Legal

Privacy Policy

Last updated:

In short: We collect only the personal data we need to answer your enquiries and run this website. We do not sell or share your personal data for advertising. Optional cookies (analytics, external media) are used only if you agree. You can ask us at any time to see, correct or delete your data by writing to sales@ibtivia.com.

1. Who we are

This website is run by IBTIVIA PRIVATE LIMITED (“Ibtivia”, “we”, “us”), a multi-disciplinary engineering and technology services company based in Hyderabad, Telangana, India. We work in automotive and mobility engineering; AI, data science and emerging technology; web, mobile and cloud engineering; and enterprise IT and consulting.

  • Registered name: IBTIVIA PRIVATE LIMITED
  • Registered office: 16-11-11/1/3, Plot No. 53, Saleem Nagar Colony, Malakpet Colony, Amberpet, Hyderabad – 500036, Telangana
  • Corporate Identification Number (CIN): [CIN]
  • Email for privacy questions: sales@ibtivia.com
  • Postal address: 16-11-11/1/3, Plot No. 53, Saleem Nagar Colony, Malakpet Colony, Amberpet, Hyderabad – 500036, Telangana

For the purposes of the EU and UK General Data Protection Regulation (GDPR), we are the controller of the personal data described in this policy. Under India’s Digital Personal Data Protection Act, 2023 (DPDP Act), we are the Data Fiduciary.

Grievance Officer (India): [Name of Grievance Officer], [designation], [email address], [postal address]. We will acknowledge grievances promptly and try to resolve them within [30] days.

EU / UK representative: [If required under Article 27 GDPR / UK GDPR, add the name and address of your EU and UK representatives here. Otherwise delete this paragraph.]

2. What personal data we collect and why

We only use personal data for the purposes below. For visitors in the EU/UK, we also name the legal basis under Article 6 GDPR.

2.1 Contact form and enquiries

  • Data: your name, work email address and message, the date and time you agreed to this policy, and anything optional you choose to add: company, phone number, country, the service you are interested in and an indicative budget range. If you came from a link such as “Book a scoping workshop”, we also store that topic.
  • Purpose: to reply to your enquiry and, if you wish, to prepare a proposal.
  • Legal basis (GDPR): steps taken at your request before entering into a contract (Art. 6(1)(b)) and our legitimate interest in answering business enquiries (Art. 6(1)(f)). India (DPDP Act): your consent, given with the checkbox on the form (Section 6), which you can withdraw at any time.
  • How long: enquiries stored on this website are deleted automatically after 24 months. If the enquiry leads to a contract, we keep the related business records for as long as the law requires (for example, tax and accounting rules).

We use your details only to deal with your enquiry. We send you a short automatic confirmation email; we do not add you to any newsletter.

2.2 Emails and job applications

  • Data: whatever you include in your email, for example your CV if you apply for a job by writing to hr@ibtivia.com.
  • Purpose: to answer you and, for applications, to assess your application.
  • Legal basis (GDPR): steps before a contract (Art. 6(1)(b)) and our legitimate interest (Art. 6(1)(f)). India: your consent (Section 6 DPDP Act) and legitimate uses (Section 7).
  • How long: general emails for up to [24] months; unsuccessful job applications for up to [12] months, unless you agree that we keep them longer for future roles.

This website does not have a CV upload form. Please send applications by email only.

2.3 Cookie consent record

  • Data: a random consent ID, your choices (which cookie categories you allowed), the policy version, the date and time, a shortened IP address (the last part is removed, so it cannot identify you on its own) and a one-way hash of your browser’s user-agent string.
  • Purpose: to prove that we asked for and respected your cookie choice.
  • Legal basis (GDPR): legal obligation to be able to demonstrate consent (Art. 6(1)(c) with Art. 7(1)).
  • How long: 12 months, then deleted automatically.

2.4 Website hosting and security logs

  • Data: IP address, date and time, requested page, browser type, referring page. This is recorded automatically by our hosting provider’s web server.
  • Purpose: to deliver the website, keep it secure and find errors. We also use a shortened, one-way hashed form of your IP address for up to one hour to limit spam through the contact form.
  • Fonts and images: the fonts (Inter and Space Grotesk) and all illustrations are served from our own server. Your browser does not contact Google Fonts, an image service or any other content delivery network when you visit this website.
  • Legal basis (GDPR): legitimate interest in a secure, working website (Art. 6(1)(f)). India: legitimate uses (Section 7 DPDP Act).
  • How long: [confirm with Hostinger — server logs are normally kept for a short period, for example up to 30 days].

2.5 Website statistics

We currently do not use any website analytics or tracking tools. If we switch on Google Analytics in the future, it will only load after you consent, and we will update this policy first.

2.6 Google Maps (only when you click)

The contact page can show a map from Google Maps. The map is not loaded automatically. Only when you click “Load map” (or have allowed “External media”) does your browser connect to Google, which then receives your IP address and may set cookies. Legal basis: your consent (Art. 6(1)(a) GDPR). Google’s privacy policy: policies.google.com/privacy.

