1. Introduction

Cygnatica Technologies Pvt Ltd ("Cygnatica", "we", "us" or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, share and protect information when you visit cygnatica.com, use our software products (CRM, ERP, HRMS and Service CRM+), or otherwise interact with us.

This policy is published in compliance with the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and the Digital Personal Data Protection Act, 2023 ("DPDP Act") of India.

2. Information We Collect

We collect information in three ways: information you give us, information collected automatically, and information from third parties.

2.1 Information You Provide

• Contact details: name, email, phone number, company name, designation.
• Account information: login credentials, user preferences, profile photo.
• Business data: data you enter into our products — customer records, employee data, verification information, financial records, communications.
• Payment details: billing address, GSTIN, transaction history. Card numbers are processed by PCI-DSS compliant payment gateways and never stored on our servers.
• Support & communications: details of any correspondence, support tickets, or enquiries.

2.2 Information Collected Automatically

• Usage data: pages viewed, features used, time spent, click patterns.
• Device & technical data: IP address, browser type, operating system, device identifiers, referring URL.
• Cookies & similar technologies: see Section 8 for full details.

2.3 Information from Third Parties

• Authentication providers (Google, Microsoft) if you choose social sign-in.
• Marketing partners and analytics providers (in aggregated, non-identifying form).
• Government and public registries (only for verification services with your consent).

3. How We Use Information

We process personal data only for specified, explicit and legitimate purposes:

• Service delivery: to provide, operate, maintain and improve our products and services.
• Account management: to create accounts, authenticate users, and manage subscriptions.
• Customer support: to respond to enquiries, fix issues, and provide training.
• Communications: to send service notices, product updates, security alerts, and (with consent) marketing communications.
• Analytics & improvement: to understand usage patterns and improve features, performance and user experience.
• Legal compliance: to comply with applicable laws, regulations, court orders, and lawful requests from government authorities.
• Fraud prevention & security: to detect, prevent and address technical issues, security incidents, fraud, or illegal activity.

4. Sharing & Disclosure

We do not sell your personal information. We share data only in these limited circumstances:

• Service providers (Data Processors): hosting (AWS, Microsoft Azure, Google Cloud), email delivery, payment processing, analytics, customer support tooling. All processors are bound by data protection agreements.
• Within your organisation: data entered by users of your account is accessible to other authorised users in your organisation as per role-based access settings.
• Legal & regulatory: when required by law, court order, or to protect our rights, property, or safety, or that of our users.
• Business transfers: in the event of a merger, acquisition, or sale of assets, your data may be transferred subject to confidentiality protections and notice to you.
• With your consent: for any other purpose disclosed at the time of collection.

5. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. Typical retention periods:

• Active customer data: retained for the duration of the subscription plus 90 days after termination.
• Financial & tax records: retained for a minimum of 8 years as required by Indian tax law.
• Marketing prospect data: retained until you unsubscribe or for 2 years from last interaction, whichever is sooner.
• Backups & logs: retained on a rolling 90-day basis.

After retention periods expire, data is securely deleted or anonymised.

6. Data Security

We implement reasonable security practices and procedures consistent with industry standards and the IT Rules, 2011:

• Encryption in transit: all data exchanged over public networks is protected with TLS 1.2 or higher.
• Encryption at rest: sensitive data is encrypted using AES-256.
• Access controls: role-based access control, multi-factor authentication for privileged accounts, and principle of least privilege.
• Infrastructure: hosted in ISO 27001 and SOC 2 certified data centres.
• Monitoring: 24×7 security monitoring, automated vulnerability scanning, and incident response procedures.
• Backups: regular encrypted backups with documented disaster recovery procedures.

While we use industry-standard security measures, no method of transmission or storage is 100% secure. We urge you to take precautions to protect your account credentials.

7. Your Rights

Under the DPDP Act, 2023 and applicable laws, you have the following rights regarding your personal data:

• Right to access: obtain a copy of the personal data we hold about you.
• Right to correction: correct inaccurate or incomplete personal data.
• Right to erasure: request deletion of personal data, subject to legal retention requirements.
• Right to withdraw consent: withdraw consent previously given, without affecting prior lawful processing.
• Right to data portability: receive your data in a structured, commonly used, machine-readable format.
• Right to grievance redressal: raise complaints with our Grievance Officer (Section 12).
• Right to nominate: nominate another individual to exercise rights in the event of death or incapacity.

To exercise any of these rights, please contact privacy@cygnatica.com. We respond to verified requests within 30 days.

