Privacy Policy

1. Introduction

Natraj Infotech Private Limited (“Natraj Infotech”, “we”, “us” or “our”) has developed Tracker365 Sales, an application for managing client subscriptions, renewals, leads, vendors, procurement, and customer support operations (the “Application”).

This Privacy Policy explains what personal data the Application handles, why it is handled, who is responsible for it, how it is protected, and the rights available to individuals whose personal data is processed through it.

Our approach to personal data is built on a set of core principles: personal data is processed lawfully and only for specified purposes; only the data necessary for those purposes is collected; data is kept accurate and up to date; it is retained no longer than required; reasonable security safeguards are applied; and responsibility for how data is handled is clearly allocated.

2. Scope of this Policy

This Policy applies to:

• The Tracker365 Sales application and its modules, including dashboard, client subscriptions, renewals, leads, vendors, procurement, clients, products, company profile, team access, support tickets, and case lock.
• Personal data processed within the Application, such as user account details and business contact information of clients, vendors, and leads.
• Communications handled through the Application, including renewal notifications, support correspondence, and WhatsApp business messages.

This Policy does not apply to:

• Other products of Natraj Infotech, including the primary Tracker365 product application, which are governed by their own terms.
• Third-party platforms and services that an organisation may connect to the Application, which remain governed by the policies of those providers.
• Infrastructure, networks, devices, or identity systems owned or administered by a customer organisation.

3. Deployment Models and Responsibility for Data

The Application is supplied as a deployable product rather than as a shared hosted service. It is currently operated by Natraj Infotech for its own internal business use, and it may be deployed for other organisations that wish to use it. In every case, each deployment is a separate, independent installation with its own containerised PostgreSQL database, and data is not pooled or shared between deployments.

Where the Application is deployed for a customer organisation, that organisation determines the purpose and means of processing the personal data recorded in its instance. Natraj Infotech processes such data only to the extent required to deliver, configure, maintain or support the software, and only on the instructions of that organisation.

4. Personal Data Processed

The Application is designed for business use, and the personal data it handles is predominantly business-context information. The categories below describe what may be processed.

The Application is not designed to collect sensitive categories of personal data, financial account credentials, or personal data relating to children. Users are asked not to enter such information into free-text fields.

5. Purposes of Processing

Personal data is processed only for specified, lawful purposes connected with operating the Application:

• To create, authenticate and administer user accounts and role-based access.
• To record and manage client subscriptions, renewals, and associated commercial documentation.
• To capture and progress sales leads received through email, WhatsApp or manual entry.
• To manage vendor records, procurement rounds, quotations and price comparisons.
• To deliver renewal reminders, confirmations, notifications and other operational communications.
• To record, assign, escalate and resolve support tickets and track service commitments.
• To generate reports, dashboards and business analysis for the operating organisation.
• To maintain the security, integrity, availability and correct functioning of the Application.
• To comply with applicable legal, regulatory, accounting and contractual obligations.

Personal data is not sold, rented, traded, or used for advertising, profiling, or behavioural targeting.

6. Lawful Basis and Consent

Processing in the Application is carried out on the basis of consent obtained by the operating organisation, or where processing is necessary for legitimate business purposes — including purposes for which an individual has voluntarily provided their personal data, the performance of a contract, and the conduct of employment-related and commercial functions.

Where consent is the basis of processing, the operating organisation is responsible for obtaining, recording and honouring that consent, and for informing individuals of the purposes for which their personal data is processed. Consent may be withdrawn at any time, and withdrawal will not affect the lawfulness of processing carried out before withdrawal.

7. Third-Party Services and Integrations

The Application can be connected to the following third-party services. These integrations are optional and are enabled at the discretion of the operating organisation.

Each of these providers processes data under its own terms and privacy policy. Natraj Infotech does not control their independent processing activities. Organisations enabling these integrations should review the applicable provider terms before activation.

