Privacy Policy

1. Scope & Effective Date

This Privacy Policy describes how CloudResolve Technologies ("CloudResolve," "We," "Us") collects, uses, stores, shares, and protects the personal data of users, including educational institutions, administrators, teachers, students, parents, and website visitors. This policy applies to all interactions with CloudResolve, including our website, portals, services, and communications. It is effective as of July 2026 and supersedes all previous versions.

2. Definitions

• Data Principal: The individual to whom the personal data relates (e.g., student, teacher, parent).
• Data Fiduciary: The entity that determines the purpose and means of processing personal data. When CloudResolve provides services under an Institution's instructions, the Institution is the Data Fiduciary.
• Data Processor: The entity that processes personal data on behalf of the Data Fiduciary. CloudResolve acts as a Data Processor for Institution-provided data.
• Personal Data: Any data about an individual who is identifiable by or in relation to such data.

3. Information We Collect

We collect the following categories of personal data:

A. Information You Provide Directly:

• Name, email address, phone number, and institution name provided through contact forms, inquiry forms, or account registration
• Communication preferences and correspondence with our team
• Feedback, survey responses, and support requests
• Institution details, billing information, and service configuration preferences

B. Information Collected Automatically:

• Usage data: pages visited, time spent, links clicked, features used
• Device information: IP address, browser type, operating system, device type
• Cookies and similar tracking technologies as described in Section 7

C. Information from Third Parties:

• Google Workspace for Education: With institution authorization, we may access directory information (names, emails, organizational units) for administration purposes
• Service providers and partners who help us deliver our services

4. Purpose of Processing

We process personal data only for the following specified, clear, and lawful purposes:

• To respond to inquiries, provide quotations, and deliver services requested
• To administer and manage service accounts, including Google Workspace for Education domains
• To communicate important updates, security notices, and service changes
• To improve our services through analytics and usage patterns
• To comply with legal and regulatory obligations
• To detect, prevent, and address fraud, security, or technical issues
• With your consent, for marketing communications about relevant services and events

5. Legal Basis for Processing

We process personal data based on the following legal grounds:

• Consent: Where you have freely given specific, informed, and unambiguous consent
• Contract: Processing necessary for the performance of a contract with you or your institution
• Legal Obligation: Processing necessary to comply with applicable laws and regulations
• Legitimate Interests: Processing for our legitimate business interests that do not override your rights

6. Children's Data & Parental Consent

In compliance with Section 9 of the DPDP Act, 2023, and in alignment with Google Workspace for Education's privacy commitments:

• We do not collect, process, or store personal data of children (individuals under 18) without verifiable parental consent or authorization from the educational institution acting in loco parentis
• Institutions using our services are responsible for obtaining necessary consents from parents or guardians before providing us with student data
• We do not engage in tracking, behavioral monitoring, or targeted advertising directed at children
• Student data processed through Google Workspace for Education is subject to Google's Privacy Policy and the Institution's agreement with Google
• Processing of children's data is limited to what is necessary for educational purposes as determined by the Institution

7. Cookies & Tracking Technologies

Our website uses cookies and similar technologies to enhance user experience, analyze usage, and support our operations. Specifically:

• Essential Cookies: Required for website functionality, such as maintaining sessions and security
• Analytics Cookies: Help us understand how visitors interact with our website (e.g., page views, navigation paths)
• Preference Cookies: Remember your settings and preferences

You may control cookie preferences through your browser settings. Disabling certain cookies may affect website functionality. We do not use cookies for targeted advertising or behavioral tracking, especially not for child users.

8. Data Sharing & Third Parties

We do not sell, rent, or trade your personal data. We may share your data with:

• Service Providers: Trusted third parties who process data on our behalf (e.g., cloud hosting, email delivery, analytics) under contractual obligations to protect your data
• Google: As a sub-processor for Google Workspace for Education services, subject to Google's data processing terms and security measures
• Legal Authorities: When required by law, court order, or government regulation
• With Consent: Any other third party where you have given explicit consent

All third-party data processors are subject to contractual obligations ensuring they maintain standards consistent with this policy and the DPDP Act.

9. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable law. Our retention periods are:

• Contact form inquiries: 2 years from last interaction
• Service account data: Duration of the service agreement plus 3 years
• Billing records: 8 years as required by Indian tax laws
• Usage analytics: Aggregated and anonymized indefinitely; identifiable data for 26 months

Upon expiry of the retention period, personal data is securely deleted or anonymized.

10. Data Security

We implement reasonable security safeguards to protect personal data against unauthorized access, alteration, disclosure, or destruction, including:

• Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
• Role-based access controls and least-privilege principles
• Regular security audits, vulnerability assessments, and penetration testing
• Staff training on data protection and privacy practices
• Secure data centers with physical access controls
• Incident response and breach notification procedures

11. Data Principal Rights

Under the DPDP Act, 2023, you have the following rights regarding your personal data:

• Right to Access: Request confirmation of whether we hold your data and receive a copy
• Right to Correction: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your data where the purpose has been served
• Right to Grievance Redressal: Lodge complaints regarding data processing
• Right to Nomination: Designate a nominee to exercise rights in the event of incapacity or death
• Right to Withdraw Consent: Withdraw consent at any time, without affecting the lawfulness of prior processing

To exercise any of these rights, please contact us at info@cloudresolve.org. We will respond to your request within 30 days as required by the DPDP Act.

12. Grievance Redressal

If you have any concerns or complaints regarding our handling of your personal data, you may contact our Grievance Officer:

Grievance Officer
CloudResolve Technologies
Email: grevience@cloudresolve.org
Phone: [Contact Number]
Response Time: Within 24 hours of receipt; resolution within 90 days

If you are not satisfied with our response, you have the right to file a complaint with the Data Protection Board of India.

13. Data Protection Officer

CloudResolve has appointed a Data Protection Officer (DPO) to oversee our data protection strategy and compliance with the DPDP Act. You may contact our DPO at:

Email: office@cloudresolve.org
Address: [Registered Office Address]

14. Cross-Border Data Transfer

Personal data is primarily stored on servers located within India. Where data is transferred outside India (e.g., to Google's global infrastructure for Google Workspace), we ensure such transfers are made only to jurisdictions notified by the Indian government and are protected by appropriate safeguards, including standard contractual clauses and data processing agreements.

15. Updates to This Policy

We review and update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, and regulatory guidance. Material changes will be communicated through our website and, where appropriate, via email. We encourage you to review this policy regularly.

16. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us:

Email: info@cloudresolve.org
DPO: office@cloudresolve.org
Grievance: grevience@cloudresolve.org