Privacy Policy

1. Introduction

Profivanta ("Profivanta," "we," "us," or "our") provides a web-based business management software platform (the "Service") that helps small businesses, freelancers, consultants, and agencies manage customer relationships, projects, human resources, and financial records. This Privacy Policy explains how we collect, use, disclose, store, and protect information when you visit our website, create an Account, or otherwise use the Service.

This Policy applies to visitors to our marketing website, registered Customers, Authorized Users granted access by a Customer, and any other individual whose information we process in connection with the Service (collectively, "you"). By accessing or using Profivanta, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use the Service.

This Policy should be read alongside our Terms and Conditions. Where a Customer uploads personal data belonging to their own clients or employees into the Platform, Section 8 of this Policy explains the specific roles and responsibilities that apply to that data.

2. Scope and Roles

It's important to understand that Profivanta processes two broad categories of personal data, and our role differs depending on the category:

Account and Website Data — information about you as a Customer, Authorized User, or website visitor, such as your name, email address, billing details, and usage data. For this category of data, Profivanta acts as a data controller, meaning we determine the purposes and means of processing.

Customer Content — the business data a Customer enters into the Platform, which may include their own clients' contact details, employee records, financial data, or project information. For this category of data, Profivanta acts as a data processor, processing such information solely on the instructions of the Customer who controls that data. If you are an individual whose personal data has been entered into Profivanta by one of our business Customers (for example, as a client contact or employee record), please refer to Section 8 below, and direct any requests regarding that data to the Customer business itself in the first instance.

3. Information We Collect

3.1 Information You Provide Directly

When you register for an Account, subscribe to a paid plan, or otherwise interact with us, we may collect:

Account Information: your name, email address, phone number, job title, company name, and password (stored in encrypted form).
Billing Information: billing address and payment details. Note that full payment card details are collected and processed directly by our payment processor, Stripe, and are not stored on our own servers (see Section 6.2).
Communications: information you provide when contacting our support team, submitting feedback, or otherwise corresponding with us, including the content of your messages.
Customer Content: the business data you choose to enter into the Platform, including CRM records, project details, HR records, and financial data, as described further in Section 8.

3.2 Information We Collect Automatically

When you access or use the Service, we automatically collect certain technical and usage information, including:

Device and Log Information: IP address, browser type and version, operating system, device identifiers, referring URLs, and timestamps of access.
Usage Data: information about how you interact with the Platform, such as pages viewed, features used, click patterns, session duration, and error logs. This helps us understand how the Service is used and where we can improve it.
Cookies and Similar Technologies: as described in Section 10 below.

3.3 Information From Third Parties

We may receive limited information about you from third parties, such as:

Our payment processor, Stripe, which shares confirmation of successful or failed transactions, and limited billing details necessary to reconcile your Subscription;
Analytics and infrastructure providers who help us understand aggregate usage patterns; and
Publicly available sources, where relevant to verifying business information during account setup or fraud prevention.

3.4 Information About Authorized Users

If you are the primary Account holder and you invite other individuals to join your Account as Authorized Users, we will collect limited information about those individuals — typically their name and email address — in order to create their access credentials and enable them to use the Service. If you invite an Authorized User, you are responsible for ensuring that you have the appropriate basis to share their contact information with us for this purpose, and for informing them of how their information will be used within the Platform.

4. How We Use Your Information

We use the information we collect for the following purposes:

To provide and maintain the Service, including creating and managing your Account, processing transactions, and delivering the features associated with your Subscription tier.
To communicate with you, including sending Account-related notices, responding to support requests, and providing information about billing, renewals, and changes to our policies.
To improve and develop the Service, including analyzing usage patterns, diagnosing technical issues, and informing product development decisions.
To ensure security and prevent fraud, including monitoring for unauthorized access, suspicious activity, or violations of our Terms and Conditions.
To comply with legal obligations, including tax, accounting, and regulatory requirements applicable to our own business operations.
To send marketing communications, where you have opted in to receive them, which you may unsubscribe from at any time as described in Section 9.
To enforce our agreements, including investigating potential breaches of our Terms and Conditions, Refund Policy, or Acceptable Use provisions.

