Privacy Policy

01Introduction

This Privacy Policy is published by PUVNAA ("PUVNAA", "we", "us" or "our"), a software company based in Tamil Nadu, India. We build custom web and mobile applications and business software, including billing, ERP, CRM and transport management systems, and offer software subscription and dedicated development services.

The policy covers personal information that we collect through this website, including the quote request form on our Get a Quote page, and information you send us by email or WhatsApp in response to an enquiry made here.

It does not cover the business data that our customers store in software we build or operate for them under a separate agreement. That processing is governed by the agreement with the customer concerned and, where relevant, that customer's own privacy notice.

We handle personal information in line with the Indian laws that apply to us, including the Information Technology Act, 2000 and the rules made under it. The Digital Personal Data Protection Act, 2023 and the Digital Personal Data Protection Rules, 2025 are being brought into force in phases, and we will update this policy as their provisions take effect.

02Information We Collect

Information you give us in the quote request form

The form on our Get a Quote page asks for:

• Your name (required).
• Company or organisation name (required for quote requests, optional for partner programme enquiries).
• Email address (required).
• Phone number with country code (required) and, if you choose, a WhatsApp number.
• The industry your product relates to (optional).
• A voice note describing your requirements (optional). See section 3.
• Files you choose to attach (optional), such as documents, spreadsheets, images or archives. Please share only what we need to understand your project, and avoid including other people's personal information unless you are entitled to share it.
• Whether you agree to receive commercial information from us by email. This box is unticked by default and is optional.

Information collected automatically when you send the form

When you submit the form we also record:

• Your IP address, your browser's user-agent string, and the date and time of submission.
• The page you submitted from, the page on which you first arrived on our website, and the referring web address, if your browser provides one.
• Parameters that were present in the web address you used to reach us, such as campaign codes (for example utm_source) or a partner or referral code.

We use this information to understand how enquiries reach us, to credit referring partners, and to help detect and prevent misuse of the form.

To limit automated and repeated submissions, our server also keeps a short-lived count of recent requests from your connection. It identifies the connection only by a one-way hash of your IP address, not the address itself, and these counts are deleted automatically, usually within a day. Submissions that our checks identify as automated spam are not stored as enquiries.

Information you send us directly

If you email us, call us or message us on WhatsApp, we receive your contact details and whatever you choose to include in your message.

Technical information when you browse

Like most websites, the web server that hosts this site may automatically record standard request information, such as IP address, the page requested, date and time, referring address and browser type, in its server logs. Cookies and browser storage are described in section 5.

03Voice Notes and Audio Recordings

Our quote request form lets you record a voice note, in Tamil or English, describing what you need. Recording is optional; you can send the form without one.

How recording works

• Your browser asks for permission to use your microphone only when you press Start Recording. You can refuse, or withdraw the permission later in your browser settings.
• The recording is made by your browser on your device. Before you send the form you can play it back, record it again or delete it. Nothing is uploaded until you submit the form.
• Recordings are limited to five minutes. You can submit one voice note per request.

What we do with it

• We keep the audio recording itself and listen to it to understand your requirements and prepare a response or quotation.
• Our website does not convert voice notes to text and does not send them to any transcription, speech-recognition or analytics service.
• We do not use voice notes to identify you by your voice.

Where it is stored and who can access it

• The recording is uploaded to our web server, saved under a randomly generated file name in a storage folder that is not accessible from the public internet, and linked to your enquiry record.
• It can be played or downloaded only through our password-protected enquiry inbox, by PUVNAA personnel who handle enquiries.
• The company that hosts our website stores the file on our behalf as part of providing the hosting service (see section 6).

How long we keep it

We keep a voice note for as long as we keep the enquiry it belongs to, as described in section 8. You can ask us to delete a voice note at any time using the details in section 14.

Please avoid mentioning sensitive personal details in a voice note, such as health information, bank or card details, passwords or information about other people, unless it is genuinely needed for your request.

04How We Use Information

We use the information described above to:

• respond to your enquiry and contact you by email, phone or WhatsApp about it;
• understand your requirements and prepare estimates, proposals and quotations;
• assess and respond to partner programme enquiries;
• provide software and services you ask us for, and manage our relationship with you if you become a customer;
• send you commercial information about our products and services by email, only if you ticked the consent box on the form;
• understand which pages, campaigns and partners bring us enquiries;
• keep our website and enquiry systems secure, including preventing spam, duplicate or fraudulent submissions; and
• comply with our legal obligations and establish, exercise or defend legal claims.

We process this information because you have chosen to provide it in order to receive a response from us, or because the processing is necessary for these purposes or permitted by applicable law. Where we rely on your consent, such as for marketing emails, you can withdraw it at any time.

We do not sell your personal information, and we do not use it for automated decisions that have legal or similarly significant effects on you.

05Cookies and Similar Technologies

Our website uses a small number of first-party technologies that are needed for its features to work. At the time of writing, it does not use third-party analytics, advertising or social-media tracking cookies.

Your browser may also keep temporary storage used by our page-loading scripts, which is cleared when you close the tab.

