Privacy Policy

Effective Date: 26 September 2026

Vironix Solutions respects your privacy and is committed to handling personal data responsibly.

This Privacy Policy explains how we collect, use, disclose, retain and protect personal data when you visit https://vironixsolutions.com, contact us, create an account or use our software and services.

This draft is structured with India’s Digital Personal Data Protection framework in mind. The DPDP Act and Rules use a phased implementation schedule, so the policy and internal compliance process should be reviewed periodically. DPDP Act, 2023, DPDP Rules, 2025 and enforcement timeline

1. Who we are

Vironix Solutions provides software products and IT services, including CRM, ERP, websites, e-commerce solutions, mobile applications, integrations, hosting assistance and consulting.

Legal entity: Vironix Solutions

Privacy email: business@vironixsolutions.com

2. Our role

Depending on the service:

• Vironix acts as a Data Fiduciary when processing information about its website visitors, prospects, account owners and direct customers for its own purposes.
• Vironix generally acts as a Data Processor when processing leads, customers, employees or other records uploaded and controlled by a business customer.

Business customers remain responsible for providing appropriate notice and obtaining required consent for data they collect and upload.

3. Information we collect

We may collect:

Account information

• Name
• Business name
• Email address
• Phone number
• Job title
• Login and authentication information

Billing information

• Billing address
• GST information
• Subscription and invoice details
• Payment status and transaction references

Payment-card or banking details may be processed directly by authorized payment providers rather than stored by Vironix.

Service data

• Leads, contacts and customer records
• Employee information
• Tasks, notes and follow-ups
• Email and WhatsApp communication records
• Custom fields configured by customers
• Files and attachments
• CRM, ERP or e-commerce operational data

Technical information

• IP address
• Browser and device information
• Login time
• Session information
• Error and security logs
• Cookie and usage information
• Activity and audit logs

Enquiries and support

• Messages sent to us
• Support tickets
• Call or meeting details
• Feedback and survey responses

4. How we collect information

Information may be collected:

• Directly from you
• Through account registration
• Through our website forms
• Through uploaded files
• Through connected third-party services
• From authorized company administrators
• Automatically through logs, cookies and security tools
• Through customer-support communication

5. How we use personal data

We use personal data to:

• Create and manage accounts
• Provide software and services
• Authenticate users
• Process subscriptions and payments
• Deliver support and onboarding
• Send service-related notifications
• Maintain security and prevent fraud
• Troubleshoot and improve services
• Comply with legal obligations
• Enforce agreements
• Send marketing communication where permitted
• Generate aggregated and anonymized analytics

We do not sell personal data.

6. Customer-controlled data

When a business customer uses our CRM, ERP or another hosted product, that customer controls the records uploaded to the service.

Requests concerning such records should normally be directed to the relevant business customer. Vironix will assist the customer where technically and legally appropriate.

7. Consent and communication preferences

Where processing relies on consent, you may withdraw consent through available account settings or by contacting us.

Withdrawing consent will not affect processing already lawfully completed. Certain information may still be processed where required for contracts, security, legal obligations or permitted uses.

Marketing messages will include an appropriate unsubscribe or opt-out method.

8. Sharing of information

We may share information with:

• Cloud and hosting providers
• Email-delivery providers
• WhatsApp and communication platforms
• Payment gateways
• Analytics and security providers
• Professional advisers
• Government or law-enforcement authorities where legally required
• Business successors in a merger, restructuring or acquisition

Providers receive only the information reasonably required to perform their services and are expected to protect it appropriately.

9. International processing

Some service providers may process information outside India. Where applicable, we will use appropriate contractual, technical and organizational safeguards and comply with restrictions imposed under applicable law.

10. Data retention

We retain personal data only for as long as reasonably necessary for:

• Providing services
• Maintaining accounts
• Fulfilling contracts
• Security and fraud prevention
• Dispute resolution
• Tax, accounting and legal obligations
• Backup and disaster recovery

Retention periods may vary by service and agreement. Data may be deleted or anonymized when no longer required.

11. Security

We use reasonable technical and organizational measures, which may include:

• Access controls
• Authentication and session controls
• Encryption in transit
• Credential protection
• Audit logging
• Backup procedures
• Restricted administrative access
• Security monitoring
• Incident-response processes

No online system can guarantee absolute security. The Information Technology Act recognizes the importance of reasonable security practices for protecting information. India Code—Information Technology Act, 2000

12. Your rights

Subject to applicable law, you may request:

• Information about the processing of your data
• Correction of inaccurate data
• Completion or updating of data
• Erasure of data no longer required
• Withdrawal of consent
• Grievance redressal
• Nomination of another person where legally available

Requests may require identity verification.

Email requests to business@vironixsolutions.com.

13. Cookies

Our website may use necessary, preference, analytics and security cookies.

Necessary cookies support login, security and basic website operation. Where required, non-essential cookies will be used based on your preferences or consent.

14. Children’s privacy

Our business services are not intended for direct use by children. Customers must not knowingly upload children’s personal data without lawful authority and any required parental consent.

15. Data breaches

If a personal-data breach occurs, we will investigate, contain and document it and provide notifications where required under applicable law and contractual obligations.

16. Third-party links

Our website may link to third-party websites or services. Their privacy practices are governed by their own policies, and Vironix is not responsible for those practices.

17. Changes to this policy

We may update this Privacy Policy periodically. Material changes may be communicated through the website, service or registered email address.