8. Data Location and Hosting

The deployment operated by Natraj Infotech is hosted on cloud infrastructure located in India, within a virtual machine running a containerised PostgreSQL database.

Where the Application is deployed for another organisation, the same containerised architecture is used, and the data resides within the infrastructure designated by that organisation. The hosting location for such deployments is therefore determined by the customer.

Personal data is not transferred outside the deployment environment by the Application itself, except where an integration enabled by the operating organisation involves transmission to the relevant third-party provider.

9. Security Safeguards

Reasonable security safeguards are implemented to protect personal data against unauthorised access, disclosure, alteration and loss. These include:

No method of electronic storage or transmission is entirely secure. While safeguards are implemented and maintained, absolute security cannot be guaranteed.

10. Data Ownership

All business data entered into a deployment of the Application, including client records, vendor records, leads, subscriptions, procurement records, support tickets and communication logs, remains the property of the organisation operating that deployment.

Natraj Infotech does not claim ownership of customer data and does not use customer data for its own commercial purposes, for product marketing, or for the development of any other product or service.

11. Artificial Intelligence

The Application does not use artificial intelligence or machine learning models, and no data held in the Application is transmitted to any artificial intelligence service or used to train any model.

If such functionality is introduced in a future version, this Policy will be updated before that functionality is enabled, and the relevant processing details will be disclosed.

12. Data Retention

Personal data is retained for as long as it is required for the purposes described in this Policy, or for as long as the operating organisation requires it for its business, contractual, accounting or legal obligations.

• Records are retained within the deployment for the duration of the organisation’s use of the Application.
• Retention periods within a deployment are determined by the operating organisation.
• Upon discontinuation of a deployment, the operating organisation may export its data using the backup and download facility, after which the database may be decommissioned in accordance with the applicable agreement.
• Data no longer required for any specified purpose or for compliance with law should be erased by the operating organisation.

13. Rights of Individuals

Individuals whose personal data is processed through the Application may exercise the following rights, subject to applicable law:

Requests should be addressed to the organisation operating the relevant deployment, since that organisation controls the data held in its instance. Where Natraj Infotech receives a request relating to a customer deployment, it will refer the request to that organisation and provide reasonable assistance in responding to it.

Requests concerning the deployment operated by Natraj Infotech may be sent to tracker365@natrajinfo.in. Requests will be verified and addressed within a reasonable period.

14. Cookies and Session Data

The Application uses cookies that are necessary for it to function. These are limited to:

• Authentication and session cookies that keep a signed-in user securely authenticated.
• Security cookies used to protect form submissions against cross-site request forgery.
• Preference cookies that remember basic interface choices.

The Application does not use advertising cookies, cross-site tracking technologies, or third-party marketing analytics.

15. Children’s Data

The Application is intended solely for business use by adult professionals acting in a workplace capacity. It is not directed at children, and personal data of children is not knowingly collected. If such data is found to have been entered, it will be deleted on becoming aware of it.

16. Personal Data Breach

In the event of a personal data breach affecting the deployment operated by Natraj Infotech, we will take prompt steps to contain and remediate the incident, assess its impact, and notify affected individuals and the competent authority as required under applicable law.

Where a breach occurs in a deployment hosted on infrastructure controlled by a customer organisation, that organisation is responsible for breach assessment and notification. Natraj Infotech will provide reasonable technical assistance and, where a breach is identified in the software itself, will notify affected organisations.

17. Changes to this Policy

This Policy may be updated to reflect changes in the Application, our practices, or legal requirements. The version number and effective date at the beginning of this document indicate the current revision. Material changes will be communicated to organisations operating a deployment.

18. Contact and Grievance Redressal

Questions, requests and complaints relating to this Policy or to the processing of personal data may be addressed to:

If a grievance is not resolved satisfactorily, the individual may escalate the matter to the competent data protection authority in the applicable jurisdiction.

End of Document · Privacy Policy v1.0 · Tracker365 Sales