8. Cookies & Tracking

We use cookies and similar technologies for the following purposes:

• Strictly necessary cookies: required for login, session management, and security. Cannot be disabled.
• Functional cookies: remember preferences (e.g. language, region).
• Analytics cookies: understand how visitors use our website (e.g. Google Analytics with IP anonymisation).
• Marketing cookies: used only with your explicit consent.

You can manage cookies through your browser settings. Disabling strictly necessary cookies may impact website functionality.

9. Children's Privacy

Our services are intended for businesses and are not directed to individuals under 18 years of age. We do not knowingly collect personal data from children. If you believe we have collected information from a child, please contact us immediately and we will delete it.

10. International Data Transfers

Cygnatica primarily stores data in data centres located in India. In limited circumstances (e.g. specific cloud services, analytics tooling), data may be transferred to and processed in countries outside India. When this occurs, we ensure equivalent levels of protection through Standard Contractual Clauses or other lawful transfer mechanisms permitted under applicable law.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by posting a notice on our website and, where appropriate, by email. The "Last updated" date at the top indicates the most recent revision.

12. Contact & Grievance Officer

For privacy-related questions or to exercise your rights, please reach out to our designated Grievance Officer:

Grievance Officer
Cygnatica Technologies Pvt Ltd
No.16 Leela Shelters, 7th Cross, 3rd Main
Brindavan Nagar, Mathikere, Bengaluru — 560054
Karnataka, India

Email: privacy@cygnatica.com
Phone: +91 99809 38811
Hours: Mon–Sat, 9:00 AM – 6:00 PM IST

We acknowledge grievances within 48 hours and resolve them within 30 days as required by Indian law.

1. Acceptance of Terms

These Terms & Conditions ("Terms") form a binding legal agreement between you ("Customer", "you") and Cygnatica Technologies Pvt Ltd, a company incorporated under the Companies Act, 2013, with its registered office at No.16 Leela Shelters, 7th Cross, 3rd Main, Brindavan Nagar, Mathikere, Bengaluru — 560054, India ("Cygnatica", "we", "us").

By accessing cygnatica.com or by purchasing, subscribing to, accessing, or using any Cygnatica product or service (collectively, the "Services"), you agree to be bound by these Terms and our Privacy Policy. If you do not agree, you must not use the Services.

2. Services Provided

Cygnatica provides enterprise software products and related services, including but not limited to:

• Cygnatica CRM — Immigration case management software.
• Cygnatica ERP — Background verification platform.
• Cygnatica HRMS — Human resource management suite.
• Cygnatica Service CRM+ — After-sales and inventory platform.
• Professional services — Consulting, custom development, integration, training, support and maintenance.

Specific features, modules, support levels and limits applicable to your subscription are described in your Order Form or applicable plan.

3. Accounts & Eligibility

To use the Services, you must be at least 18 years old and have the legal capacity to enter into binding contracts. You agree to:

• Provide accurate, current and complete information during registration.
• Maintain the confidentiality of your account credentials.
• Promptly notify us of any unauthorised access or security breach.
• Be solely responsible for all activity occurring under your account.

We reserve the right to suspend or terminate accounts that violate these Terms.

4. Licence Grant

Subject to your compliance with these Terms and payment of applicable fees, Cygnatica grants you a limited, non-exclusive, non-transferable, non-sublicensable, revocable licence to access and use the Services for your internal business purposes during the subscription term.

You may not: (a) modify, decompile, reverse engineer, or attempt to derive source code from the Services; (b) resell, sublicense or lease the Services to third parties without our prior written consent; (c) remove proprietary notices; or (d) use the Services to build a competing product.

5. Acceptable Use

You agree not to use the Services to:

• Violate any applicable law, regulation, or third-party right.
• Upload, transmit or store viruses, malware, or harmful code.
• Send unsolicited communications ("spam") or engage in phishing.
• Interfere with or disrupt the integrity, security or performance of the Services.
• Attempt unauthorised access to any portion of the Services or related systems.
• Use the Services to store or process sensitive personal information unless expressly permitted by your plan.

6. Fees & Payment

Fees for the Services are described on our pricing page or in your Order Form. Unless otherwise stated:

• Fees are quoted exclusive of applicable taxes (GST, withholding tax, etc.), which are your responsibility.
• Subscription fees are billed in advance on a monthly or annual basis as selected.
• All payments are non-refundable, except as expressly stated in your plan or required by law.
• Overdue invoices accrue interest at the rate of 1.5% per month (or the maximum rate permitted by law, whichever is lower).
• We may suspend or terminate the Services for non-payment after 15 days' written notice.

