1. About this policy and who we are
This is the Privacy Policy of Haivisoft Technologies Private Limited ("the Company", "we", "us"), a company registered in India with its office at Prestige Tech Park, Platina 2, 11th Floor, Outer Ring Road, Bengaluru, Karnataka 560103. We are the developer and publisher named in our app store listings.
This policy applies to:
- Our website at https://haivisoft.ai;
- Our software products, including KnowledgeBase, NGO Trust, Event360Pro, CloudHR360Pro, Hospital-Bridge365Pro, Feedback-Pulse360Pro and Deliver-Hub360Pro;
- Our learning and placement programs, including AI Academy and PAP-Compass360Pro; and
- Our mobile and desktop applications for Android, iOS and Windows that we publish on Google Play, the Apple App Store and the Microsoft Store (together, the "Apps").
Where a business, school, training institute or hospital uses our products to manage its own users, that organisation decides why and how the data is used, and we process it on its instructions. Please read that organisation's privacy notice as well. For our own website, marketing, direct learner accounts and Apps, we decide how the data is used.
Privacy contact: our Grievance Officer and Data Protection contact can be reached as described in the Contact section.
2. Data we collect, why, and who receives it
The table below lists the types of data our Apps and services may access or collect. We collect only what we need for the feature you use. Items marked optional are collected only if you use the related feature.
| Data type | Examples | Why we use it | Required? | Shared with |
|---|---|---|---|---|
| Personal info | Name, email address, phone number, user ID, organisation, role, address | Create and manage your account, communicate with you, give support, verify identity | Required for an account | Service providers; your organisation |
| Education and work info (learners) | Education and work background, resume, assessment results, attendance, project work, placement preferences | Run programs, issue certificates, support placement | Required for programs | Your institute; hiring partners only with your consent |
| Identity and vehicle documents (delivery partners) | ID and licence details, vehicle papers, bank or payout details | Verify delivery partners, pay earnings, meet legal requirements | Required to deliver | Verification and payout providers |
| Financial info | Purchase history, payment status, last four digits of a card (we do not receive your full card or UPI PIN) | Process payments, invoicing, fraud prevention | Required for paid services | Payment processors, app stores |
| Location | Approximate or precise location | Pickup and drop, live tracking, route planning in delivery features | Optional (only for delivery features) | The customer, driver and organisation involved in that delivery |
| Photos, videos and files | Photos you capture or choose, documents and files you upload | Profile pictures, assignments, documents, proof of delivery | Optional | Your organisation; storage providers |
| Messages | Support requests, in-app and WhatsApp conversations | Answer questions and provide support | Optional | Support and messaging providers |
| App activity | Screens and features used, learning progress, interactions | Provide features, analyse and improve the product | Required for operation | Analytics providers (with consent where required) |
| App info and performance | Crash logs, diagnostics, performance data, app version | Find and fix problems, keep the service secure | Required for operation | Crash and monitoring providers |
| Device or other IDs | Device model, OS version, app instance ID, push notification token, IP address | Deliver notifications, prevent abuse, keep the service secure | Required for operation | Notification and security providers |
Data from other sources
We may receive learner or user details from the organisation that enrolled you, from a sign-in provider you choose (for example a Google, Apple or Microsoft account, or your employer's work account), from employers when a placement is arranged, and from professional profiles you link to us.
Data we do not collect
We do not access your contacts, SMS or call history, your installed-app list, your microphone, or your health data through our Apps. We do not collect biometric data. We never receive your full payment card number or UPI PIN.
Hospital-Bridge365Pro handles hospital quality and accreditation records on behalf of hospitals. Those hospitals are responsible for what they enter, and we ask them not to put patient health information into the product unless we have agreed this in writing.
3. How we use data
- To create and run your account and deliver the products, programs and Apps you ask for.
- To enrol learners, run classes and assessments, issue certificates, and support placement.
- To arrange pickups and deliveries, show live status, and pay delivery partners.
- To process payments, issue invoices, and prevent fraud and abuse.
- To respond to enquiries, give support, and send service messages and notifications.
- To keep our services secure, fix bugs, and measure and improve performance.
- To send product news and offers only where the law allows and, where required, with your consent. You can opt out at any time.
- To meet legal obligations and to establish, exercise, or defend legal claims.
4. Legal basis and consent
We process personal data with your consent, to perform a contract with you, to comply with the law, and for legitimate uses recognised by the Digital Personal Data Protection Act, 2023 (India). For people in the European Economic Area, the United Kingdom and Switzerland, we rely on the legal bases in the GDPR and UK GDPR, including our legitimate interest in running and securing our services.
Where we rely on consent, we ask for it clearly and before the data is collected, and you can withdraw it at any time. Withdrawal does not affect processing done before you withdrew.
6. App permissions and in-app disclosures
Our Apps ask for a device permission only when a feature needs it, and before the system permission box appears, we show a short in-app explanation of what data is used and why. Nothing is collected until you agree through a clear action. Backing out of the explanation is not treated as consent. You can change any permission at any time in your device settings, and features that do not need the permission keep working.
| Permission | Used for |
|---|---|
| Notifications | Class reminders, order and delivery updates, account alerts |
| Camera and photos | Profile pictures, documents, assignments and proof of delivery. We access only the photos or files you pick or capture. |
| Location, while using the app | Pickup, drop, live tracking and route planning in delivery features |
| Location, in the background | Only for delivery partners during an active delivery, after a separate in-app disclosure and your consent, so that customers can track their order. You can turn it off at any time. |
| Files and storage | Attach and download documents, certificates and invoices |
| Network access | Sync your data with our servers |
Tracking and advertising
Our Apps do not show third-party advertising and do not track you across other companies' apps and websites. We do not use your device advertising identifier for advertising. If this ever changes, we will update this policy and ask for your permission first, including through Apple's App Tracking Transparency prompt on iOS.