3. Where your data comes from

Almost all personal data comes directly from you (the form, your emails, your browser). If you work for one of our clients or partners, we may also receive your business contact details from your employer.

4. Who we share your data with

We never sell your personal data. We share it only with service providers who help us run this website and our business, and only as far as needed. They act as our processors under a contract that requires them to protect your data:

  • Hosting: Hostinger ([confirm the contracting Hostinger entity, e.g. Hostinger International Ltd., Cyprus, and the server location]) stores the website, its database and server logs.
  • Email: [Your email provider, e.g. Hostinger Email, Google Workspace or Microsoft 365] delivers and stores our emails, including enquiry notifications.
  • Maps (only when you click): Google Ireland Limited / Google LLC (Google Maps). Google acts as an independent controller for the data it collects when the map loads.

We do not use any other third-party services on this website: fonts, illustrations and scripts are served from our own server, not from a content delivery network, image library or font service.

We may also share data with professional advisers (lawyers, accountants) under confidentiality, or with authorities when the law requires it.

5. International transfers

Ibtivia is based in India. If you are in the European Economic Area (EEA), the UK or Switzerland, your personal data is transferred to India, which does not currently have an EU “adequacy decision”. We protect these transfers with the European Commission’s Standard Contractual Clauses (SCCs, Decision (EU) 2021/914) and, for UK data, the UK International Data Transfer Addendum, together with appropriate security measures. Our providers may also process data in other countries (for example the EU or the USA); where required they use SCCs or, for the USA, the EU-U.S. Data Privacy Framework. You can ask us for a copy of the relevant safeguards by email.

For data protected by the DPDP Act, we only transfer personal data to countries that are not restricted by the Government of India.

6. How long we keep your data

  • Website enquiries: 24 months, then deleted automatically.
  • Cookie consent records: 12 months.
  • Your cookie choice in your browser: 180 days (then we ask again).
  • Emails: up to [24] months; job applications: up to [12] months.
  • Contracts, invoices and related business records: as long as Indian tax and company law requires (currently up to [8] years).

7. How we protect your data

We use HTTPS encryption, access controls, strong passwords and regular updates. Only authorised people at Ibtivia can see enquiries. No method is 100% secure, but we work to protect your data and will inform you and the authorities of a personal data breach where the law requires.

8. Your rights

If you are in the EU, EEA or UK (GDPR)

  • Access — get a copy of your personal data.
  • Rectification — have wrong or incomplete data corrected.
  • Erasure — have your data deleted (“right to be forgotten”).
  • Restriction — ask us to limit how we use your data.
  • Portability — receive your data in a common machine-readable format.
  • Objection — object to processing based on our legitimate interests.
  • Withdraw consent — at any time, without affecting what we did before you withdrew.
  • Complain — to a data protection supervisory authority, especially in the country where you live or work. EU authorities are listed at edpb.europa.eu; in the UK it is the Information Commissioner’s Office (ico.org.uk).

If you are in India (DPDP Act 2023)

  • Get a summary of the personal data we process about you and how we process it.
  • Have your data corrected, completed, updated or erased.
  • Withdraw your consent at any time, as easily as you gave it.
  • Have your grievance handled by our Grievance Officer (see section 1). If you are not satisfied, you can complain to the Data Protection Board of India.
  • Nominate another person to exercise your rights if you die or become unable to do so.

If you are in California (CCPA/CPRA)

You have the right to know what personal information we collect and how we use it, to access it, to have it corrected or deleted, and not to be treated differently for using these rights. We do not sell or “share” personal information (for cross-context behavioural advertising) and we do not use sensitive personal information for purposes that would require a “limit” option. The categories we collect are identifiers and contact details, professional information, and internet activity on this website, as described in section 2.

How to use your rights

Email us at sales@ibtivia.com and tell us what you would like. We may ask you to confirm your identity (for example by replying from the email address you used). We answer within one month (GDPR) or within the time the applicable law sets, and we do not charge a fee in normal cases.

9. Cookies and your choices

We use only the cookies needed to run this website, plus optional cookies if you agree. Details are in our Cookie Policy. You can change or withdraw your choice at any time:

10. Automated decisions

We do not make decisions about you based solely on automated processing, and we do not do profiling.

11. Children

This website is for businesses. It is not directed at children (under 18 under the DPDP Act; under 16 or the local age of digital consent in the EU/UK), and we do not knowingly collect their personal data. If you believe a child has sent us personal data, please contact us and we will delete it.

12. Links to other websites

Our website links to other sites, such as LinkedIn. Those sites have their own privacy policies; we are not responsible for them.

13. Changes to this policy

We may update this policy when our services or the law change. The date at the top of this page shows the latest version. If the changes affect your cookie choices, we will ask for your consent again.

14. Contact

IBTIVIA PRIVATE LIMITED, [Registered office address]. Email: sales@ibtivia.com. See also our Legal Notice and Terms of Use.