Last Updated: January 15, 2025
Effective Date: January 15, 2025

Actuals ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://actuals.co.in and use our AI-powered analytics platform and services.

1. Information We Collect

1.1 Personal Information

We collect the following categories of personal information:

Contact Information: Name, email address, phone number, company name, job title
Account Information: Username, password (encrypted), profile information
Business Information: Company size, industry, business requirements
Communication Data: Messages, feedback, support requests
Technical Information: IP address, browser type, device information, operating system
Usage Data: Pages visited, time spent, features used, click patterns
Analytics Data: Performance metrics, user interactions, system logs

1.2 Sensitive Personal Information

We may process the following categories of sensitive personal information:

Business financial data (when uploaded to our platform)
Proprietary business information and trade secrets
Employee data (when processing HR analytics)

1.3 Sources of Information

We collect information from:

Directly from you when you provide it to us
Automatically through cookies and tracking technologies
From third-party integrations you authorize
From publicly available sources
From our business partners and service providers

2. How We Use Your Information

2.1 Legal Basis for Processing (GDPR)

We process your personal information based on the following legal grounds:

Consent: When you have given us clear consent to process your data for specific purposes
Contract Performance: To provide our services and fulfill our contractual obligations
Legitimate Interests: To improve our services, conduct analytics, and grow our business
Legal Obligation: To comply with applicable laws and regulations

2.2 Purposes of Processing

We use your information for:

Providing and maintaining our AI analytics platform
Processing your requests and transactions
Communicating with you about our services
Improving our platform and developing new features
Conducting research and analytics
Marketing and promotional activities (with your consent)
Ensuring security and preventing fraud
Complying with legal obligations
Resolving disputes and enforcing agreements

3. Information Sharing and Disclosure

We may share your information with the following categories of third parties:

Service Providers: Cloud hosting, payment processing, analytics, customer support
Technology Partners: Integration providers, API partners, development tools
Professional Services: Legal advisors, auditors, consultants
Business Partners: Strategic partners, resellers (with your consent)
Legal Authorities: When required by law or to protect our rights

We do not sell your personal information. Any sharing is done in accordance with this Privacy Policy and applicable data protection laws.

4. International Data Transfers

Your personal information may be transferred to and processed in countries other than your country of residence, including India, the United States, and other countries where our service providers operate.

When we transfer personal information from the European Economic Area (EEA) to countries outside the EEA, we ensure appropriate safeguards are in place, including:

Standard Contractual Clauses approved by the European Commission
Adequacy decisions by the European Commission
Binding Corporate Rules or other legally recognized transfer mechanisms

5. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Our retention periods are based on:

Account Data: Retained while your account is active and for 3 years after closure
Transaction Data: Retained for 7 years for accounting and legal purposes
Marketing Data: Retained until you unsubscribe or withdraw consent
Technical Logs: Retained for 12 months for security and performance monitoring
Support Communications: Retained for 3 years for quality assurance

6. Your Privacy Rights

6.1 Rights Under GDPR (EU Residents)

If you are a resident of the European Union, you have the following rights:

Right of Access: Request copies of your personal information
Right to Rectification: Request correction of inaccurate information
Right to Erasure: Request deletion of your personal information
Right to Restrict Processing: Request limitation of processing
Right to Data Portability: Request transfer of your data to another service
Right to Object: Object to processing based on legitimate interests
Right to Withdraw Consent: Withdraw consent at any time
Right to Lodge a Complaint: File a complaint with your local supervisory authority

6.2 Rights Under CCPA (California Residents)

If you are a California resident, you have the following rights:

Right to Know: Request information about personal information collected
Right to Delete: Request deletion of personal information
Right to Opt-Out: Opt-out of the sale of personal information
Right to Non-Discrimination: Not be discriminated against for exercising your rights
Right to Correct: Request correction of inaccurate personal information
Right to Limit: Limit the use of sensitive personal information

6.3 How to Exercise Your Rights

To exercise any of these rights, please:

Email us at: privacy@actuals.co.in
Use our online privacy request form: [Link to be added]
Contact us at: +91 8073 879 031

We will respond to your request within 30 days (or as required by applicable law). We may need to verify your identity before processing your request.

7. Security Measures

We implement appropriate technical and organizational security measures to protect your personal information, including:

Encryption: Data encryption in transit and at rest using industry-standard protocols
Access Controls: Role-based access controls and multi-factor authentication
Network Security: Firewalls, intrusion detection, and secure network architecture
Regular Audits: Security assessments and vulnerability testing
Employee Training: Regular security awareness training for all staff
Data Minimization: Collecting only necessary information
Secure Development: Security by design in our development processes

Compliance Frameworks: We are working toward compliance with industry standards including ISO 27001, SOC 2 Type II, and other recognized security frameworks.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience. Our Cookie Policy provides detailed information about:

Types of cookies we use (essential, analytics, marketing)
How to manage cookie preferences
Third-party cookies and integrations
Your choices regarding tracking

9. Automated Decision-Making and Profiling

Our AI platform may use automated decision-making for:

Generating business insights and recommendations
Personalizing user experience
Detecting security threats and fraud

You have the right to request human intervention, express your point of view, and contest automated decisions that significantly affect you.

10. Data Breach Notification

In the event of a data breach that poses a risk to your rights and freedoms, we will:

Notify relevant supervisory authorities within 72 hours (where required)
Notify affected individuals without undue delay
Provide clear information about the nature and scope of the breach
Describe measures taken to address the breach
Provide guidance on steps you can take to protect yourself

11. Children's Privacy

Our services are not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete such information.

12. California Residents - Do Not Sell or Share

We do not sell or share your personal information as defined under the California Consumer Privacy Act (CCPA). If our practices change, we will update this policy and provide you with the right to opt-out.

13. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will:

Post the updated policy on our website
Update the "Last Updated" date
Notify you of material changes via email or prominent notice
Obtain your consent for material changes where required by law

14. Contact Information

Data Controller

Company: Actuals

Address: L 148, 5TH MAIN, HSR LAYOUT, 6TH SECTOR, BANGALORE SOUTH HSR LAYOUT, BANGALORE-560102, India

Email: privacy@actuals.co.in

Phone: +91 8073 879 031

Privacy Officer

Name: Saurabh Srivastava