Privacy Policy

1. Our role

For data about our clients and the people who contact us, we decide how it is used: we are the data fiduciary.

When we run Datova DCalls for a business, that business decides what data about its own customers is collected and why. The business is the data fiduciary, and we are its data processor: we process that data only to provide the service, on the business's instructions.

2. What we collect

About our clients:

• business details: name, address, GSTIN, and the contact person's name, phone number and email
• billing records: invoices, amounts, dates and payment references
• portal user accounts: names, sign-in emails or usernames, and sign-in activity, which can include the IP address used. Passwords are stored only as one-way hashes.

From visitors to this website:

• what you type into our contact form, demo request form or chat: your name, company, email, phone number, the product you are interested in, and your message
• page visits: the page, the website you came from, your approximate location (country, region and city), and your type of device, browser and operating system. We do not store your IP address and we use no cookie for this: your IP address is used briefly to look up the location and to count daily visitors anonymously, and is then discarded. We do not record visits from browsers that send a Do Not Track or Global Privacy Control signal.

For our clients' customers, when a business uses Datova DCalls:

• callers' phone numbers, call recordings, call transcripts and AI-written call summaries
• callbacks and notes recorded by the business's staff
• order details fetched from the business's online store (Shopify) to answer callers' questions
• WhatsApp messages sent and received for the business, and their delivery status

3. Why we use it

• to provide, run and support our services
• to bill you, issue GST tax invoices and keep our accounts
• to reply to enquiries
• to keep our systems secure and find and fix problems
• to meet our legal obligations

We do not sell personal data, and we do not use our clients' customer data for our own marketing.

4. Who processes data for us

We share personal data only with the providers we need to run our services, and only what they need:

• Razorpay, for online payments
• telecom carriers, to connect phone calls
• speech and AI providers: Sarvam AI (speech-to-text), Google (text-to-speech and AI language models), OpenAI and Anthropic (AI language models)
• Meta, through the WhatsApp Business Platform, for WhatsApp messages
• Shopify, to read order details from a client's own store
• the providers that host our servers

Some of these providers process data outside India. We also disclose data where the law requires it, for example to a government authority or a court.

5. Payments

We never see or store your card number, CVV, UPI PIN or bank login. Payments are processed by Razorpay. We keep only the payment reference, amount, date and method type.

6. How long we keep data

• Call recordings are deleted automatically after 90 days.
• Invoices and accounting records are kept for 8 years, as GST law requires.
• Other client data is deleted when our contract with you ends, except what the law requires us to keep.
• Website enquiries are kept while we are in contact with you. You can ask us to delete yours at any time.

7. How we protect it

• access only for authorised people, each with their own account
• passwords stored as one-way hashes, never in readable form
• encrypted connections (HTTPS) between your browser and our services
• servers with restricted access

If a personal data breach happens, we will inform the affected clients and the authorities as Indian law requires.

8. Cookies

We use only the cookies needed to keep you signed in: a session cookie when you sign in to our client portal or the DCalls portal. We use no advertising, analytics or tracking cookies. Our website's chat keeps the conversation only in the open page; nothing is saved in your browser.

9. Your rights

You can ask us to:

• give you a summary of the personal data we hold about you and how we use it
• correct, complete or update it
• delete it, unless the law requires us to keep it
• withdraw a consent you gave us
• hear and resolve a grievance about how we handle your data

If you are a customer of a business that uses Datova DCalls, please send requests about your data to that business first. We will help it respond.

10. Grievance Officer

For any question or complaint about your personal data, contact our Grievance Officer at info@datovasystems.com, by phone, or by post at the address below. We respond within 30 days. If you are not satisfied with our response, you can complain to the Data Protection Board of India.

11. Changes to this policy

We may update this policy. The new version is published on this page with a new "Last updated" date.

Contact

Legal name

Datova Systems (sole proprietorship)

Address

MGUIF, Mahatma Gandhi University CampusKottayam, Kerala 686560, India

Email

info@datovasystems.com

Phone

+91 87147 99366

Support hours

Monday to Friday, 10:00 to 18:00 IST

GSTIN

32BBPPJ3064G1ZR