7. Third-party SDKs, AI features and links
Our Apps may include software development kits (SDKs) from providers such as Google, Apple and Microsoft for sign-in, notifications, maps, crash reporting and analytics. We review what each SDK collects, we do not allow providers to sell the data, and we include their data practices in our store disclosures. Those providers handle data under their own privacy policies.
Some features use artificial intelligence, including models from third-party providers, for example to search knowledge or draft replies. We send only the data needed for the feature, we use providers under contracts that protect it, and we configure them so that your content is not used to train their general models where an option to prevent this is available. AI output can be inaccurate, so please check it before relying on it.
Our website and Apps link to services we do not control, such as WhatsApp, Google Maps and the app stores. Please read their privacy policies.
8. Children, students and learners
Our consumer services and learning programs, including PAP-Compass360Pro, are for adults aged 18 and over. Our Apps are not directed at children, and we do not knowingly collect personal data from anyone under 18 through our own website or Apps.
Where a school or institute uses our products for students under 18, the institute is responsible for obtaining verifiable consent from a parent or lawful guardian, and we process the data only for the educational purpose. We do not carry out tracking, behavioural monitoring or targeted advertising directed at children.
If you believe a child has given us personal data without a parent or guardian's consent, contact us and we will delete it.
9. Security
We protect personal data with technical and organisational measures, including:
- Encryption in transit using HTTPS/TLS, and encryption of stored data where supported;
- Role-based access controls, least-privilege access and activity logging;
- Secure development practices, dependency checks and regular security reviews; and
- An incident response process. If a data breach affects you, we will notify you and the relevant authority as the law requires.
No system is completely secure, so please keep your password private and use the screen lock on your device.
10. Data retention
We keep personal data only as long as needed for the purpose it was collected, as shown below.
| Data | How long we keep it |
|---|---|
| Account and profile data | While your account is active. Deleted or anonymised within 30 days of a verified deletion request. |
| Content and files you upload | While your account is active, and deleted with the account. |
| Learner assessment and certificate records | For the period stated in your program agreement, so that certificates can be verified, unless you ask for deletion and no legal reason requires us to keep them. |
| Invoices, payment and tax records | As required by Indian tax and company law, generally up to eight years. |
| Delivery records and location history | Kept for dispute handling and safety for a limited period after the delivery, then deleted or anonymised. |
| Support conversations | While needed to resolve your request and for a reasonable period after that to handle follow-ups. |
| Security, fraud-prevention and diagnostic logs | For a limited period, generally up to 12 months, then deleted or anonymised. |
| Backups | Removed from backups on the normal backup cycle, generally within 90 days of deletion. |
11. Delete your account and data
If you created an account in one of our Apps, you can delete it and your associated data yourself, and you can also ask us to do it from outside the App.
- In the App: open Settings, then Account, then Delete account, and confirm.
- On the web: use our account and data deletion page, which names the Haivisoft apps and services it covers.
When you request deletion, we delete your account and the personal data linked to it. We do not just deactivate or freeze the account. We may keep a limited amount of data only where the law requires it or for fraud prevention, security or a legal dispute, for example invoices and payment records, as described in the retention table above. If your account was created by your organisation, we may need to check with that organisation first. We complete valid requests within 30 days.
12. Your rights and choices
Depending on where you live, you may have the right to:
- Access the personal data we hold about you and get a summary of how it is used;
- Correct inaccurate or incomplete data and update outdated data;
- Erase your data, subject to legal retention requirements;
- Withdraw consent, object to or restrict certain processing, and ask for a portable copy of your data;
- Nominate another person to exercise your rights on your behalf if you die or cannot act for yourself; and
- Complain to us and, if unresolved, to the Data Protection Board of India or your local data protection authority.
We do not sell personal data or share it for cross-context behavioural advertising, so residents of regions with opt-out rights for those activities do not need to opt out. We respond to valid requests within 30 days and will not treat you worse for using your rights.
13. Where data is processed
Our servers and our providers may be located in India and in other countries. When we transfer personal data outside your country, we use safeguards required by applicable law, such as contractual protections and, for the EEA, UK and Switzerland, recognised transfer mechanisms, so that your data stays protected.
14. Changes to this policy
We may update this policy as our Apps and practices change. We update the date at the top and, for significant changes, notify you through the website, an App notification or email. If we start to collect new types of data or use data in a new way, we will update our store disclosures (Google Play Data safety and Apple App Privacy) as well. See also our Terms and Conditions, Cookie Policy and WhatsApp Policy.
15. Contact, Grievance Officer and Data Protection
For privacy questions, requests or complaints, contact our Grievance Officer and Data Protection contact:
- Designation: Grievance Officer, Haivisoft Technologies Private Limited
- Email: contact@haivisoft.ai
- Phone: +91-9900254314
- Post: Prestige Tech Park, Platina 2, 11th Floor, Outer Ring Road, Bengaluru, Karnataka 560103, India
We acknowledge complaints promptly and aim to resolve them within 30 days.