1. Introduction

ScholarCRM is committed to protecting the privacy and personal information of our users, customers, and website visitors. This Privacy Policy outlines how we collect, use, store, and protect your data when you use our Customer Relationship Management (CRM) software.

2. Information We Collect

2.1 Personal Information

We collect and store the following types of personal information:

• Contact details (name, email, phone number, physical address)
• Professional information (job title, company, department, industry)
• Communication history including:
  1. Call logs and recordings
  2. SMS interactions
  3. Support tickets
  4. Email communications
• Interaction data, including:
  1. Lead status
  2. Sales pipeline information
  3. Customer interactions
  4. Meeting notes and comments
• Custom field data specific to your business needs

2.2 Usage Data

We collect information about how you use ScholarCRM, including:

• Login and access information
• Feature usage across different modules (lead management, sales pipeline, customer support)
• Device and browser information
• IP addresses and geolocation data
• Interaction with our mobile app
• Performance metrics and analytics data

3. How We Collect Information

We collect information through multiple channels:

• Direct user input into the CRM system
• Automated lead capture from:
  1. Websites
  2. Social media platforms
  3. Online forms
  4. Landing pages
• Call logging and recording features
• User interactions with the platform
• Mobile app usage
• Integrations with other business tools and platforms

4. Purpose of Data Collection

We use your personal information for the following purposes:

• Managing and tracking sales leads
• Facilitating communication between sales teams and customers
• Providing and continuously improving our CRM services
• Generating comprehensive sales and performance reports
• Sending system notifications, updates, and important communications
• Ensuring platform security and preventing fraudulent activities
• Personalization of user experience
• Compliance with legal and regulatory requirements
• Customer support and issue resolution

5. Data Sharing and Disclosure

We may share your information:

• Within your organization among authorized users with role-based access
• With service providers who assist in our operations (cloud hosting, analytics)
• As required by law or to protect our legal rights
• In the event of a business merger, acquisition, or sale of assets
• With your explicit consent for specific third-party integrations

6. Data Security

We implement comprehensive security measures:

• Role-based access control with granular permissions
• End-to-end encryption of sensitive data
• Regular security audits and vulnerability assessments
• Compliance with international data protection regulations
• Compliance with industry-standard data protection regulations (GDPR, CCPA)
• Secure data storage and transmission protocols
• Multi-factor authentication
• Protection against unauthorized access, data breaches, and cyber threats
• Regular backup and disaster recovery procedures
• Secure cross-border data transfer mechanisms
• Adherence to global data protection standards

7. User Rights

Users have the right to:

• Access their personal data in a structured, common, and machine-readable format
• Request comprehensive data correction
• Request complete data deletion
• Opt-out of certain data processing activities
• Restrict data processing
• Request a full copy of their collected data
• Lodge a complaint with relevant data protection authorities

8. Data Retention

We retain your data:

• As long as necessary to provide our CRM services effectively
• In compliance with legal and regulatory requirements
• Until you request deletion or your account becomes inactive
• Typically, active user data is retained for the duration of your subscription
• Archived or historical data may be retained for a reasonable period for legal and analytical purposes

9. Mobile App and Notifications

Our mobile app:

• Provides secure, on-the-go access to CRM features
• Sends notifications for important tasks, follow-ups, and updates
• Follows identical data protection principles as our web platform
• Requires user consent for push notifications
• Allows granular notification settings

10. Cookies and Tracking

We use cookies and similar technologies to:

• Enhance user experience
• Analyze platform usage and performance
• Provide personalized features and recommendations
• Maintain user session information
• Improve security measures

11. Third-Party Integrations

When using third-party integrations:

• We carefully vet integration partners
• We recommend reviewing individual privacy policies of integrated services
• We are not directly responsible for third-party data handling
• Users can manage and revoke third-party integration permissions

12. Children's Privacy

ScholarCRM is exclusively designed for business and professional use:

• Not intended for children under 13
• Does not knowingly collect data from minors
• Requires users to be of legal age to enter into business contracts

13. Changes to Privacy Policy

We may update this policy periodically:

• Users will be notified of significant changes
• Continued use of the platform implies acceptance of updated terms
• Most recent version will always be available on our website

14. Contact Information

For privacy-related inquiries, please contact:

• Email: support@scholarcred.com
• Address: Diverse Sphere Solutions LLP, COCO, Infopark, Kerala
• Data Protection Officer: [Name/Contact Details]

15.

15.1 Right to Erasure

ScholarCRM respects your right to control your personal data and provides a straightforward process for data deletion.

15.2 Deletion Request Process

Customers can request complete deletion of their personal information by:

• • Sending a formal deletion request to support@scholarcred.com
• • Including necessary verification details to confirm account ownership
• • Specifying the extent of data deletion required

15.3 Scope of Deletion

Upon receiving a verified deletion request via email, we will:

• Permanently remove all personal identifiable information
• Delete associated lead, communication, and interaction records
• Terminate active subscriptions and access to ScholarCRM
• Remove contact information from all databases and backups
• Provide a confirmation of complete data erasure within 30 days of request

15.4 Limitations of Deletion

We may retain minimal information:

• For legal compliance
• To resolve ongoing disputes
• As required by applicable laws and regulations

15.5 Verification and Security

To protect your privacy, we:

• Verify the authenticity of deletion requests
• Implement multi-step verification process
• Ensure secure handling of deletion instructions
• Maintain confidentiality of the request

15.6 Post-Deletion Confirmation

After processing your request, we will:

• Send a confirmation email
• Permanently remove all traceable personal data
• Provide a final notification of complete data erasure

Note: Deletion is irreversible and may result in loss of all historical data and system configurations.

16. Consent

By registering, accessing, or using ScholarCRM, you explicitly consent to the terms outlined in this Privacy Policy.

Last Updated: 28 Nov 2024

Note: This policy is subject to change. Please review periodically.