We do not use Customer Content — the business data you enter into the Platform on behalf of your own clients or employees — for our own marketing purposes, and we do not sell such Content to third parties.

4.1 Automated Decision-Making

Profivanta does not use your personal information to make decisions that produce legal or similarly significant effects about you through fully automated means, without human involvement. Certain features of the Service, such as fraud detection safeguards, may involve automated flagging of unusual activity, but any resulting Account action (such as a suspension) involves the ability for you to contact our team for human review.

5. Legal Bases for Processing

Where applicable data protection law (such as the UK or EU General Data Protection Regulation) requires us to identify a legal basis for processing personal data, we rely on the following:

Performance of a contract: processing necessary to provide the Service under our Terms and Conditions, such as account creation, billing, and feature delivery.
Legitimate interests: processing necessary for our legitimate business interests, such as improving the Service, maintaining security, and preventing fraud, provided such interests are not overridden by your rights and freedoms.
Consent: processing based on your specific consent, such as opting in to marketing emails or certain non-essential cookies, which you may withdraw at any time.
Legal obligation: processing necessary to comply with applicable laws, such as tax and accounting record-keeping requirements.

6. How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

6.1 Service Providers and Subprocessors

We engage trusted third-party service providers to help us operate the Platform, such as cloud hosting providers, analytics services, customer support tools, and email delivery services. These providers are contractually bound to process information only on our instructions and to implement appropriate security measures. A summary list of key categories of subprocessors is available upon request by contacting rambikashyadav98@gmail.com.

6.2 Payment Processors

Payments for Profivanta Subscriptions are processed by Stripe. When you make a payment, your card details are transmitted directly and securely to Stripe and are subject to Stripe's own privacy policy and security practices. For UK Customers using Bacs Direct Debit, relevant bank account details are similarly processed by our banking and payment infrastructure partners in connection with the Direct Debit scheme. Profivanta does not store full card numbers or complete bank account credentials on our own servers.

6.3 Legal and Regulatory Disclosures

We may disclose information where required to do so by law, regulation, legal process, or governmental request, or where we believe in good faith that disclosure is necessary to protect our rights, protect the safety of any person, investigate fraud, or respond to a lawful request from public authorities.

6.4 Business Transfers

If Profivanta is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our assets, personal information may be transferred as part of that transaction. We will notify you via email or a prominent notice on our website of any such change in ownership and any resulting changes to this Policy.

6.5 With Your Consent

We may share information with third parties in other circumstances where you have provided your explicit consent to do so.

6.6 Aggregated and De-Identified Data

We may share aggregated or de-identified information that cannot reasonably be used to identify you, such as general usage statistics or industry benchmarks, with partners, in marketing materials, or for research purposes.

6.7 Categories of Recipients

To help you understand who may receive information in the circumstances described above, the general categories of recipients include: cloud hosting and infrastructure providers who store and process data on our behalf; payment processors who facilitate billing; customer support and communication tool providers who help us respond to your inquiries; analytics providers who help us understand Service usage; and professional advisors, such as auditors or legal counsel, where necessary in connection with our business operations.

7. International Data Transfers

Profivanta's infrastructure and service providers may be located in countries other than your own. Where we transfer personal information across international borders, we take steps designed to ensure that such transfers comply with applicable data protection laws, including relying on approved transfer mechanisms (such as Standard Contractual Clauses) where required, and working with providers who maintain appropriate security and privacy safeguards.

8. Customer Content: Data Entered Into the Platform

A central part of the Profivanta Service involves Customers entering business data into the CRM, Project Management, HR, and Financial modules — data that frequently includes personal information about the Customer's own clients, leads, and employees ("Customer Content").

8.1 Our Role as Data Processor

With respect to Customer Content, Profivanta acts strictly as a data processor. We process this information solely on the documented instructions of the Customer who entered it, for the purpose of providing the Service, and we do not use it for our own independent purposes, such as marketing to the individuals it describes.

