This Privacy Policy outlines the types of Personal Data that VisitorXsys VMS, Inc. collects from individuals who interact with our website, located at www.visitorxsys.com, or our mobile application (collectively referred to as the “Services”). It further describes how we use such Personal Data and the rights individuals have regarding their data.

This Policy applies to you only if your Personal Data was obtained through:

• Your interaction with marketing or similar content on our website;
• Your evaluation of the Services on behalf of a potential purchaser;
• Any communication with our sales team; or
• Your independent use of the Services, not at the direction of any of our Customers.

If you accessed or interacted with the Services through your employer, a business you provide services to, or a company you visited, please contact that entity for information regarding the collection and use of your Personal Data. In such cases, VisitorXsys VMS acts solely as a data processor and processes your Personal Data only as directed by the relevant entity.

DEFINITIONS

• “Customer” refers to any entity (including individuals) that enters into an agreement to use one or more of the products or services offered by VisitorXsys VMS.
• “Personal Data” means any information relating to an identified or identifiable individual. An identifiable individual is one who can be identified, directly or indirectly, by reference to: An identifier such as a name, identification number, location data, or online identifier; or One or more factors specific to the individual’s physical, physiological, genetic, mental, economic, cultural, or social identity.
• “Data Controller” means the entity that determines the purposes and means of processing Personal Data. For the purposes of this Agreement, the Customer is the Data Controller with respect to Personal Data processed through the Services, unless otherwise specified.
• “Data Processor” means the entity that processes Personal Data on behalf of the Data Controller. VisitorXsys VMS acts as a Data Processor when processing Personal Data on behalf of the Customer.
• “Processing” means any operation or set of operations performed on Personal Data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation, alteration, retrieval, consultation, use, disclosure, dissemination, erasure, or destruction.
• “Services” refers to the software-as-a-service (SaaS) platform, website, mobile application, and any related tools, features, or functionalities provided by VisitorXsys VMS under this Agreement.
• “Agreement” means this contract, including all Order Forms, exhibits, schedules, and attachments, governing the use of the Services by the Customer.
• “Order Form” means the document or online form executed by the Customer and VisitorXsys VMS specifying the Services to be provided, the applicable fees, and other commercial terms.
• “Confidential Information” means any non-public, proprietary, or sensitive information disclosed by one party to the other, whether in writing, orally, or electronically, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure.
• “Data Protection Laws” means all applicable laws and regulations governing the processing of Personal Data, including but not limited to the Digital Personal Data Protection Act, 2023 (India), the General Data Protection Regulation (GDPR), and any other similar legislation.

CATEGORIES OF INFORMATION WE COLLECT

• Identifiers: Identifiers include information such as your name, email address, or similar details. VisitorXsys VMS uses identifiers to:

  • Create and manage your account for using the Services;
  • Communicate with you regarding your use of the Services;
  • Discuss your potential purchase of a subscription to the Services;
  • Send you marketing communications about the Services; and
  • Debug and resolve errors in the Services.

• Internet Activity Information: Internet Activity Information includes details about how you interact with the Services, such as the duration of your use and the features you engage with (e.g., clicks or taps). VisitorXsys VMS uses this information to:

  • Debug and resolve errors in the Services;
  • Identify opportunities to improve the Services; and
  • Enhance the effectiveness of our marketing practices.

• Audio or Visual Information: This category includes photographs or videos of you. VisitorXsys VMS uses this information to:

  • Display your photograph within the Services; and
  • Maintain records of discussions with you during the sales process.

• Professional Information: Professional Information includes details such as your employer or professional affiliation. VisitorXsys VMS uses this information to:

  • Identify the business entity that may be purchasing the Services; and
  • Send marketing communications to the relevant business.

• Inferences drawn from collected information: VisitorXsys VMS may use the information collected in the categories listed above to draw inferences about you, including:

  • Determining your potential interest in specific products or services; and
  • Understanding your preferences for using the Services.

