ProcureHub Privacy Policy

1. Data We Collect

1.1 Data You Provide

• Account and profile: Name, email address, phone number, job title, department, company name, company size, business type, industry, address, and similar identifiers you provide during registration or in your profile.
• Verification and compliance: PAN, GST number, business registration details, and documents you upload for verification or compliance purposes.
• Procurement and bidding: Requirements you post (including titles, descriptions, categories, quantities, budgets, and commercial terms); bids you submit (including prices, delivery timelines, payment terms, and attachments); messages, counter-offers, and communications within the Platform.
• Support and communications: Content of support requests, feedback, and any other information you send to us.

1.2 Data Collected Automatically

Usage data such as log-in times, pages visited, features used, device type, browser, and IP address. We use cookies and similar technologies for session management, security, and preferences. You can manage cookie settings in your browser; disabling certain cookies may affect Platform functionality.

1.3 Data From Other Sources

We may receive information from third-party sign-in providers, payment or e-signature providers when you use integrated services, and from publicly available sources for verification or compliance purposes.

2. How We Use Your Data

We use your data to:

• Provide the Platform and Services: Create and manage your account; display requirements and bids; enable messaging, counter-offers, contracts, and purchase orders; and support affiliate and admin functions.
• Verify identity and compliance: Verify your identity and business details; conduct checks as required by our terms or applicable law; and prevent fraud and misuse.
• Communicate with you: Send transactional messages (e.g. OTP, bid alerts, contract updates), service announcements, and, where you have consented or where permitted by law, marketing communications. You can opt out of marketing at any time.
• Improve and secure the Platform: Analyse usage in an aggregated or anonymised manner; debug and improve performance; detect and prevent abuse, security incidents, and violations of our terms.
• Comply with law: Meet legal, regulatory, and governmental requests; enforce our Terms; and protect our rights and the rights of users.

We process personal data only where we have a lawful basis: your consent, performance of a contract with you, our legitimate interests (where not overridden by your rights), or compliance with legal obligations.

3. Sharing and Disclosure

We may share your data in the following circumstances:

• With other users as necessary for the Services: For example, Buyers see Seller profiles and bid information; Sellers see requirement details and Buyer contact information as needed for the procurement process.
• Service providers: We may engage vendors (e.g. hosting, email, analytics, payment, e-sign) who process data on our instructions and under appropriate contracts. We do not sell your personal data to third parties for their marketing.
• Legal and safety: We may disclose data if required by law, court order, or government request, or to protect the rights, property, or safety of the Company, users, or the public.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction, subject to this Privacy Policy.

We do not sell or rent your personal data to third parties for their independent marketing purposes.

4. Data Retention

We retain your data for as long as your account is active or as needed to provide the Services and comply with our legal, tax, and regulatory obligations. After account closure or termination, we may retain data for a period necessary for dispute resolution, enforcement of terms, compliance with law (including under the DPDP Act and tax laws), and legitimate business purposes. When no longer required, we will delete or anonymise your data in accordance with our retention policy.

5. Security

We implement reasonable technical and organisational measures to protect your data against unauthorised access, alteration, disclosure, or destruction, in line with applicable law and industry practices. You are responsible for keeping your account credentials secure and for any activity under your account.

6. Your Rights (Including Under DPDP Act)

Subject to applicable law, including the DPDP Act and the IT Act, you may have the right to:

• Access: Request access to the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Erasure and withdrawal of consent: Request erasure of your data or withdraw consent where processing is based on consent, subject to our need to retain data for legal or contractual purposes.
• Data portability: Request a copy of your data in a structured, commonly used format where technically feasible.
• Grievance: Lodge a complaint with us or with the relevant data protection authority.

To exercise these rights, please contact us or our Grievance Officer using the details below. We will respond within the timeframes required by applicable law. We may need to verify your identity before processing your request.

7. Children

The Platform is not intended for individuals below the age of 18. We do not knowingly collect personal data from children. If you believe we have collected such data, please contact us and we will take steps to delete it.

8. Cross-Border Transfer

Your data may be processed and stored in India and, where necessary for the operation of the Platform, in other jurisdictions where our service providers operate. We ensure appropriate safeguards are in place as required by applicable law when transferring data across borders.

9. Cookies and Tracking

We use cookies and similar technologies for authentication, security, session management, and to remember your preferences. You can control cookies through your browser settings. Disabling certain cookies may limit some features of the Platform.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on the Platform and update the "Last updated" date. For material changes, we may notify you by email or through the Platform. Your continued use of the Platform after the effective date of changes constitutes acceptance of the updated policy, except where your consent is required by law for new processing.

11. Contact and Grievance Officer

For any questions, requests, or complaints regarding this Privacy Policy or your personal data:

• General contact: [Insert support email or contact form]
• Grievance Officer (under the IT Act and rules):
• Name: [Insert Grievance Officer Name]
• Email: [Insert Grievance Officer Email]
• Address: [Insert Registered Office Address]

We will endeavour to respond to your request or grievance within the timeframes prescribed under applicable law.