8.2 Customer Responsibility

The Customer who enters Customer Content into the Platform is responsible, as the data controller of that information, for ensuring that:

They have a lawful basis for collecting and processing the personal data they enter (for example, obtaining appropriate consent from clients or providing legally required notices to employees);
The information is accurate, relevant, and not excessive for its intended purpose; and
They respond appropriately to any data subject requests (such as access or deletion requests) received from the individuals whose data they have entered, using the tools available within the Platform where applicable.

8.3 If You Are an Individual Described in Customer Content

If you are a client, lead, or employee of a Profivanta Customer, and your personal information has been entered into the Platform by that Customer, Profivanta is not typically the appropriate party to contact directly regarding that data, since we do not control how or why it was collected. We recommend contacting the relevant business directly. Where a request is misdirected to us, we will make reasonable efforts to forward it to the relevant Customer or to assist as appropriate under our obligations as a processor.

9. Marketing Communications

Where you have opted in to receive marketing communications from us — such as product updates, tips, or promotional offers — you may withdraw your consent and unsubscribe at any time by using the unsubscribe link included in any marketing email, or by contacting us at rambikashyadav98@gmail.com. Please note that even if you opt out of marketing communications, we may still send you essential, non-marketing communications related to your Account, billing, or the Service, such as security notices or Terms updates.

10. Cookies and Similar Technologies

10.1 What Cookies We Use

Profivanta and our website use cookies and similar tracking technologies to:

Essential Cookies: enable core functionality, such as keeping you logged in and remembering your session;
Preference Cookies: remember your settings and preferences, such as display options within the Platform;
Analytics Cookies: help us understand how visitors and Customers use our website and Service, so we can improve performance and usability; and
Marketing Cookies: where applicable, support the measurement of marketing campaigns, subject to your consent where required by law.

10.2 Managing Cookies

You can manage or disable cookies through your browser settings, and where available, through cookie consent tools provided on our website. Please note that disabling essential cookies may affect your ability to use certain features of the Service.

11. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Policy, including for as long as your Account remains active, and for a reasonable period thereafter to comply with legal obligations, resolve disputes, and enforce our agreements.

11.1 Where We Store Your Data

Your information is stored on secure servers operated by reputable cloud hosting providers. We select our hosting and infrastructure partners based on their security certifications, reliability, and compliance with applicable data protection standards. While the specific storage location may vary based on our infrastructure arrangements at any given time, we take steps to ensure that, wherever your data is stored, it receives a comparable level of protection to that described in this Policy, consistent with Section 7 on international data transfers.

For Customer Content specifically, retention periods are generally determined by the Customer's own Account settings and export activity, as described in our Terms and Conditions. Following Account termination or cancellation, we may retain Customer Content for a limited period to allow for data export and recovery, after which it will be deleted or anonymized in accordance with our internal data retention practices, except where longer retention is required by law.

12. Data Security

We take the security of your information seriously and implement technical and organizational measures designed to protect personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit, access controls limiting employee access to personal information on a need-to-know basis, and regular review of our security practices.

However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security. You also play an important role in protecting your information by keeping your Account credentials confidential and notifying us promptly of any suspected unauthorized access, as described in our Terms and Conditions.

12.1 Incident Response

In the event of a security incident that affects your personal information in a manner requiring notification under applicable law, we will notify affected individuals and, where required, relevant regulatory authorities, without undue delay and in accordance with our legal obligations. We maintain internal procedures designed to detect, investigate, and respond to potential security incidents in a timely manner.

12.2 Employee Access Controls

Access to personal information within Profivanta's own systems is restricted to employees and contractors who require such access to perform their job functions, such as customer support, engineering, and billing operations. All personnel with access to personal information are subject to confidentiality obligations.

