Privacy Policy

This Privacy Policy explains how DigiCode Software Pvt. Ltd. ("DigiCode", "we", "us" or "our") collects, uses, stores, discloses and protects personal data when you visit www.digicodesoftware.com or use our websites, software products, applications, portals, implementation, support and related services (collectively, the "Services").

This Policy has been prepared with reference to the structure and subject matter of the privacy provisions published by Untrek.com, while being independently drafted for DigiCode and adapted for the Indian legal and technology environment. It is not a reproduction of the Untrek policy.

For India, DigiCode intends this Policy to operate consistently with applicable privacy and information-security requirements, including the Information Technology Act, 2000 and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, to the extent applicable, and the Digital Personal Data Protection Act, 2023 and the Digital Personal Data Protection Rules, 2025, as and when their respective provisions apply to DigiCode and the relevant processing activity.

1. About DigiCode

DigiCode Software Pvt. Ltd. is an Indian software and IT services company providing website and application development, enterprise and ERP solutions, HRMS/payroll solutions, mobile applications, software implementation, support, digital solutions and related technology services.

Registered/office address: D-36, 3rd Floor, Sector-59, Noida – 201307, Uttar Pradesh, India.
General privacy/contact email: info@digicodesoftware.com
Website: www.digicodesoftware.com

2. Scope of this Policy

This Policy applies to personal data collected through our website, enquiry forms, emails, customer and vendor communications, software demonstrations, subscriptions, implementation and support activities, and other digital interactions with DigiCode. It also applies to information processed through our products where DigiCode determines the purposes and means of processing.

Where DigiCode processes information solely on behalf of a customer under a contract, the customer may determine the purposes of processing. In such cases, the customer's privacy notice and contractual instructions may also apply.

3. Information We Collect

Depending on the Services used, we may collect the following categories of information:

• Identity and contact information: name, designation, organisation, email address, telephone/mobile number and correspondence details.
• Business information: company name, job title, business requirements, project information, purchase/subscription details and service history.
• Account information: username, login identifiers, role, authentication-related information and account preferences.
• Technical and usage information: IP address, browser type, operating system, device information, pages visited, access times, referring URLs, logs and security events.
• Transaction and billing information: invoices, payment status, tax/GST details and limited transaction references. Payment card credentials are intended to be processed by authorised payment service providers where applicable.
• Information supplied through software implementation or support: configuration data, documents, employee/customer records and other information that a customer chooses to provide for the contracted service.
• Communications: enquiries, emails, support tickets, feedback, survey responses and other communications.
• Cookies and similar technologies: information collected through cookies, analytics tags and similar technologies, as described below.

4. Sensitive or High-Risk Personal Data

Certain information may receive enhanced protection under applicable Indian law or contractual requirements. Examples may include passwords, financial information, health information, medical records, biometric information and other categories treated as sensitive under applicable law.

DigiCode will collect or process such information only where there is a lawful and necessary purpose, appropriate authorisation/consent where required, and suitable security and contractual safeguards. Users should not submit sensitive information through public website forms unless specifically requested for a legitimate service purpose.

5. How We Collect Information

• Directly from you when you submit an enquiry, request a demo, create an account, contact support, enter into a contract or otherwise communicate with us.
• From your organisation or authorised representatives where they engage DigiCode for software, implementation or support services.
• Automatically from your device/browser when you use our website or online services.
• From service providers, business partners or publicly available sources where legally permitted and relevant to our business relationship.

6. Purposes of Processing

We may use personal data for purposes including:

• Providing, implementing, operating, maintaining and supporting our Services.
• Responding to enquiries, demo requests, quotations and customer-support requests.
• Creating and administering user or customer accounts.
• Authenticating users and maintaining application and network security.
• Processing billing, invoicing, taxation and contractual administration.
• Understanding customer requirements and improving our products, services, usability and performance.
• Sending service notices, security alerts, administrative communications and, where permitted, marketing communications.
• Preventing fraud, misuse, unauthorised access and other unlawful activities.
• Complying with applicable law, court orders, regulatory requirements and lawful governmental requests.
• Establishing, exercising or defending legal claims and protecting DigiCode's rights and property.

7. Lawful Basis and Consent

Where required by applicable Indian data-protection law, DigiCode will process personal data on a lawful basis, which may include consent, performance of a contract or taking steps at your request before entering into a contract, compliance with a legal obligation, or another lawful ground recognised by applicable law.

Where consent is required, DigiCode will seek consent in an appropriate manner and will not make consent a condition for processing that is not necessary for the relevant service, except where legally permitted.

8. Accuracy and User Responsibilities

You should provide information that is accurate, complete and current and should update it when necessary. If you provide personal data belonging to another individual, you should have the necessary authority or lawful basis to provide that information to DigiCode.

9. Cookies and Similar Technologies

Our website may use cookies and similar technologies to remember preferences, maintain sessions, improve security, measure website performance, understand usage and improve our Services. Third-party analytics or service providers may also use such technologies where enabled.

You can manage cookies through your browser settings. Disabling certain cookies may affect website functionality. Where legally required, DigiCode will provide appropriate choices for non-essential cookies.

10. Log Data and Analytics

When you access our website or online services, our systems may automatically record technical information such as IP address, browser/device information, pages visited, timestamps, referral information, error logs and security events. We may use analytics services to understand aggregate usage and improve the Services.

