Privacy Policy — Personal Data & Client Systems

1. Who handles your information

Site Guard 365, trading as Site Guard 365, is the data fiduciary/controller for information collected through its own website and business operations. Address: Shri Ganganagar, Rajasthan, India. Privacy and grievance contact: policy@siteguard365.com. When we access personal data only on a client’s instructions, the client may be the primary controller/data fiduciary and we may act as a processor/service provider.

2. Information we may collect

• Name, company, job title, email, phone/WhatsApp and billing details.
• Enquiries, proposals, messages, support tickets, files, approvals and project records.
• Account usernames, access invitations, role details, security logs and limited credentials needed for agreed work.
• Invoices, payment status, tax/business details and purchase history; card data is generally handled by payment providers.
• IP address, browser, device, approximate location, referral source, page visits, cookie identifiers and logs.
• Campaign, analytics, social, Merchant Center, advertising and channel data you authorise us to access.
• Security alerts, malware indicators, backup information and incident evidence.

3. Why we use information

• Respond to enquiries and prepare proposals.
• Deliver projects, subscriptions, maintenance and support.
• Verify identity, authority and permissions before sensitive changes.
• Process invoices, accounting and business records.
• Secure websites, accounts and communications and investigate fraud or incidents.
• Operate analytics and improve the website.
• Send requested updates and permitted marketing with unsubscribe options.
• Comply with law, enforce agreements and establish or defend claims.

4. Lawful basis and consent

We process information for lawful purposes connected with consent, requested pre-contract steps, contract performance, legal obligations, security/fraud prevention and other grounds available under applicable law. Consent can be withdrawn where it is the relevant basis, without affecting earlier lawful processing. Service-critical records may still need retention for contract, security, accounting or legal purposes.

5. Children

Our business services are not intentionally directed to children. Do not provide children’s personal data unless there is a lawful purpose, proper authority and any required verifiable parental consent. Notify us if such data was supplied incorrectly.

6. Cookies and analytics

The website may use necessary cookies for security, forms and sessions; analytics cookies to understand usage; and marketing cookies only where implemented and permitted. Non-essential cookies should be controlled through the cookie banner or browser settings. See the Cookie Policy.

7. Who may receive information

• Authorised Site Guard 365 personnel and contractors under confidentiality duties.
• Hosting, cloud, email, communication, security, analytics, payment and professional providers.
• Client-selected providers such as Google, Meta, Microsoft, WordPress, WooCommerce, Shopify, Cloudflare, app stores, marketplaces and CRM tools.
• Authorities, courts, regulators or advisers where legally required or reasonably necessary.
• A genuine business successor during restructuring or transfer, subject to safeguards.

8. International processing

Providers may process data in India or other countries. Where we select providers, we use reasonable contractual and security diligence. Where the client selects or controls a platform, the client must review that provider’s terms, locations and compliance needs. No internet or cloud transfer is risk-free.

9. Safeguards

We use reasonable safeguards proportionate to the service, which may include role-based access, multi-factor authentication, encryption in transit, password managers, backups, logging, device controls and confidentiality obligations. Absolute security cannot be guaranteed. Clients must protect their own accounts, devices, recovery methods and backups.

10. Retention

We retain data only as long as reasonably needed for the purpose, contract, support, security, claims, accounting and law. Backups may retain information for a limited rolling period before overwrite. A client agreement may specify a different schedule.

11. Your rights and choices

• Request information about personal data we process.
• Request correction, completion or updating.
• Request erasure where no legal or contractual retention reason applies.
• Withdraw consent where processing depends on consent.
• Raise a grievance and request a response.
• Nominate another person where applicable law permits.
• Unsubscribe from non-essential marketing.

We may verify identity and may limit a request where another person’s rights, security, legal privilege, fraud prevention, statutory retention or a legal claim applies.

12. Client-controlled data

When we access customer, employee, subscriber, lead, order or analytics data only to perform client instructions, the client must ensure collection, notices, permissions, retention and instructions are lawful. We will process it only for agreed work and apply reasonable safeguards. Clients should use masked or limited data where full production data is unnecessary.

13. Data incidents

If we become aware of a material personal-data breach affecting information under our control, we will investigate, contain where reasonably possible, preserve relevant information and make notices required by applicable law. Where we act for a client, we will provide relevant information so the client can assess its own duties. Notification does not itself establish fault.

14. Grievance contact

Grievance Officer: Vishnu Bishnoi. Email: policy@siteguard365.com. Address: Shri Ganganagar, Rajasthan, India. Use the subject “Privacy Grievance” and include enough detail to identify the request.