13. Your Privacy Rights

Depending on your location and applicable law, you may have certain rights regarding the personal information we hold about you as a data controller (that is, your Account and website data, as opposed to Customer Content controlled by a business Customer). These rights may include the right to:

Access the personal information we hold about you;
Rectify inaccurate or incomplete information;
Erase your personal information, subject to certain legal exceptions;
Restrict or object to certain processing of your information;
Data portability, allowing you to receive your information in a structured, commonly used format; and
Withdraw consent at any time, where processing is based on consent, without affecting the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, please contact us at rambikashyadav98@gmail.com. We will respond to verified requests within the timeframe required by applicable law. We may need to request additional information from you to verify your identity before fulfilling a request.

If you are not satisfied with our response to a privacy request, you may have the right to lodge a complaint with your local data protection authority.

13.1 Additional Rights for Residents of the European Economic Area and United Kingdom

If you are located in the European Economic Area, the United Kingdom, or another jurisdiction covered by similar data protection frameworks, the rights described above apply to you as summarized under the GDPR and equivalent UK data protection law. You also have the right to lodge a complaint with your relevant supervisory authority, such as the Information Commissioner's Office (ICO) in the United Kingdom, or the equivalent data protection authority in your EU member state, if you believe our processing of your personal information does not comply with applicable law.

13.2 Additional Rights for Residents of Certain U.S. States

If you are a resident of a U.S. state that has enacted comprehensive consumer privacy legislation (such as California, Virginia, Colorado, or other states with similar laws), you may have additional rights, which may include the right to know what categories of personal information we have collected about you, the right to request deletion of your personal information, the right to correct inaccurate information, and the right to opt out of certain processing, such as the sale or sharing of personal information for targeted advertising purposes. As noted above, Profivanta does not sell personal information. To exercise any applicable state-specific rights, please contact us at rambikashyadav98@gmail.com, and we will respond in accordance with the requirements of the applicable state law.

13.3 Response Timeframes

We aim to respond to verified privacy requests within thirty (30) days, or within any shorter period required by applicable law. In some cases, we may need to extend this timeframe due to the complexity or volume of requests received, in which case we will notify you of the extension and the reason for it.

14. Children's Privacy

The Service is intended for use by businesses and individuals who are at least 18 years of age, consistent with the eligibility requirements described in our Terms and Conditions. Profivanta does not knowingly collect personal information from children, and the Service is not directed at children. If we become aware that we have inadvertently collected personal information from a child, we will take steps to delete such information promptly.

15. Third-Party Links and Services

Our website and Platform may contain links to third-party websites or integrate with Third-Party Services, such as Stripe or other tools you choose to connect. This Privacy Policy does not apply to those third-party services, and we encourage you to review their respective privacy policies before providing any personal information to them. Profivanta is not responsible for the privacy practices of third parties.

16. Do Not Track Signals

Some browsers offer a "Do Not Track" feature. Because there is not yet a common industry standard for how to interpret such signals, our website and Service do not currently respond to Do Not Track signals in a specific standardized way. We encourage you to manage your privacy preferences through the cookie and account settings described elsewhere in this Policy.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the Service, or applicable law. Where changes are material, we will provide reasonable notice via email or through a prominent notice on the Platform prior to the changes taking effect. The "Last Updated" date at the top of this Policy indicates when it was most recently revised. We encourage you to review this Policy periodically to stay informed about how we protect your information.

Your continued use of the Service after any changes to this Policy take effect constitutes your acceptance of the revised Policy.

18. How to Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, or if you wish to exercise any of the privacy rights described in Section 13, please contact us at:

Email: rambikashyadav98@gmail.com

Support: support@profivanta.co.uk

We take privacy seriously and will do our best to address your questions and requests promptly and transparently. Your trust in how we handle your information, and the information of your own clients and employees stored on the Platform, is something we work hard to earn and maintain every day.

Website: https://profivanta.co.uk
Contact: Ram Bikash Yadav, Account representative
Address: 91 Carlyle Road, Newham, E12 6BW, United Kingdom
Email: rambikashyadav98@gmail.com / support@profivanta.co.uk