Privacy Policy

1. Introduction

KNS Technologies Pvt Ltd. (“KNS”, “we”, “our”, “us”) is committed to protecting the privacy of individuals whose personal data we collect and process. This Privacy Policy explains how we handle your personal data in accordance with the Digital Personal Data Protection Act, 2023 (DPDP Act), applicable laws, and our internal Information Security Management System (ISMS).

This Privacy Policy applies to all individuals, including:

• Customers
• Employees
• Job applicants
• Website visitors
• Vendors & suppliers
• Users of our services and software

2. What Personal Data We Collect

We may collect the following categories of personal data:

2.1 Customer & Website User Data

• Name
• Phone number
• Email address
• Company name
• Billing details
• Login/activity logs

2.2 Employee & Job Applicant Data

• Name, address, contact details
• Educational & employment history
• Government IDs (as required by law)
• Salary, benefits & attendance data
• Emergency contacts

2.3 Vendor/Supplier Data

• Contact person details
• GST, PAN, and banking details
• Business contact information

2.4 System & Usage Data

• IP address
• Device information
• Browser logs
• Application usage patterns

2.5 Location Data Policy 

• Our application may request access to the device’s precise or approximate location, including foreground and background location access, to enable certain features and services within the application. Location data is primarily used for operational purposes such as employee attendance verification, field staff activity tracking, task or visit validation, and improving service efficiency for authorized users. 

• Location information may be collected when the application is actively in use and, in certain cases, when the application is running in the background. Background location access is required only for specific roles or features where continuous location verification is necessary for work-related activities. 

• The application will request location permissions directly from the user’s device. Location data will only be collected after the user explicitly grants permission. Users have full control over these permissions and can choose to allow, deny, or revoke location access at any time through their device settings. Please note that disabling location permissions may affect the availability or functionality of certain location-based features within the application. 

• All location data collected through the application is used strictly for the purposes described above and is handled in accordance with appropriate security and data protection practices. The company does not sell, rent, or share location data with unauthorized third parties. Location information may be retained only for the duration necessary to support operational requirements or comply with applicable legal obligations. 

3. Purpose of Processing

We process personal data only for legitimate and lawful purposes, including:

3.1 Service Delivery

• Providing software services
• Customer support
• Account setup & management

3.2 Business Operations

• HR management & payroll
• Vendor management
• Legal & financial compliance

3.3 Security & Compliance

• Access control & monitoring
• Incident detection & response
• Compliance with ISO 27001 and legal requirements

3.4 Communication

• Responding to inquiries
• Service-related updates
• Mandatory notices

We do not sell or trade personal data.

4. Lawful Basis for Processing

We process personal data based on:

• Consent (where required)
• Contractual necessity (to deliver services)
• Legal obligations (employment, tax, accounting, etc.)
• Security Measures (security, fraud prevention)

5. Data Retention

We retain personal data only as long as required for:

• Legal obligations
• Business continuity
• Contractual requirements
• Reasonable business purposes

When no longer required, personal data is securely deleted using approved methods.

6. Data Sharing

We may share personal data with:

6.1 Authorized Third Parties

• Service providers
• IT vendors
• Cloud hosting providers
• Payment processors

All third parties operate under strict confidentiality and data processing agreements.

6.2 Legal Authorities

Where required under law or court order.

We do not share personal data without a lawful purpose.

7. Security Measures

KNS maintains strong technical and organizational controls including:

• ISO 27001 aligned security practices
• Access control & role-based permissions
• Encryption
• Logging & monitoring
• Employee training & awareness
• Incident response processes

8. Rights of Data Principals

Under the DPDP Act, you have the right to:

• Access your personal data
• Correct inaccurate data
• Delete personal data (subject to legal requirements)
• Withdraw consent
• File a grievance

You may exercise these rights by contacting the Grievance Officer.

9. Grievance Redressal Mechanism (MANDATORY SECTION)

As required under the Digital Personal Data Protection Act, 2023, KNS has appointed a Grievance Officer to address all privacy-related concerns.

Grievance Officer:
Name: Niranjan M H
Designation: Grievance Officer – DPDP Compliance
Email: grievance@knstek.com

You may contact the Grievance Officer for:

• Access / correction / deletion requests
• Withdrawal of consent
• Complaints regarding misuse or unauthorized disclosure of your data
• Any other concerns related to your personal data

The Grievance Officer will acknowledge grievances within a reasonable timeframe and resolve them as mandated by the Act.

10. International Data Transfers

If any data is transferred outside India, it is done in compliance with:

• Applicable DPDP export conditions
• Contractual obligations
• Security safeguards

11. Updates to This Policy

We may update this Privacy Policy periodically. Changes will be published with a revised “Effective Date”.

12. Contact Information

For any questions or feedback: grievance@knstek.com