HOW DO WE COLLECT YOUR DATA

VisitorXsys VMS may collect your information from the following categories of sources:

• VisitorXsys VMS.com
• VisitorXsys VMS mobile applications
• Direct communications with you
• Social Media
• Sales and marketing tools

VisitorXsys VMS has established intercompany data sharing agreements with its subsidiaries to ensure that any transfer of Personal Data outside India complies with applicable data privacy laws, including the Digital Personal Data Protection Act, 2023 (DPDP Act). These agreements incorporate appropriate safeguards, such as standard contractual clauses or other mechanisms, to ensure the protection and security of Personal Data during such transfers.

HOW WE USE YOUR DATA

1. With Your Consent: Where you have provided your consent, VisitorXsys VMS uses the information collected from you to:

• Deliver marketing communications and advertisements related to our Services;
• Analyze potential customers to enhance marketing initiatives; and
• Fulfill any other purpose for which you have provided specific consent.

2. As a Representative of a Current or Prospective Customer: If you are a representative of a current or prospective customer, VisitorXsys VMS requires your information to provide and administer the Services. In the context of this business relationship, we use your information to:

• Communicate with you during the sales process;
• Provide customer support;
• Create and manage accounts necessary for using the Services;
• Deliver transactional communications regarding the operation of the Services; and
• Communicate with you about payment obligations or other legal requirements.

VisitorXsys VMS utilizes third-party service providers to deliver sales operations tools, marketing tools, web and application hosting, communication services, and data analysis. In doing so, VisitorXsys VMS discloses categories of Personal Data, including Identifiers, Audio or Visual Information, Professional Information, and Internet Activity Information, to these providers. VisitorXsys VMS has entered into data processing agreements with each provider, which restrict their use of your Personal Data to the specific purposes outlined in this Policy and include safeguards, such as standard contractual clauses, to ensure compliance with the Digital Personal Data Protection Act, 2023 (DPDP Act) and other applicable laws during cross-border transfers.

VisitorXsys VMS shares (but does not sell) Identifiers with third-party companies that provide additional information about you, enabling us to tailor our sales and marketing efforts to your specific interests. These companies assist us in presenting relevant advertisements to you on other websites you visit. If you do not wish for your Personal Data to be used for these purposes, you may opt by contacting us directly.

DATA RETENTION

We retain Personal Data only for as long as necessary to fulfill the purposes outlined in this Policy, unless a longer retention period is required by law. Retention periods are determined based on the nature of the data, the purpose for which it was collected, and applicable legal obligations. Once the retention period expires, Personal Data is securely deleted or anonymized.

YOUR RIGHTS

Depending on applicable data protection laws, including the Digital Personal Data Protection Act, 2023 (India), you may have the following rights regarding your Personal Data:

• Access: Request a copy of the Personal Data we hold about you.
• Rectification: Request correction of inaccurate or incomplete Personal Data.
• Erasure: Request deletion of your Personal Data under specific conditions.
• Restriction: Request restriction of processing under certain circumstances.
• Objection: Object to the processing of your Personal Data for direct marketing or other purposes.
• Data Portability: Request the transfer of your Personal Data to another data controller in a structured, commonly used, and machine-readable format.

To exercise any of these rights, please contact us at hello@wesoftek.com. We will respond to your request in accordance with applicable laws. We will endeavor to fulfill your request within 30 days. However, in certain circumstances, we may not be required to comply with your request due to exceptions provided by law. If such an exception applies, we will notify you of the reason for non-compliance.

If you have engaged with our Services through your employer, a business to which you provide services, or a company you have visited, please direct any inquiries regarding your data protection rights to that company. As we process and utilize your Personal Data on behalf of that company (our Customer), we are unable to act on your request directly and will only proceed as instructed by them. However, if you believe that our Customer is not adhering to applicable data privacy laws in relation to your Personal Data, we encourage you to notify us.

COOKIES

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