This Privacy Policy explains how Simran Systems (“we”, “us”, “our”) collects, uses, shares and protects personal data when you visit simransystems.com, send us an enquiry, or buy our products and services. It is written to meet the Information Technology Act, 2000 and its rules, and the Digital Personal Data Protection Act, 2023 (the “DPDP Act”).

1. Who is responsible for your data

Simran Systems is the “data fiduciary”: the business that decides why and how your personal data is used. Our address is:

Simran Systems
Shop number 1, Meghdhoot building
Dr Raikar Marg, Mahim west
Mumbai 400 016

For any privacy question or request, contact our Grievance Officer (section 12).

2. In short

We collect only what we need to answer your enquiry and to serve you as a customer.
We do not sell or rent your personal data, and we do not use it for third-party advertising.
Enquiries are stored on our own server in Mumbai, India.
Optional cookies (visit statistics and the Google map) are used only if you allow them.
You can ask us to show, correct or delete your data at any time.

3. Personal data we collect

Information you give us

Enquiry form: your name, company, phone number, email address, type of enquiry, industry, the product you are interested in, and your message.
Calls, emails and WhatsApp: the contact details and information you share when you contact us directly.
Orders and service: billing and delivery details, GST number, contact persons, site details for installation and, for car and bus AC service, vehicle details such as registration number, make and model.
Testimonials: if you agree to give one, your name, role, company, photo, quote and/or video.

Information collected automatically

Security details: when you send an enquiry, we record your IP address, browser type and the time it was sent, to protect the form against spam and abuse.
Server logs: like every website, our server records basic technical details of each visit (IP address, page requested, browser, date and time). These logs are deleted automatically after 14 days.
Enquiry source, only with your consent: the page you first landed on, the website that referred you and any campaign tags in the link, so we know which page or advertisement led to your enquiry.
Cookies: see section 6 and our Cookie Policy.

The public website does not ask for sensitive information such as bank or card details, passwords, health or biometric data.

4. Why we use your data

to reply to your enquiry, prepare quotations and follow them up;
to supply, deliver, install and commission machines, and to provide training, warranty and AMC service;
to carry out car and bus AC service and keep service records;
to issue invoices, receive payments and keep accounts as tax and other laws require;
to protect the website and our business against spam, fraud and misuse;
to understand how the website is used and improve it, only if you allow analytics cookies;
to tell you about new products, upgrades or service offers, only if you have agreed to receive them. You can opt out at any time.

Legal basis

We use personal data with your consent (for example, when you send the enquiry form or accept optional cookies), or for “legitimate uses” allowed by the DPDP Act, such as when you voluntarily give us data for a specific purpose like a quotation or a service, or when the law requires us to keep it. You can withdraw your consent at any time (section 9). Withdrawal does not affect anything done before it.

5. Who we share data with

Your data is seen only by Simran Systems staff who need it for their work. Enquiries can be opened only by the owner and the sales and marketing team. Outside Simran Systems, we share data only with:

service providers working for us, who must keep it confidential: our hosting provider (Hostinger, server in Mumbai, India), our email provider (Google Workspace) and, only if you allow them, Google Analytics and Google Maps;
transport and logistics partners, to deliver machines and spare parts;
government authorities, courts or regulators, when the law requires it;
a buyer or successor of our business, if the business is reorganised or transferred, with the same protections in place.

We do not sell, rent or trade your personal data.

6. Cookies

We use necessary cookies to keep the website secure and the enquiry form working. Analytics cookies and the Google map are optional and are used only if you allow them in the cookie banner. You can change your choice at any time with the “Cookie settings” link at the bottom of every page. Full details are in our Cookie Policy.

7. Where your data is stored

The website and the enquiry database run on our own server in Mumbai, India. Some service providers, such as Google, may process data on servers outside India. Any such transfer happens only as Indian law allows.

8. How long we keep data

Enquiries that do not lead to an order: up to 3 years after our last contact with you, then deleted.
Customer, order, warranty and service records: for as long as we support the product and for the periods required by tax and accounting laws.
Spam blocked by our filters: deleted automatically after 90 days.
Server logs: 14 days.
Database backups: kept for 14 days, then overwritten.
Testimonials: until you ask us to remove them.

9. Your rights

Under the DPDP Act, you have the right to:

access a summary of the personal data we hold about you and how we use it;
correct, complete or update data that is wrong or incomplete;
erase your data once it is no longer needed for the purpose you gave it for, unless the law requires us to keep it;
withdraw your consent at any time, as easily as you gave it;
have your complaints handled by our Grievance Officer;
nominate another person to use these rights for you in the event of your death or incapacity.

To use any of these rights, contact our Grievance Officer. We may ask you to confirm your identity first. We reply as soon as possible and in any case within 30 days. If you are not satisfied with our response, you can complain to the Data Protection Board of India.

10. How we protect your data

The whole website uses an encrypted (HTTPS) connection.
Enquiries are kept in a private database that cannot be reached from the internet.
Only named staff can open the enquiry dashboard, each with a personal account, a strong password and optional two-step verification.
The server is protected by a firewall, installs security updates automatically and is backed up every night.
The enquiry form is protected against spam and automated attacks, and our email address and phone number are shielded from harvesting bots.

No system is completely secure. If a personal data breach affects you, we will inform you and the Data Protection Board of India as the law requires.

11. Children

This website and our products are meant for businesses and adults. We do not knowingly collect personal data from anyone under 18. If you believe a child has sent us personal data, contact us and we will delete it.

12. Grievance Officer and contact

Our Grievance Officer handles privacy questions, requests and complaints, as required by the Information Technology Act, 2000, its rules and the DPDP Act:

Grievance Officer, Simran Systems
Email: Email us
Phone: Call us (Mon – Sat, 9:30 am – 6:30 pm)