Privacy Policy

This privacy policy explains how Kvcodes Software Solutions (“Kvcodes”, “we”, “us”) handles personal information. It covers this website at kvcodes.com, the enquiry forms on it, and the software products and services we provide to clients.

Our registered address is 533, NRN Complex, 80-Feet Road (above Indian Bank), Karur, Tamil Nadu 639002, India. For any question about this policy or about your personal information, write to info@kvcodes.com.

We collect only what we need, and we collect it in three ways.

Information you give us. When you submit an enquiry form, we receive your name, email address, and — if you choose to provide them — your phone number, company name, the topic of your enquiry and the content of your message. If you become a client, we additionally hold the contact and billing details required to deliver and invoice the engagement.

Information collected automatically. Like every web server, ours records standard request logs: IP address, date and time, the page requested, HTTP status, referring page and browser user-agent. These logs exist for security, troubleshooting and abuse prevention.

Information inside the systems we host or support. When we host or provide support for a client’s ERP, POS or logistics system, that system may contain personal data about the client’s own employees, customers, drivers or suppliers. For that data the client is the controller and we act as a processor on their instructions. We do not use it for our own purposes.

• To reply to your enquiry and to provide the information or quotation you asked for.
• To deliver, support and invoice the services or software you have engaged us for.
• To operate and secure our website and our hosted systems, including detecting and preventing abuse.
• To meet our legal, accounting and tax obligations.

We do not sell personal information. We do not share it with third parties for their own marketing. We do not send marketing email to people who have only submitted an enquiry, unless they have separately asked us to.

Where the Digital Personal Data Protection Act, 2023 applies, we process personal data on the basis of your consent (given when you submit a form) or for the legitimate uses permitted under that Act, including performing a contract with you.

Where the EU or UK GDPR applies, our lawful bases are: consent for website enquiries; performance of a contract for client services; legitimate interests for securing our systems and preventing abuse; and legal obligation for accounting and tax records.

This website does not set advertising or cross-site tracking cookies, and it does not profile visitors. The site is a static application; any storage it uses in your browser is functional only and stays on your device.

Web fonts on this site are loaded from Google Fonts, which means your browser makes a request to Google’s servers and Google receives your IP address for that request. If we later add analytics or embedded media, this section will be updated before those services are enabled.

Our client portal and the applications we host set functional cookies that are necessary to keep you signed in. Those cannot be disabled without breaking sign-in.

We share personal information only where it is necessary, and only with:

• Hosting and infrastructure providers who operate the servers on which this website and our hosted applications run.
• Email and communication providers used to deliver the messages you send us and our replies.
• Payment, accounting and professional advisers, to the extent needed to invoice and to meet statutory obligations.
• Authorities, where we are legally required to disclose information.

Where we act as a processor for a client, we share that client’s data only with sub-processors the client has agreed to, and only on their documented instructions.

• Enquiries that do not become projects: up to 24 months, then deleted.
• Client records: for the duration of the engagement and as long afterwards as statutory accounting and tax rules require.
• Server access logs: typically 30–90 days, unless retained longer for an active security investigation.
• Backups: retained on a rolling schedule and overwritten in the normal course; deletion requests are applied to live systems immediately and work through backups as they cycle.

The website and our hosted applications are served over HTTPS. Access to production systems is restricted to the people who need it, authenticated individually, and logged. Applications we build support role-based permissions and, where the client enables it, two-step authentication. Backups are taken on a schedule and restore procedures are tested.

No system is perfectly secure. If a breach affecting your personal information does occur, we will notify you and the relevant authority as required by law.

Subject to the law that applies to you, you may ask us to:

• confirm what personal information we hold about you, and give you a copy;
• correct information that is inaccurate or incomplete;
• erase information we no longer have a lawful reason to keep;
• restrict or object to certain processing;
• withdraw a consent you previously gave, without affecting what was done before;
• nominate another person to exercise these rights on your behalf, where the DPDP Act allows it.

Write to info@kvcodes.com. We will respond within 30 days. We may need to verify your identity first. If your data sits inside a client’s system that we merely host, we will refer you to that client, who is the controller.

Our infrastructure is operated in facilities that may be located outside your country. Where personal data is transferred across borders, we take the steps required by applicable law to make sure it continues to be protected to an equivalent standard.

Our website and our products are business tools and are not directed at children. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will delete it.

We may update this policy as our services or the law change. The current version is always published on this page with the date it was last updated. Where a change materially affects how we use information you have already given us, we will tell you directly.

For any privacy question or request, contact info@kvcodes.com, or write to us at 533, NRN Complex, 80-Feet Road (above Indian Bank), Karur, Tamil Nadu 639002, India.

If you are not satisfied with our response, you may complain to the data protection authority in your jurisdiction — in India, the Data Protection Board established under the DPDP Act, 2023.