Privacy Policy

Bitkosh Technologies ("Bitkosh", "we", "us" or "our") respects your privacy. This policy explains what personal information we collect, why we use it, how we protect it and the choices available to you when you visit our website, contact us or use a Bitkosh service.

Where Bitkosh processes information on behalf of a business customer, that customer remains responsible for its instructions and notices. Our Data Processing Agreement governs that processing where applicable.

We collect only the information reasonably needed to operate, secure and improve our services. Depending on how you interact with us, this may include:

• Contact and identity data such as your name, email address, phone number, company and role.
• Account and transaction data such as login details, service selections, billing records and support history.
• Technical data such as IP address, browser and device information, operating system, approximate location, referral source and service logs.
• Content you provide such as messages, form submissions, files or other information you choose to send through our products or support channels.

We use personal information to provide and administer services, respond to enquiries, authenticate users, process transactions, deliver support, prevent abuse, monitor security, diagnose faults and improve our products. We may also use it to send service communications and, where permitted, relevant product updates.

We rely on performance of a contract, our legitimate interests, consent where required, and compliance with legal obligations. We do not sell personal information.

Where the GDPR applies we rely on: performance of a contract, for account, service and support data; legitimate interests, for securing our services, preventing fraud and abuse, understanding how the site is used and contacting business prospects; consent, for optional cookies, marketing messages and anything sensitive you choose to send us; and legal obligation, for tax, accounting and statutory records.

Where India’s Digital Personal Data Protection Act, 2023 applies, we process personal data on your consent or for a legitimate use permitted by that Act. You may withdraw consent at any time, as easily as you gave it; withdrawal does not affect processing already carried out before the withdrawal.

We do not ask for sensitive personal information through our website forms or chat — including health or clinical information, government identifiers such as Aadhaar or PAN, biometric data, or financial account numbers — and you should not send it to us by those routes. If you do, we will delete it once we have dealt with your enquiry.

Where a business customer engages Bitkosh for a service that processes such data, including the Bitkosh Healthcare EHR, that processing is governed by the service agreement and our Data Processing Agreement, and by a separate Business Associate Agreement where HIPAA applies. In those engagements the customer is the controller or Data Fiduciary and decides what is collected and why; this policy does not govern their processing.

Our websites use cookies and similar browser storage. Essential storage is needed for core site functions and the BitBot live-chat experience, including retaining a private chat-thread identifier and remembering that a visitor has returned. Optional analytics or marketing storage is used only according to your choices.

You can manage optional categories through the cookie banner or the Your privacy choices link in the footer. Chat transcripts are retained for up to 90 days and file attachments for up to 30 days, after which they are automatically deleted unless a longer period is required by law or a customer agreement.

We may share information with service providers that host infrastructure, provide security, analytics, communications, payments or support. They may process information only under our instructions and appropriate confidentiality and security obligations.

We may also disclose information when required by law, to protect rights and safety, investigate fraud or abuse, enforce our agreements, or as part of a merger, acquisition, financing or other corporate transaction.

Bitkosh and our service providers may process information in countries other than the country where it was collected. When required, we use appropriate safeguards for cross-border transfers and apply contractual, organizational and technical protections appropriate to the information involved.

We retain personal information only for as long as needed for the purposes described in this policy, to provide the service, resolve disputes, maintain business records, meet security requirements and comply with law. Retention periods vary by the type and sensitivity of information.

You may request deletion where applicable. Some information may need to be retained for legal, security or legitimate business reasons.

We maintain administrative, technical and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration or disclosure. No online service can guarantee absolute security, so please protect your credentials and notify us promptly if you believe an account or interaction has been compromised.

Depending on your location, you may have rights to access, correct, delete or restrict use of your personal information, object to certain processing, withdraw consent, request portability, or lodge a complaint with a data-protection authority. We may need to verify your identity before completing a request. Where the DPDP Act applies you may also nominate another individual to exercise your rights on your behalf if you die or become unable to act.

To exercise a right or ask a privacy question, contact privacy@bitkoshtechnologies.com.

If you have a concern about how we handle personal data, contact privacy@bitkoshtechnologies.com first. We will acknowledge your grievance and respond within the period applicable law requires.

For the purposes of the Digital Personal Data Protection Act, 2023, our Grievance Officer can be reached at:

Grievance Officer, Bitkosh Technologies Private Limited
Gadadharpur, Tigiria, Athagarh, Dist. Kataka, Odisha 754030, India
privacy@bitkoshtechnologies.com

If our response does not resolve the matter, you may complain to the Data Protection Board of India. If you are in the European Economic Area or the United Kingdom you may complain to your local supervisory authority, and elsewhere to the data-protection authority with competence in your jurisdiction. You are not required to contact us first, though it is usually the quicker route.

Our services are intended for businesses and are not directed to children. We do not knowingly collect personal information from children. Our websites may link to third-party services; their privacy practices are governed by their own policies.

We may update this policy as our services, legal obligations or privacy practices change. We will post the revised version on this page and update the date above. Material changes may also be communicated through the service or by email where appropriate.

For privacy questions, contact privacy@bitkoshtechnologies.com or visit our contact page.