Privacy Policy

Privacy & Data Retention Policy

SVARNA KALPAVRIKSHADHAMA PRIVATE LIMITED Management – Updated April 2026
Version : 1.0.1
Updated Date : 29/04/2026
Prepared By : SVARNA KALPAVRIKSHADHAMA PRIVATE LIMITED Management
Approved By : Sindhu KJ(Founder)
Review Cycle : Annual | As per software updates

1. Purpose
   This policy defines SVARNA KALPAVRIKSHADHAMA PRIVATE LIMITED’s approach to privacy protection and data retention management, ensuring that all personal and business data is handled responsibly, securely, and in compliance with applicable legal and contractual obligations.
2. Scope
   This policy applies to:
   ● All personal, client, and internal data processed by SVARNA KALPAVRIKSHADHAMA PRIVATE LIMITED
   ● All employees, contractors, and third-party service providers
   ● All systems and platforms used for data storage and processing
3. Privacy Commitment
   SVARNA KALPAVRIKSHADHAMA PRIVATE LIMITED is committed to:
   ● Protecting the privacy of individuals and organizations
   ● Ensuring lawful and transparent data processing
   ● Limiting data usage to defined business purposes
   ● Preventing unauthorized access, disclosure, or misuse of data
4. Data Collection & Usage
   ● Data is collected only for legitimate business purposes
   ● Only minimum necessary data is collected (data minimization principle)
   ● Data is used strictly in accordance with defined purposes and client agreements
5. Data Classification
   Data is categorized as:
   ● Confidential – Sensitive personal or client data
   ● Internal – Operational data for internal use
   ● Public – Non-sensitive information approved for public use
   Handling procedures vary based on classification level.
6. Data Retention Policy
   SVARNA KALPAVRIKSHADHAMA PRIVATE LIMITED follows a structured data retention approach:
   ● Data is retained only for as long as necessary to:
   ○ Fulfill business or contractual obligations
   ○ Comply with legal and regulatory requirements
   ○ Resolve disputes or enforce agreements
7. Retention Guidelines
   ● Client data: Retained as per contractual agreement or legal requirements
   ● Financial records: Retained as per statutory requirements
   ● Employee data: Retained for employment duration and applicable legal period
   ● System logs and backups: Retained based on operational and security needs
   Retention periods are periodically reviewed and updated.
8. Data Disposal & Deletion
   ● Data is securely deleted once retention periods expire
   ● Deletion methods include:
   ○ Permanent digital deletion
   ○ Secure overwriting
   ○ Physical destruction (if applicable)
   ● Disposal processes ensure data cannot be reconstructed or recovered
9. Data Security Measures
   To protect data throughout its lifecycle, SVARNA KALPAVRIKSHADHAMA PRIVATE LIMITED implements:
   ● Role-based access controls (RBAC)
   ● Encryption (where applicable)
   ● Secure storage and transmission protocols
   ● Monitoring and audit mechanisms
10. Third-Party Data Handling
    ● Third-party vendors must comply with SVARNA KALPAVRIKSHADHAMA PRIVATE LIMITED’s privacy and retention standards
    ● Data sharing is governed by contractual agreements
    ● Vendors are required to implement equivalent security measures
11. Data Subject Rights
    Where applicable, SVARNA KALPAVRIKSHADHAMA PRIVATE LIMITED supports:
    ● Access to personal data
    ● Correction or updating of data
    ● Deletion or restriction of processing
    ● Grievance redressal
    Requests are processed within defined timelines.
12. Governance & Accountability
    ● Management ensures enforcement of this policy
    ● Periodic audits are conducted to ensure compliance
    ● Any deviations are addressed through corrective actions
13. Compliance
    This policy aligns with:
    ● Applicable Indian data protection laws (including DPDP Act, 2023)
    ● Client contractual requirements
    ● Industry best practices
    Non-compliance may result in disciplinary action.
14. Policy Review
    This policy is reviewed annually or upon regulatory or business changes.
15. Approval
    This policy is approved by SVARNA KALPAVRIKSHADHAMA PRIVATE LIMITED management and is effective as of the date mentioned above.
    Confidential – Prepared for Internal Use by SVARNA KALPAVRIKSHADHAMA PRIVATE LIMITED Management – April 2026