Privacy Policy

Kansoft Solutions Pvt. Ltd. (“Kansoft,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal data you share with us. This Privacy Policy explains what information we collect when you visit our website at kansoftware.com (the “Website”), engage with our services, or otherwise interact with us, and how we use, share, and safeguard that information.

This Policy applies to personal data we collect about prospects, customers, partners, website visitors, and recipients of our marketing communications. It does not apply to data we process on behalf of our customers in the course of providing IT services — that is governed by the underlying services agreement and any applicable data processing addendum.

Quick summary. We collect contact details when you fill out forms or download gated content, behavioural data through cookies and HubSpot tracking, and email engagement data when you receive our marketing communications. We use this to respond to enquiries, deliver services, send relevant communications, and improve our website. You have rights over your data — see section 9. To exercise them, email privacy@kansoftware.com.

1. Who we are

Kansoft Solutions Pvt. Ltd. is a private limited company incorporated in India, providing software development, IT staffing, application modernization, quality engineering, and cloud migration services to clients globally.

Registered office: G1-10, IT Park, MIA Extension, Udaipur, Rajasthan 313001, India
Email for privacy queries: privacy@kansoftware.com
Website: www.kansoftware.com

For the purposes of the EU and UK General Data Protection Regulations, Kansoft acts as the “controller” of personal data collected through this Website. For the purposes of India’s Digital Personal Data Protection Act, 2023, Kansoft is the “Data Fiduciary.”

2. Personal data we collect

2.1 Information you provide to us

Identity & contact data: name, job title, company name, business email, business phone number, country.
Enquiry content: information you include in a contact form, sales enquiry, RFP, or message to us.
Gated content requests: form submissions to download case studies, whitepapers, capability decks, or to register for webinars.
Marketing preferences: newsletter sign-ups, communication preferences, and opt-in/opt-out choices.
Recruitment data: if you apply for a role — CV, cover letter, employment history, qualifications, and references.
Correspondence: emails, meeting notes, and other records of communications between you and Kansoft.

2.2 Information collected automatically

Device & technical data: IP address, browser type and version, operating system, device type, screen resolution, time zone.
Usage data: pages visited, time spent on pages, referring URLs, click paths, search terms used on the site, downloaded files.
Behavioural data via HubSpot: page views, form interactions, email opens and clicks, content downloads tied to your contact record once identified.
Cookies & tracking: set out in our Cookie Policy.

2.3 Information from third parties

Business contact databases (e.g., LinkedIn Sales Navigator, ZoomInfo, Apollo, or similar) when we conduct B2B outreach.
Public sources such as company websites, professional directories, and public registries.
Service providers such as our analytics, marketing automation (HubSpot), and email delivery vendors.
Referrals from existing clients or partners, where you have been introduced to us.

3. How we use your personal data

We process personal data for the purposes set out below. The legal basis we rely on (for individuals in the EU, UK, and Switzerland) is shown alongside each purpose:

Respond to enquiries, prepare proposals, and provide requested information — performance of a contract or steps prior to entering a contract; legitimate interests.
Deliver services under a signed agreement and manage the client relationship — performance of a contract.
Send marketing communications, newsletters, and event invitations — consent (where required); legitimate interests in promoting our services to business contacts.
Personalise website content and improve user experience via analytics — consent (for non-essential cookies); legitimate interests.
Process job applications and assess candidates — steps prior to entering an employment contract; legitimate interests.
Comply with legal, regulatory, and tax obligations — legal obligation.
Protect our rights, property, and the security of our systems and users — legitimate interests.

Where we rely on legitimate interests, we have carried out a balancing assessment to ensure our interests are not overridden by your rights and freedoms. You can ask for details of this assessment by contacting us.

4. Marketing communications

We send marketing emails, newsletters, and event invitations to business contacts who have opted in, downloaded gated content, attended our events, or where we have a legitimate interest in promoting relevant B2B services to a corporate role-holder.

Every marketing email we send includes an unsubscribe link in the footer.
You can opt out of marketing communications at any time by clicking unsubscribe, replying to the email, or emailing privacy@kansoftware.com.
Opting out of marketing does not affect transactional or service-related communications (e.g., responses to your enquiries, contractual notices).
If you are based in a jurisdiction that requires prior opt-in consent for B2B marketing (such as Germany or Canada), we will only contact you if you have given that consent or if a recognised exemption applies.

We do not sell your personal data. We share it only in the limited circumstances described below.

5.1 Service providers and processors

We use trusted third-party providers to operate our business. These providers process personal data on our behalf under contracts that require them to safeguard it. They include:

Hosting and infrastructure providers.
HubSpot (CRM, marketing automation, and website analytics).
Email delivery and email marketing platforms.
Analytics providers (e.g., Google Analytics).
Payment processors and accounting providers (for invoicing).
Professional advisors including lawyers, auditors, and consultants.

5.2 Group entities and partners

We may share data with affiliated entities and with delivery partners or subcontractors where necessary to deliver services you have requested or that we have agreed to provide.

5.3 Legal and regulatory disclosures

We may disclose personal data where required to do so by law, in response to a valid request from a public authority, or where necessary to enforce our agreements, protect our rights, or prevent fraud or abuse.

5.4 Business transfers

If Kansoft is involved in a merger, acquisition, restructuring, or sale of assets, personal data may be transferred as part of that transaction. We will notify you of any such change as required by law.

