, the customer organization is responsible for providing required notices and obtaining required permissions from its employees, visitors, contractors, and other individuals.

Where other privacy laws apply, our legal bases may include consent, performance of a contract, compliance with legal obligations, protection of systems and rights, and legitimate business interests such as responding to enquiries and providing requested services.

You may withdraw consent where processing is based on consent, subject to legal, contractual, security, and operational requirements. Withdrawal may affect our ability to respond to requests or provide certain services.

6. How We Share Information

We may share personal information with:

• Authorized employees, contractors, implementation partners, and support teams who need the information to provide services.
• Customer administrators and authorized users within the relevant customer organization.
• Hosting, cloud infrastructure, email, communication, analytics, security, payment, SMS, OTP, and other service providers.
• Customer-selected integrations, ERP systems, attendance systems, access control systems, or business tools.
• Professional advisers, auditors, insurers, legal advisers, and financial institutions where necessary.
• Government authorities, courts, regulators, or law enforcement where required by law or to protect rights, safety, and security.
• Successors or potential successors in connection with a merger, acquisition, investment, restructuring, or transfer of business assets.

We do not sell personal information as a standalone business activity.

7. Cookies, Fonts, and Website Tools

The Velantra website may use essential browser storage, logs, performance tools, fonts, icon libraries, content delivery networks, and similar technologies to display pages, load assets, secure the website, and understand basic usage.

The current website loads third-party resources such as Google Fonts, Bootstrap Icons, and Font Awesome from external providers. When these resources load, those providers may receive technical data such as your IP address, browser information, and requested file details.

If analytics, advertising pixels, chat widgets, or additional cookies are added in the future, this policy should be updated and, where required, consent controls should be provided.

8. International Transfers

Velantra and its service providers may process information in India or other countries where hosting, support, communication, or technology providers operate. Where applicable law requires safeguards for cross-border transfers, Velantra will use appropriate contractual, technical, and organizational measures.

9. Data Retention

We retain personal information for as long as reasonably necessary for the purposes described in this policy, including to respond to enquiries, provide services, meet contractual obligations, maintain records, resolve disputes, enforce agreements, and comply with legal requirements.

Customer-controlled product data is retained according to the customer agreement, configuration, support needs, backup cycles, legal requirements, and deletion instructions provided by the customer. Demo and sales enquiry data may be retained while the business relationship is active and for a reasonable period afterward.

10. Security

Velantra uses reasonable technical and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, and disclosure. Measures may include role-based access, authentication controls, logs, backups, secure hosting practices, and internal access restrictions, depending on the service and configuration.

No system, email transmission, website, cloud service, or communication channel can be guaranteed to be completely secure. You should use strong credentials, limit unnecessary access, and promptly notify us of suspected security issues.

11. Children

Velantra is a business-to-business website and product suite and is not directed to children. We do not knowingly collect information from children for website sales or marketing purposes.

If a customer uses Velantra products to process records involving minors, the customer is responsible for ensuring that such processing is lawful, necessary, properly noticed, and configured in compliance with applicable child data protection requirements.

12. Your Privacy Rights

Depending on applicable law and your relationship with Velantra, you may have rights to:

• Access information about personal data processed about you.
• Request correction, completion, updating, or erasure of personal data.
• Withdraw consent where processing is based on consent.
• Raise a grievance or complaint about processing.
• Nominate another person to exercise certain rights where applicable law provides for it.
• Object to or restrict certain processing where applicable law allows.

If your information is processed inside a customer organization’s Velantra environment, please contact that organization first because it usually controls the relevant records and access decisions. Velantra will assist customers with valid rights requests according to the applicable agreement and law.

13. Your Choices

You can choose not to submit a demo request or provide optional information. You may also contact us to opt out of non-essential promotional communications. We may still send service, support, security, legal, or transactional communications where appropriate.

You can control cookies and similar technologies through your browser settings, though disabling certain technologies may affect website functionality.

14. Changes to this Policy

We may update this Privacy Policy to reflect legal, technical, product, or business changes. The updated version will be posted on this page with a revised effective date. If changes are material, we may provide additional notice where appropriate.

15. Contact and Grievance Requests

For privacy questions, access or deletion requests, correction requests, consent withdrawal, or grievance redressal, contact us using the details below. To protect information, we may need to verify your identity and request enough detail to locate the relevant records.