Free trials, where offered, automatically convert to paid subscriptions unless cancelled before the trial period ends.

7. Customer Data & Ownership

As between Cygnatica and you, all data, content, and information you upload, submit, or transmit to the Services ("Customer Data") remains your property. You grant Cygnatica a worldwide, royalty-free licence to host, process, transmit, display and back up Customer Data solely for the purpose of providing the Services.

You are responsible for the legality, accuracy and quality of Customer Data and for obtaining any necessary consents (e.g. from data subjects whose personal data you upload).

We process Customer Data in accordance with our Privacy Policy and applicable Data Processing Agreements.

8. Intellectual Property

The Services, including all software, designs, text, graphics, logos, trademarks, and other content (excluding Customer Data), are the exclusive property of Cygnatica or its licensors and are protected by Indian and international intellectual property laws. Nothing in these Terms transfers any IP rights to you, except the limited licence granted in Section 4.

You may provide feedback, suggestions or ideas about the Services ("Feedback"). You grant Cygnatica a perpetual, irrevocable, royalty-free licence to use Feedback for any purpose without obligation to you.

9. Third-Party Services

The Services may integrate with third-party services (e.g. payment gateways, email providers, cloud platforms). Cygnatica is not responsible for the availability, accuracy, or content of third-party services, and your use is governed by the third party's own terms.

10. Warranties & Disclaimers

Cygnatica warrants that the Services will perform materially in accordance with the documentation under normal use. Your exclusive remedy for breach of this warranty is, at our option, repair, replacement, or refund of fees paid for the affected Service.

EXCEPT AS EXPRESSLY STATED, THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF VIRUSES.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT WILL CYGNATICA OR ITS AFFILIATES BE LIABLE FOR:

• Any indirect, incidental, consequential, special, punitive, or exemplary damages.
• Loss of profits, revenue, goodwill, data, or business opportunity.
• Damages arising from third-party services or content.

OUR AGGREGATE LIABILITY UNDER THESE TERMS WILL NOT EXCEED THE AMOUNTS PAID BY YOU TO CYGNATICA IN THE 12 MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY.

Nothing in these Terms excludes or limits liability that cannot be excluded under applicable Indian law.

12. Indemnification

You agree to indemnify, defend, and hold Cygnatica, its officers, directors, employees and agents harmless from any claim, demand, loss, liability, or expense (including reasonable legal fees) arising from: (a) your use of the Services; (b) your violation of these Terms; (c) your Customer Data; or (d) your violation of any third-party right or applicable law.

13. Term & Termination

These Terms apply for the duration of your subscription. Either party may terminate:

• For convenience: as permitted by your Order Form or applicable plan.
• For breach: with 30 days' written notice if the breach is not cured.
• Immediately: by Cygnatica if you violate Section 5 (Acceptable Use) or fail to pay fees when due.

Upon termination, your right to use the Services ceases. We will make Customer Data available for export for 30 days after termination, after which we may delete it as described in our Privacy Policy.

Sections that by their nature should survive termination (including IP, Liability, Indemnification, Governing Law) will continue to apply.

14. Governing Law & Dispute Resolution

These Terms are governed by the laws of India, without regard to conflict-of-law principles. Any dispute, controversy, or claim arising out of or in connection with these Terms shall be resolved as follows:

1. Good-faith negotiation: the parties will first attempt to resolve disputes through good-faith discussions for 30 days.
2. Arbitration: if unresolved, disputes shall be referred to arbitration under the Arbitration and Conciliation Act, 1996, before a sole arbitrator appointed by mutual agreement. The seat of arbitration shall be Bengaluru, Karnataka, conducted in English.
3. Jurisdiction: subject to arbitration, courts at Bengaluru, Karnataka have exclusive jurisdiction.

15. Changes to Terms

We may modify these Terms at any time. Material changes will be communicated by email or by a prominent notice on our website at least 30 days before they take effect. Your continued use of the Services after the effective date constitutes acceptance of the revised Terms.

16. Contact

For questions about these Terms or to send legal notices:

Cygnatica Technologies Pvt Ltd
Attn: Legal Department
No.16 Leela Shelters, 7th Cross, 3rd Main
Brindavan Nagar, Mathikere, Bengaluru — 560054
Karnataka, India

Email: legal@cygnatica.com
Phone: +91 99809 38811