11. Sharing and Disclosure of Personal Data

DigiCode does not sell personal data as a business practice. We may disclose personal data where necessary to:

• Authorised employees, contractors and service providers who need the information to perform their responsibilities.
• Cloud hosting, infrastructure, email, analytics, security, payment, communication and other technology providers.
• Customers or authorised representatives where processing is performed as part of an agreed service.
• Professional advisers, auditors, insurers and legal counsel where reasonably necessary.
• Government authorities, regulators, courts, law-enforcement agencies or other persons where disclosure is required or permitted by law.
• A successor entity, buyer, investor or other relevant party in connection with a merger, restructuring, financing, acquisition or sale of assets, subject to applicable law.

Third-party service providers may process data on DigiCode's behalf and will be subject to contractual or other appropriate safeguards as required by applicable law.

12. International Data Transfers

Depending on the technology providers and infrastructure used, personal data may be processed or stored outside India. Where cross-border processing occurs, DigiCode will take reasonable steps to comply with applicable Indian law and contractual requirements concerning such transfers.

13. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes described in this Policy, to provide the Services, fulfil contractual obligations, maintain business and transaction records, resolve disputes, prevent fraud, and comply with legal, tax, accounting or regulatory obligations. Retention periods may vary by data category and purpose.

When personal data is no longer required and there is no legal or legitimate reason to retain it, DigiCode will take reasonable steps to delete, anonymise or otherwise securely dispose of it.

14. Security Measures

DigiCode maintains reasonable security safeguards appropriate to the nature of the personal data and processing risks. Depending on the Service, safeguards may include access controls, role-based permissions, authentication controls, encryption in transit, secure hosting, logging, backups, vulnerability management, monitoring, employee confidentiality requirements and incident-response procedures.

No method of transmission or storage can be guaranteed to be completely secure. Users are responsible for keeping their account credentials confidential and for promptly reporting suspected unauthorised access.

15. Personal Data Breach / Security Incident

If DigiCode becomes aware of a personal data breach or security incident affecting personal data, we will assess and respond to it in accordance with our incident-response procedures and applicable legal and contractual requirements, including any required notifications to affected individuals, customers, regulators or other authorities.

16. Rights and Choices

Subject to applicable law and the nature of the processing, individuals may have rights concerning their personal data, which can include requesting access to information about processing, correction/update of inaccurate data, erasure or deletion where applicable, withdrawal of consent where processing is based on consent, and grievance redressal.

Requests should be sent to info@digicodesoftware.com with sufficient information to identify the requester and the specific request. DigiCode may need to verify identity or authority before acting on a request. We will respond within the period required by applicable law.

17. Marketing Communications and Opt-Out

Where permitted by law, DigiCode may send information about products, services, events or updates that may be relevant to you. You may opt out of promotional communications by using the unsubscribe mechanism provided in the communication or by contacting info@digicodesoftware.com. Service, security, transactional and legally required communications may continue where necessary.

18. Children's Privacy

Our website and business Services are primarily intended for businesses and users who can lawfully engage with DigiCode. We do not knowingly seek to collect personal data from children in circumstances where such collection is prohibited by law. Where applicable law requires parental/guardian consent or additional safeguards for children, DigiCode will follow those requirements.

19. Third-Party Websites and Services

Our website or Services may contain links or integrations to third-party websites, applications or services. Those third parties operate under their own terms and privacy policies. DigiCode is not responsible for the privacy practices of independent third parties, except to the extent required by applicable law or contractual obligations.

20. Business Transactions

If DigiCode undergoes a merger, acquisition, restructuring, financing, sale of assets or similar transaction, personal data may be transferred as part of that transaction, subject to applicable law and appropriate safeguards.

21. Grievance Redressal / Privacy Contact

For privacy questions, requests, complaints or grievances relating to personal data processed by DigiCode, please contact:

DigiCode will endeavour to acknowledge and resolve privacy grievances within the timelines prescribed by applicable law and its internal grievance process.

22. Governing Law

This Privacy Policy shall be governed by the applicable laws of India. Any dispute relating specifically to this Policy shall be subject to the jurisdiction of competent courts in India, subject to any mandatory rights or remedies available under applicable law or contractual arrangements.

23. Changes to this Privacy Policy

DigiCode may update this Privacy Policy from time to time to reflect changes in our Services, technology, legal requirements or privacy practices. The updated version will be published on www.digicodesoftware.com with a revised effective date. Where required by law, we will provide additional notice or obtain consent.

24. Acceptance

By accessing or using the DigiCode website or relevant Services, you acknowledge that you have read and understood this Privacy Policy. Where consent is legally required for a particular processing activity, DigiCode will seek that consent through an appropriate mechanism.

25. Important Legal Note

This document is a business-ready privacy-policy draft prepared from publicly available legal requirements and the reference policy structure supplied by the requester. It is not a substitute for legal advice. DigiCode should have its Indian legal counsel review this Policy before publication, particularly for its actual products, HR/payroll processing, customer data-processing contracts, international transfers, children's data, breach procedures, consent mechanisms and the commencement/applicability of provisions under the Digital Personal Data Protection Act, 2023 and the DPDP Rules, 2025.