Privacy Policy

Last updated: 28/07/2025

1. Introduction

   KeyValue Software Systems Private Limited ("KeyValue", "we", "us", or "our") is committed to protecting the privacy and personal data of individuals who interact with our websites, platforms, and services. This Privacy Policy explains how we collect, use, share, and protect your personal information.

   By using our services, you agree to the terms outlined in this Privacy Policy. If you do not agree with these terms, we kindly recommend refraining from using our services.

2. Applicability

   This Privacy Policy applies to personal information processed across KeyValue’s service offerings, including software development, infrastructure management, SaaS platforms, professional services, and interactions through our website. Depending on the engagement model, we may process personal data on behalf of clients to deliver, support, or operate technology solutions. In such cases, we act strictly under the client’s instructions and implement appropriate controls to protect the data. Where services are deployed and managed by the client, we do not access or retain personal data after delivery unless otherwise agreed for support or compliance purposes.

   We also collect limited personal information such as name and email address when individuals submit contact forms or inquiries through our website. This information is used only to respond to the request, is not used for unrelated marketing without explicit consent, and is protected through appropriate technical and organizational safeguards.

3. Information We Collect

   The types of personal information we collect depend on how you interact with us and the services being used.

   • Information You Provide via Website Forms:: When you submit a contact form or inquiry through our website, we collect only your name and email address. This data is used exclusively for responding to your queries or following up on your request.
   • Information Collected Through Hosted Products: For applications or platforms hosted by KeyValue on behalf of client organizations, we may collect user-related information required for account setup and usage — such as usernames, email addresses, or application-specific identifiers. The nature and scope of this data are defined by the functionality of the respective product and client requirements.
   • Usage and Technical Information: We may collect limited technical data to enhance security and performance, including:
     • Browser type and version
     • Device information
     • Interaction data (e.g., pages visited)

   This information is collected through analytics tools and cookies, as described in the Cookies and Tracking Technologies section.

4. How We Use Personal Information

   We use personal data for the following purposes:

   • To provide and support our services and software
   • To host and maintain cloud-based applications
   • To respond to inquiries or service requests
   • To improve website functionality, user experience, and product performance
   • To comply with legal or regulatory requirements

   We process information only as required for the intended service and in accordance with applicable data protection laws.

5. Information Sharing

   We do not sell personal information. We may share data with:

   • Service Providers: We may engage third-party vendors for hosting, analytics, and support. These partners are required to protect your data and use it only as directed.
   • Legal Disclosures: If required by law, regulation, or legal process, we may disclose your information.

6. Data Security

   We take data protection seriously and apply appropriate technical and organizational measures to safeguard personal information from unauthorized access, loss, misuse, or alteration.

   Here are some key controls we have implemented (but are not limited to):

   • Encryption of data both in transit and at rest
   • Access controls to ensure only authorized personnel can access systems and data
   • Regular vulnerability assessments and timely patch management
   • Security monitoring and audit logging of infrastructure and access
   • Incident response procedures to promptly identify and mitigate security issues
   • Employee training and awareness on information security best practices
   • Business continuity and disaster recovery planning
   • Logical separation of environments (development, staging, production)
   • Data minimization and secure disposal of unnecessary information
   • Risk assessments and internal security audits to ensure continual improvement

   These measures are reviewed periodically to align with industry standards and evolving threats. While we implement strong protections, no system is completely immune to potential risks.

7. Data Retention

   We retain personal data only as long as necessary to fulfill the purpose for which it was collected or as required by law or contract. If we are handling data on behalf of a client organization, we comply with their retention policies and instructions.

8. Your Rights

   Depending on your location and the applicable data protection laws, you may have the following rights regarding your personal information:

   • Right to Access: Request a copy of your personal data and confirmation of whether it is being processed.
   • Right to Rectification: Ask us to correct inaccurate or incomplete personal information.
   • Right to Erasure: Request deletion of your personal data when it is no longer necessary or if legally required.
   • Right to Restrict Processing: Request that we limit the processing of your data in specific circumstances.
   • Right to Object: Object to our processing of your data, particularly if it is based on legitimate interests or used for direct marketing.
   • Right to Data Portability: Receive your personal data in a portable format and, where possible, have it transferred to another service provider.
   • Right to Withdraw Consent: Withdraw your consent at any time where processing is based on your prior consent.

   If your information was submitted to us by a client organization (e.g., through a SaaS platform we host), please contact that organization directly to exercise your rights. We will support them in responding to such requests.

9. Cookies and Tracking Technologies

   Our website uses cookies and similar technologies to enhance your experience, analyze traffic, and support advertising efforts. Cookies are small files stored on your device that help us recognize you across sessions.

   We use the following types of cookies:

   • Essential Cookies: Required for core website functionality.
   • Analytics Cookies: Used to understand how users interact with our website so we can improve usability and performance. Examples: _ga, ga* – Google Analytics _clck, _clsk – Microsoft Clarity
   • Advertising & Tracking Cookies: Used to measure ad performance and improve targeting across platforms. Examples: _gcl_au – Google Ads CLID, MUID – Microsoft Advertising IDE, ar_debug – DoubleClick/Google Marketing Platform

   Managing Your Cookie Preferences: You can control cookie settings through your browser or system preferences. Blocking certain cookies may affect site performance. If legally required, we display a cookie consent banner for you to manage your preferences before non-essential cookies are placed.

10. Changes to This Privacy Policy

    We may update this Privacy Policy to reflect changes in our services or legal requirements. Updates will be published on this page with a revised "Last Updated" date. Please check this page periodically for the latest version.

11. International Data Transfers

    We may transfer personal data across borders, including to countries where data protection laws may differ from those in your jurisdiction.

    To ensure an adequate level of protection, we implement appropriate safeguards such as:

    • Standard Contractual Clauses (SCCs) or similar legal mechanisms.
    • Vendor contracts and periodic assessments to validate compliance with privacy standards.

    We rely on the appropriate legal basis to support such transfers and take reasonable steps to ensure continued protection of your data.

12. Children’s Privacy

    Our services are not directed toward individuals under the age of 16. We do not knowingly collect personal data from children. If we become aware that a child has provided us with personal information, we will take appropriate steps to delete such data.

    If you believe a child has shared data with us without proper consent, please contact us using the details below.

13. Contact Us

    For questions, concerns, or requests regarding this Privacy Policy or how we handle personal information, please contact:

    KeyValue Software Systems Pvt. Ltd, C113, 1st floor, Building SCK, 01, Smartcity Rd, Kochi, India, 682042

    Email address: privacy@keyvalue.systems