6. International data transfers

Kansoft is headquartered in India and serves clients globally. As a result, your personal data may be transferred to, stored in, and processed in countries outside your country of residence, including India, the European Union, the United Kingdom, the United States, and other jurisdictions where we or our service providers operate.

Where personal data of individuals in the European Economic Area, the United Kingdom, or Switzerland is transferred to a country that has not been recognised as providing an adequate level of data protection, we put in place appropriate safeguards, which may include:

Standard Contractual Clauses approved by the European Commission (and the UK International Data Transfer Addendum where applicable).
The UK International Data Transfer Agreement, where transfers originate from the United Kingdom.
Supplementary technical and organisational measures where required following a transfer impact assessment.

You can request a copy of the safeguards in place by contacting privacy@kansoftware.com.

7. How long we keep your data

We retain personal data only for as long as necessary for the purposes for which it was collected, including any period required to satisfy legal, accounting, regulatory, or reporting obligations. Typical retention periods are:

Sales enquiry and prospect data (no engagement): up to 24 months from last interaction, then deleted or anonymised.
Active customer records: duration of the contract plus 7 years after termination, to meet tax and audit obligations.
Marketing contact data: until you unsubscribe, plus a suppression record indefinitely to honour your opt-out.
Job application data (unsuccessful): up to 12 months, then deleted unless you consent to longer retention for future roles.
Website analytics and cookie data: as set out in our Cookie Policy, generally 14 months.

After the applicable retention period ends, we securely delete or irreversibly anonymise your personal data.

8. How we protect your data

Kansoft maintains an information security programme aligned with internationally recognised standards. Our safeguards include:

Encryption of data in transit using TLS, and encryption of data at rest where appropriate.
Role-based access controls and the principle of least privilege.
Multi-factor authentication for administrative access to systems holding personal data.
Regular vulnerability scanning, patching, and security testing.
Background checks, training, and confidentiality obligations for personnel.
Documented incident response procedures and breach notification protocols.

Despite these measures, no method of transmission over the internet or electronic storage is completely secure. If we become aware of a personal data breach affecting your data, we will notify you and the relevant supervisory authorities where required by law and within applicable timeframes.

9. Your rights

Depending on the law of your country of residence, you may have some or all of the following rights in relation to your personal data:

Right of access: to obtain a copy of the personal data we hold about you.
Right to rectification: to ask us to correct inaccurate or incomplete data.
Right to erasure: to ask us to delete your personal data in certain circumstances (“right to be forgotten”).
Right to restrict processing: to ask us to limit how we use your data.
Right to data portability: to receive your data in a structured, machine-readable format and have it transferred to another controller.
Right to object: to object to processing based on legitimate interests, including direct marketing.
Right to withdraw consent: where we rely on consent, you can withdraw it at any time without affecting prior processing.
Right to lodge a complaint: with your local data protection supervisory authority.
Right not to be subject to automated decision-making: that produces legal or similarly significant effects — we do not currently make such decisions.

9.1 Region-specific rights

European Economic Area, United Kingdom, and Switzerland. Individuals in the EEA, UK, and Switzerland have the rights listed above under the GDPR, the UK GDPR, and the Swiss Federal Act on Data Protection (FADP) respectively. You may lodge a complaint with your national supervisory authority — for example, the Information Commissioner’s Office (UK), the Federal Data Protection and Information Commissioner (Switzerland), or your national data protection authority in the EEA. See our GDPR Compliance Statement for further detail.

India. Under India’s Digital Personal Data Protection Act, 2023, you (a “Data Principal”) have rights to access, correct, complete, update, and erase your personal data, the right to grievance redressal, and the right to nominate another individual to exercise your rights in the event of your death or incapacity. You may contact our Grievance Officer at the address in section 13.

California, United States. If you are a California resident, the California Consumer Privacy Act (as amended by the CPRA) provides you with the right to know what personal information we collect, the right to delete, the right to correct, the right to opt out of the “sale” or “sharing” of personal information, and the right not to be discriminated against for exercising your rights. We do not sell or share personal information as those terms are defined under the CCPA.

Other US states. Residents of states such as Virginia, Colorado, Connecticut, Utah, Texas, and others with comprehensive privacy laws have similar rights of access, correction, deletion, portability, and the right to opt out of targeted advertising and certain profiling. Contact us at the address in section 13 to exercise these rights.

9.2 How to exercise your rights

To exercise any of your rights, email us at privacy@kansoftware.com with the subject line “Data Subject Request” and tell us which right you wish to exercise. We may need to verify your identity before acting on your request. We will respond within the time periods required by applicable law (generally 30 days, extendable in complex cases). You will not be charged a fee unless your request is manifestly unfounded or excessive.

10. Children’s privacy

Our Website and services are intended for business users and are not directed to individuals under the age of 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

11. Third-party websites and services

Our Website may contain links to third-party websites, plug-ins, and applications. Clicking those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party services and are not responsible for their privacy practices. We encourage you to read the privacy policy of every website you visit.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will revise the “Last updated” date at the top of this page and, where appropriate, notify you by email or through a prominent notice on the Website. We encourage you to review this Policy periodically.

13. Contact us

If you have any questions about this Privacy Policy, our data practices, or to exercise your rights, please contact us:

Privacy contact: privacy@kansoftware.com
Postal address: Kansoft Solutions Pvt. Ltd., G1-10, IT Park, MIA Extension, Udaipur, Rajasthan 313001, India
Grievance Officer (India): grievance@kansoftware.com