Privacy Policy

Scope

This Policy applies to:

Our websites and digital platforms
Our products and services (including KaryaFlow and related solutions)
Client engagements and service delivery activities

This Policy applies to both:

Personal Information (relating to identifiable individuals)
Client-scoped data processed on behalf of our clients

Roles and Responsibilities

Depending on the context:

BitsKraft may act as a Data Controller (for its own business operations), or
A Data Processor / Service Provider (when processing data on behalf of clients)

When acting as a processor, we process data strictly in accordance with client instructions and contractual obligations.

Information We Collect

Personal Information

Name, email address, phone number
Business or professional information

Client-Scoped Data

Data provided by clients for service delivery
System-generated data (logs, reports, usage data)

Technical and Usage Data

IP address
Device/browser information
Access logs and system activity

Purpose of Processing

We process information to:

Deliver and support our services
Fulfill contractual obligations with clients
Maintain system security and performance
Improve service quality
Comply with applicable legal and regulatory requirements

We follow data minimization principles, ensuring that only necessary data is collected and processed.

Data Sharing and Disclosure

We do not sell personal information.

We may disclose information:

To authorized personnel on a need-to-know basis
To approved third-party service providers (e.g., cloud infrastructure, monitoring tools) under strict contractual safeguards
Where required by law, regulation, or legal process

All third-party providers are subject to appropriate security, confidentiality, and data protection obligations.

Data Security

We implement appropriate administrative, technical, and organizational safeguards, including:

Role-based access controls (RBAC)
Multi-factor authentication (MFA), where applicable
Encryption in transit and at rest (as applicable)
Endpoint security controls (including antivirus and device encryption)
Logging and monitoring of system activity
Secure development and change management practices

Data Retention and Disposal

We retain personal and client-scoped data:

Only for as long as necessary to fulfill business, contractual, and legal obligations
In accordance with internal data retention policies and defined schedules

When data is no longer required, it is:

Securely deleted, or
Anonymized, where appropriate

International Data Transfers

Where data is transferred across jurisdictions, we ensure that:

Appropriate safeguards are in place
Transfers comply with applicable legal and contractual requirements

Data Subject Rights

Where applicable, individuals may have the right to:

Access their personal data
Request correction or deletion
Restrict or object to processing

Requests will be handled in accordance with applicable laws and client obligations.

Client Data Processing Commitments (DPA-style)

When processing client-scoped data, BitsKraft:

Processes data only on documented client instructions
Ensures personnel are bound by confidentiality obligations
Implements appropriate technical and organizational security measures
Assists clients in meeting their regulatory obligations (where applicable)
Notifies clients of any confirmed data breaches impacting client data, in accordance with contractual terms
Supports audits or assessments, subject to reasonable notice and confidentiality

Third-Party (Sub-Processor) Management

We may engage trusted third-party service providers (“sub-processors”) to support service delivery. We ensure that:

Sub-processors are carefully evaluated
Appropriate data protection agreements are in place
They adhere to security and confidentiality standards

Children’s Privacy

Our services are not intended for children, and we do not knowingly collect or process personal information of minors.

Compliance with Applicable Laws

We process personal and client-scoped data in accordance with applicable laws and regulations, which may include:

Financial data protection laws (e.g., GLBA, where applicable)
General data protection and privacy principles
Contractual obligations with clients

Updates to This Policy

We may update this Policy from time to time. Updates will be published with a revised effective date.

Contact Information

For any questions, requests, or concerns regarding this Policy or data protection practices, please contact:

info@bitskraft.com

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