Privacy Policy

Effective date: January 2026 · Entity: Toolsbots Innovatix Private Limited ("Toolsbots", "we", "us"), Kolkata, West Bengal, India.

This Privacy Policy explains how we collect, use, store, and protect personal data when you visit toolsbots.com, use our products (BhoomiChain, SecureSign, Doctshub AI, ECD, NERTA, SHAKTI), submit contact or career forms, subscribe to our newsletter, or engage us for professional services. We align our practices with India's Digital Personal Data Protection Act, 2023 (DPDP Act) and applicable sector guidelines.

1. Data we collect

Information you provide: name, email, phone number, company or organisation, job title, message content, resume/CV files, project requirements, and billing details when you request quotes or sign contracts.

Automatic technical data: IP address, browser type, device identifiers, pages visited, referral URLs, session duration, and approximate location derived from IP. We use cookies and similar technologies as described below.

Client project data: when you engage Toolsbots for software or AI delivery, we process data you provide for development, testing, and operations under contract — governed by separate data processing agreements.

2. How we use personal data

Respond to inquiries, schedule discovery calls, and deliver requested services
Process job applications and internship submissions
Send newsletters and product updates where you have opted in
Improve website performance, security, and content relevance
Comply with legal obligations and enforce our terms
Train and operate AI features on our website only with anonymised or consented data — never your confidential project data without agreement

3. Lawful basis and consent

We process personal data for legitimate business purposes, contractual necessity, and — where required — your explicit consent (newsletter, marketing cookies, optional form fields). You may withdraw consent at any time without affecting lawfulness of prior processing.

4. Cookies and analytics

We use essential cookies for security and session management. Analytics cookies (if enabled) help us understand traffic patterns. You can control cookies through browser settings. We do not sell cookie-derived profiles to advertisers.

5. Sharing and subprocessors

We share data with trusted subprocessors only as needed: cloud hosting (AWS/Azure India regions where possible), email delivery, applicant tracking, and — for AI demos — LLM API providers under data processing terms. A current subprocessor list is available on request. We do not sell personal data.

6. International transfers

Where data is processed outside India, we implement contractual safeguards and minimise transfers. Client projects requiring India-only residency are supported on ap-south-1 / Azure Central India or on-premise infrastructure.

7. Security

We apply TLS encryption in transit, access controls, role-based permissions, vulnerability assessments, and employee confidentiality obligations. No method is 100% secure; we notify affected parties of breaches as required by law.

8. Retention

Contact leads: up to 24 months unless a client relationship continues. Job applications: up to 12 months unless you consent to talent-pool retention. Analytics logs: typically 14 months. Contract and invoice records: as required by Indian tax and commercial law.

9. Your rights (data principal)

Under the DPDP Act you may request access, correction, erasure, and grievance redressal. Email privacy@toolsbots.com. We respond within statutory timelines. For client-project data, we coordinate with your organisation as data fiduciary where applicable.

10. Children's data

Our corporate website is not directed at children under 18. ECD and education products process child data only under institutional contracts with appropriate guardian consent frameworks.

11. Changes

We may update this policy; material changes will be posted on this page with a revised effective date.

12. Contact

Data Protection Contact: privacy@toolsbots.com · Toolsbots Innovatix Pvt. Ltd., Kolkata, India. See also our DPDP compliance overview and Responsible AI charter.

13. Grievance redressal

If you believe Toolsbots has processed your personal data inconsistently with this policy or applicable law, contact privacy@toolsbots.com with sufficient detail to investigate. We acknowledge grievances within five business days and aim to resolve substantiated issues within statutory timelines under the DPDP Act 2023. Escalation paths for enterprise clients are documented in executed data processing agreements.

14. Marketing communications

Newsletter and product update emails are sent only where you have opted in. Every marketing email includes an unsubscribe mechanism. We do not sell email lists to third parties. Transactional emails related to contracts, support tickets, or applications you initiate are not marketing and may be sent without separate marketing consent where lawful.

15. Automated decision-making

Toolsbots does not make solely automated decisions with legal or similarly significant effects about website visitors based on profiling. AI features on client projects may support human decision-makers — clinicians, credit officers, government officials — under separate product terms and human-in-the-loop controls documented in statements of work.

16. Data processing records

We maintain records of processing activities for personal data handled as controller on this website and as processor on client engagements. Enterprise clients may request subprocessor registers, data flow diagrams, and security questionnaire responses during vendor diligence. Contact privacy@toolsbots.com with your organisation name and engagement context.

17. Website analytics opt-out

Where analytics cookies are used, you may disable them through browser settings or consent banners when presented. Essential security and session cookies remain necessary for website operation and cannot be disabled without losing form and admin functionality.