You can block or delete cookies and site data in your browser settings. If you block the session cookie, the quote form will not be able to verify your submission and you may need to contact us by email or WhatsApp instead.

06Sharing and Disclosure

We share personal information only where needed for the purposes in this policy:

• PUVNAA personnel who need it to respond to your enquiry, prepare a quotation or deliver services.
• Service providers that operate infrastructure for us, such as our website hosting provider, which stores the website, the enquiry database, attachments and voice notes, and the providers of the email and messaging services we use to correspond with you. They process the information on our behalf to provide their services.
• Email alerts to our team: when you send the form, we may email the details of your enquiry (your name, company, contact details, the plan you selected, and whether you added a voice note or attachments) to PUVNAA personnel through our email provider, so that we can respond quickly. Voice notes and attachments themselves are not sent by email; they stay on our web server.
• Referring partners: if you reached us through a partner's link, we may let that partner know that an enquiry was received through them, so that the referral can be credited. We share only what is necessary for that purpose.
• Legal and regulatory authorities, courts or others where we are required to by law, or where it is necessary to protect our rights, our users or the public.
• A successor business, if PUVNAA's business is reorganised, merged or transferred, subject to this policy or equivalent protection.

If you use WhatsApp to contact us, your messages are also handled by WhatsApp under its own terms and privacy policy.

07Data Storage and Security

We use reasonable technical and organisational measures to protect the information you send us. These include:

• a protection token on the quote form to block forged submissions, and server-side checks on every field;
• checking uploaded voice notes and attachments by their content, not only by their file name, and rejecting unsupported or oversized files;
• storing voice notes and attachments under randomly generated names in a folder that cannot be opened or listed from the public internet;
• limits on how often one connection can send the form, and checks that filter out automated spam;
• making enquiries, voice notes and attachments available only through a password-protected inbox; and
• using parameterised database queries to protect stored records.

No method of transmission over the internet or of electronic storage is completely secure, so we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will take steps to contain it and will notify you and the relevant authorities where the law requires us to.

08Data Retention and Deletion

We keep enquiry information, including voice notes and attachments, for as long as we need it for the purposes it was collected for. In practice, how long that is depends on what happens next:

• If your enquiry does not lead to work together, we keep it while it is reasonably useful for following up on that enquiry or a related future request, and delete it when that is no longer the case or when you ask us to.
• If you become a customer, we keep the information needed to manage our relationship and deliver services for the duration of that relationship.
• Some information, such as records relating to invoices, payments and contracts, may need to be kept for longer to meet legal, tax or accounting requirements, or to deal with disputes.

We do not apply a single fixed retention period to all enquiries. When information is no longer needed, we delete it or keep it only in a form that no longer identifies you.

When we delete an enquiry, its voice note and attachments are deleted from our server at the same time.

09Your Privacy Rights

Subject to applicable law, you can ask us to:

• confirm whether we hold personal information about you, and give you a summary of it and of how we use it;
• correct, complete or update information that is inaccurate or incomplete;
• delete your information, including any voice note or attachment, where we no longer need it or are not required to keep it;
• withdraw your consent to marketing emails at any time, as easily as you gave it; and
• where the law provides for it, nominate another person to exercise your rights if you die or become unable to do so.

To make a request, contact us using the details in section 14. We may need to confirm your identity before acting on it, and we will respond within the time required by applicable law. Withdrawing consent does not affect processing that took place before you withdrew it, and in some cases we may need to keep certain information to meet a legal obligation, in which case we will tell you.

If you are not satisfied with our response, you may be entitled to complain to the relevant authority, including the Data Protection Board of India once the applicable provisions of the Digital Personal Data Protection Act, 2023 are in force.

10Third-Party Websites and Services

Our website contains links to other websites and services, such as our social media profiles and WhatsApp. When you follow such a link you leave our website, and the other site's own privacy policy and terms apply. We are not responsible for how those sites handle your information, so we encourage you to read their policies.

11Children's Privacy

Our website and services are intended for businesses and adults. They are not directed at children, and we do not knowingly collect personal information from anyone under 18 years of age. If you believe a child has sent us personal information, please contact us and we will delete it.

12Where Your Information Is Stored

We are based in India. Information you submit through this website is stored on the servers of our website hosting provider, and correspondence is held by the email and messaging services we use. Some of these providers may store or process information outside India.

Where information is transferred outside India, we do so only as permitted by Indian law, including any restrictions notified by the Government of India, and we expect our providers to protect it to a standard consistent with this policy.

13Changes to This Privacy Policy

We may update this policy when our website, services or legal obligations change, including as provisions of the Digital Personal Data Protection Act, 2023 and its rules come into force. The current version is always published on this page, and the "Last updated" date at the top shows when it was last changed. If we make a significant change, we will make it clear on this page and, where appropriate, inform you by other means.

14Contact Us

For questions about this policy, to exercise your privacy rights or to raise a concern about how we handle your information, please contact us. Mention "Privacy" in the subject line so that your message reaches the right person.