Privacy Policy

1. Introduction

Dockvio ("we", "our", "us") is a technology company that delivers software products, IT solutions, and digital infrastructure services to businesses. This Privacy Policy describes what personal information we collect, why we collect it, how it is used and stored, and your rights regarding that information. This policy applies to our public website, our client portal, and all communications and services we provide. By accessing our website or engaging our services, you acknowledge and agree to the practices described herein.

2. Information We Collect

We collect personal information through several channels, limited strictly to what is necessary for delivering and managing our services:

• Identity & contact information: full name, job title, company name, email address, and phone number collected when you register an account, submit a project inquiry, or contact our team.
• Business & project information: technical requirements, product briefs, business context, files, and any other information you share during project scoping or active development.
• Account credentials: usernames, hashed passwords, and session tokens used to authenticate access to our client portal. Passwords are never stored in readable form.
• Billing & transaction data: invoices, payment status, and transaction references. We do not collect or store card numbers or banking credentials; all payment processing is handled by PCI-compliant third-party payment providers.
• Technical & usage data: IP addresses, browser type, device identifiers, login timestamps, and portal activity logs collected for security monitoring and access auditing.
• Communication records: emails, messages, and meeting notes exchanged in the course of a service engagement, retained to support continuity and dispute resolution.

3. How We Use Your Information

Your information is used solely for legitimate business purposes connected to the services you have requested or contracted:

• To onboard, manage, and deliver your technology project or IT service engagement.
• To communicate with you about project progress, decisions, and support requests.
• To generate, issue, and track invoices and manage payment obligations.
• To maintain and secure our internal systems, infrastructure, and client portal.
• To comply with applicable legal, tax, and regulatory requirements.
• To improve our internal processes based on aggregated, anonymised usage patterns — never on individually identifiable information.

We do not use your data for unsolicited marketing, automated profiling, or any purpose unrelated to the services you have engaged us for.

4. Legal Basis for Processing

We process personal data on the following legal grounds:

• Contractual necessity — processing required to perform the service agreement between you and Dockvio.
• Legitimate interests — security monitoring, fraud prevention, system integrity, and business record-keeping.
• Legal obligation — where applicable law, tax regulation, or regulatory authority requires us to retain or disclose information.
• Consent — where you have explicitly provided consent for a specific activity, such as receiving product updates. You may withdraw consent at any time.

5. Data Storage & Security

All personal and project data is stored on secured, access-controlled cloud infrastructure. Our security measures include:

• Encryption of data in transit (TLS) and at rest.
• Role-based access controls ensuring team members can only access data relevant to their assigned work.
• Regular security reviews, vulnerability assessments, and patching cycles.
• Multi-factor authentication requirements for internal system access.
• Incident response procedures to detect and notify of any data breaches within legally required timeframes.

No method of transmission over the internet is completely secure; however, we apply commercially reasonable standards to protect your data from unauthorised access, alteration, or disclosure.

6. Data Sharing

We do not sell, rent, or trade your personal information to any third party. We share data only in these limited, controlled circumstances:

• Project team members — engineers, designers, and project leads who require access to specific project data in order to deliver your engagement.
• Infrastructure & tooling providers — cloud hosting providers, email delivery services, and internal project management tools. These providers are selected for security compliance and are contractually bound to protect your data.
• Payment processors — strictly for processing invoiced payments. They receive only the information necessary to complete the transaction.
• Legal or regulatory authorities — where we are compelled by a valid legal obligation, court order, or government directive.

We will never share identifiable client project data for marketing, research, or commercial purposes without your explicit written consent.

7. International Data Transfers

Our operations and infrastructure are primarily based in India. If data is processed or stored in other jurisdictions — for example by a cloud infrastructure provider — we ensure that appropriate contractual safeguards are in place and that such transfers comply with applicable data protection laws.

8. Data Retention

We retain personal and project data for the duration of the active engagement and for a minimum of five years thereafter, as required for legal, audit, and tax compliance purposes. Communication records and project deliverables may be retained longer where necessary to resolve disputes or fulfil ongoing contractual obligations. Upon written request, we will delete data that is not subject to a retention obligation within 30 days.

9. Cookies & Tracking

Our public-facing website records first-party usage stats on the same domain — page views, time on page, and which sections were seen — so we can understand how the site is used. That data stays on our servers. We do not sell it, and we do not use it for advertising. Browsers that allow it may also load Google Analytics. We do not deploy advertising cookies, cross-site tracking technologies, or third-party profiling tools. A short-lived first-party cookie identifies anonymous daily visitors for these stats. Our client portal may use session cookies to maintain authenticated access. You may configure your browser to reject cookies, though this may impair portal functionality.

10. Your Rights

Depending on applicable data protection legislation, you have the following rights with respect to your personal data:

• Right of access — request a copy of the personal data we hold about you.
• Right to rectification — request correction of inaccurate or incomplete information.
• Right to erasure — request deletion of your data where no legal basis for retention exists.
• Right to restriction — request that we limit how we use your data in specific circumstances.
• Right to data portability — request your data in a structured, machine-readable format.
• Right to object — object to processing carried out on the basis of legitimate interests.
• Right to withdraw consent — where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, submit a written request to [email protected]. We will acknowledge your request promptly and respond substantively within 30 days.

11. Children's Privacy

Our services are intended for business clients and professionals. We do not knowingly collect personal data from individuals under the age of 18. If we become aware that a minor has provided us with personal information, we will delete it without undue delay.

12. Changes to This Policy

We may revise this Privacy Policy from time to time to reflect changes in our practices, technology, or legal obligations. For material changes, active clients will be notified by email no fewer than 14 days before the revised policy takes effect. The latest version will always be available at this page URL along with the effective date.

13. Contact Us

For any privacy-related questions, data requests, or concerns, please contact our data team at [email protected]. We take all privacy matters seriously and will respond as promptly as possible.