Data Usage Policy

1. Introduction

This Data Usage Policy describes how Electrodata Soft Technology Pvt. Ltd. ("Electrodatasoft") collects, uses, stores, and protects data obtained through our services and interactions with clients. We are committed to responsible data handling practices and compliance with applicable data protection laws.

2. Types of Data Collected

We collect and process various types of data:

• Client Data: Information provided by clients for service delivery
• User Data: Information about users of our software solutions
• Technical Data: Log files, system performance data, usage analytics
• Communication Data: Emails, support tickets, chat transcripts
• Transactional Data: Billing information, payment records, contracts

3. Purpose of Data Collection

We collect and use data for the following purposes:

• Delivering and maintaining our software solutions and services
• Providing customer support and technical assistance
• Improving and optimizing our products and services
• Ensuring system security and preventing fraud
• Complying with legal and regulatory requirements
• Analyzing usage patterns to enhance user experience
• Communicating important updates and information

4. Data Processing Principles

Our data processing adheres to the following principles:

• Lawfulness: Data is processed legally and transparently
• Purpose Limitation: Data is collected for specific, legitimate purposes
• Data Minimization: Only necessary data is collected
• Accuracy: Data is kept accurate and up-to-date
• Storage Limitation: Data is retained only as long as necessary
• Integrity and Confidentiality: Data is secured against unauthorized access

5. Data Security Measures

We implement comprehensive security measures to protect data:

• Encryption of data in transit and at rest
• Access controls and authentication mechanisms
• Regular security audits and vulnerability assessments
• Employee training on data protection practices
• Incident response and breach notification procedures
• Secure backup and disaster recovery systems

6. Client Data Ownership

Clients retain ownership of their data. Electrodatasoft acts as a data processor and:

• Does not claim ownership of client data
• Processes client data only as instructed
• Returns or deletes client data upon request or contract termination
• Ensures client data is not used for purposes other than service delivery

7. Data Sharing and Third Parties

We may share data with:

• Service Providers: Cloud hosting, payment processors, analytics tools
• Legal Authorities: When required by law or legal process
• Business Partners: With client consent for specific purposes

All third parties are contractually obligated to protect data and use it only for specified purposes.

8. Data Retention

Data retention periods vary by type:

• Active Client Data: Duration of service agreement plus applicable legal requirements
• Financial Records: As required by tax and accounting regulations (typically 7 years)
• Support Records: 2 years after resolution
• Marketing Data: Until consent is withdrawn or as required by law

9. User Rights

Users and clients have the right to:

• Access their data and receive a copy
• Rectify inaccurate or incomplete data
• Request deletion of their data (subject to legal obligations)
• Object to or restrict certain processing activities
• Receive data in a portable format
• Withdraw consent for data processing
• File complaints with relevant data protection authorities

10. Data Breach Notification

In the event of a data breach, we will:

• Promptly investigate and contain the breach
• Notify affected parties within 72 hours (or as required by law)
• Provide information about the nature and extent of the breach
• Take corrective actions to prevent future breaches
• Cooperate with regulatory authorities as required

11. Analytics and Monitoring

We use analytics tools to monitor system performance and user behavior. This helps us:

• Improve service quality and user experience
• Identify and resolve technical issues
• Optimize system performance
• Understand usage patterns and trends

Analytics data is anonymized where possible and used only for these purposes.

12. International Data Transfers

When data is transferred internationally, we ensure adequate protection through:

• Standard contractual clauses
• Data transfer agreements
• Compliance with applicable data protection frameworks
• Adequate safeguards as required by law

13. Compliance and Certifications

Electrodatasoft maintains compliance with:

• ISO 9001:2015 Quality Management Standards
• Indian data protection regulations
• Industry-specific compliance requirements
• International data protection best practices

14. Policy Updates

This Data Usage Policy may be updated periodically to reflect changes in our practices, technology, or legal requirements. Material changes will be communicated to clients and users.

15. Contact Information

For questions about data usage or to exercise your rights: