Privacy Statement

SysTools Software Private Limited (“SysTools”, “Company”, “we”, “us” or “our”), its subsidiaries and affiliates is the author and publisher of the internet resource https://www.systoolsgroup.com/ (“Website”) and any other domains created from time to time (“Domains”), as well as the software and applications provided by the Company, including but not limited to the mobile or computer applications, if any (“Applications”). At SysTools Software Private Limited, we believe that privacy is a fundamental human right. We are committed to safeguarding your personal data and providing you with the tools and control necessary to protect your privacy. Our vision is to ensure that our products and services uphold the highest standards of data protection, offering transparency, accountability, and trust in every interaction we have with you.

This Privacy Statement ("Statement") describes how SysTools collects, uses, discloses, and protects personal data in connection with the use of our products, services, websites, and other digital assets, including but not limited to [product-specific websites, support portals, online forums, or software platforms] (collectively, the "Services"). By accessing or using our Services, you ("Data Subject", "you", or "your") agree to the collection and use of your personal data, including personally identifiable information in accordance with this Privacy Statement. For the purposes of this Statement, ‘personal information’ or ‘personal data’ is any data which relates to an individual who may be identified from that data, or from a combination of a set of data, and other information which is in possession of the Company.

I. COLLECTION OF PERSONAL DATA

We collect personal data in the course of providing our Services, including but not limited to:

I.1 Personally Identifiable Information ("PII")

When you register for our products, services and offerings, we collect contact information such as your name, email address, phone number, and billing details, which are used to generate licenses, facilitate transactions, and provide customer support.

For users of SysTools Migrator and related migration products, we may collect data regarding the migrations performed by you. This data is used for statistical analysis and to improve our products.

I.2 Usage related information

Information about your computer and about your visits to the Website and use of the Services, such as your Internet Protocol (IP) address, demographics, mobile’s operating system, your computers’ operating system, and browser type and information collected via cookies.

I.3 Payment Information

Payment processing is handled by third-party payment gateways. SysTools does not store credit card information. The third-party payment gateway collects, processes, and secures your payment information in accordance with its own privacy policies.

II. USE OF PERSONAL DATA

SysTools uses the personal data we collect for the following purposes:

• Licensing and Access to Products: To generate and manage product licenses and provide access to the software and services you have purchased.
• Customer Support: To respond to inquiries, resolve technical issues, and provide support services.
• Improvement of Services: To analyze usage data and improve the performance, functionality, and features of our products and Services.
• Marketing Communications and Cross-Selling/Up-Selling: We may use your contact information to inform you about other products and services that may be of interest to you, including cross-selling or up-selling our other products. You may opt-out of receiving such communications at any time.
• Enhancing User Experience: To provide better usability, troubleshooting and Website maintenance.
• Understand User Preferences: To understand which parts of this Website are visited and how frequently.
• Job Applications: To process job applications through the Website.
• Miscellaneous: To conduct processing necessary to fulfil other contractual obligations for the individual.

III. DISCLOSURE OF PERSONAL DATA

We do not sell, rent, or share your personal data with third parties except as described in this Statement.We share your personal data within:

• The Company
• Business partners
• Service vendors
• Authorized third-party agents
• Contractors

We process your personal data when it is in the legitimate interests of the Company in connection with marketing, sales, promotion of Services which we provide, or which are procured using our Services and to improve and enhance the range of those Services. We process your personal data in the following circumstances:

• In connection with the Services: We may share your personal data with trusted third-party service providers who assist in providing our Services, including payment gateways, cloud service providers, cloud based data analysis platforms, SaaS based customer relationship management (CRM) platforms, SaaS based email campaign solution, SaaS based help desk(customer support) and SaaS based invoicing or accounting systems. These providers are contractually obligated to process your personal data solely for the purpose of providing their services to SysTools and are prohibited from using or disclosing your personal data for any other purpose.
• Payment Processing: Our third-party payment processors are responsible for collecting and processing payment transactions. SysTools does not store or access your payment information, including credit card details. Payment gateways handle this information in accordance with their respective privacy policies.
• Legal and Compliance Requirements: SysTools may be required to disclose your personal data to government authorities, law enforcement, or other regulatory bodies as required by law, regulation, or legal process, including for taxation, compliance, and audit purposes. We may also share data if necessary to protect the rights, property, or safety of SysTools, its customers, or others, as permitted by law.
• Communication: We may use your personal data to administer and provide Services you request or have expressed an interest in, to communicate with you in case of customer support, to process transactions, for sending newsletters, updates and promotional materials, for seeking your opinion and feedback and personalize and/or tailor any communications that we may send you.
• Advertising We may use your personal data to carry out advertising and market research based on behavioural metrics, geo-location data, demographic data and marketing preferences we capture. We may permit certain third-party companies to help us tailor advertising based on use.
• Activity Tracking: We may use your personal data to track your activity in relation to Services, or on our digital platforms and personalize and improve your experience. This can be used to create an individual profile for you so that we can understand and respect your preferences or for profiling purposes to enable us to personalize and/or tailor any marketing communications that you may consent to receive from us.
• Optimization: We may use your personal data to operate, improve and maintain the Services, to prevent fraud and abuse.

The following applies only where the data controller processing your Personal Data is domiciled in the European Economic Area (“EEA”).

We transfer personal data to countries outside the EEA to third parties, including to countries which have different data protection standards to those which apply in the EEA. Where service providers process your personal data in countries deemed adequate by the European Commission, we rely on the European Commission’s decision to protect your Personal Data. For transfers to company group companies and service providers outside the EEA, we use standard contractual clauses or rely on controller-processor contracts entered in to with the service providers.

IV. DATA SECURITY

We take appropriate technical and organizational measures to safeguard your personal data from unauthorized access, loss, alteration, or destruction. These measures include:

• Encryption: Personal data, including PII stored in our licensing systems is encrypted both in transit and at rest to ensure its confidentiality and integrity.
• Data Storage: Your personal data is stored in data centers of our data processors located in jurisdictions not prohibited by the Government of India. The data processors ensure that these data storage facilities comply with industry-standard data protection and security regulations.
While SysTools strives to protect your personal data using commercially reasonable security practices, please note that no method of transmission over the Internet or electronic storage is completely secure. SysTools cannot guarantee absolute security but commits to employing reasonable security measures to protect your information.
• Compliance: We are committed to ensuring the privacy and protection of your personal data in full compliance with the applicable provisions of the General Data Protection Regulation (GDPR) and the Digital Personal Data Protection Act (DPDPA). Our data processing practices and policies are designed to meet the standards set by these regulations. This includes ensuring that your personal data is processed lawfully, transparently, and securely. We implement appropriate technical and organizational measures to safeguard your data and uphold your rights under GDPR and DPDPA.

V. CUSTOMER SUPPORT AND DATA HANDLING

As part of providing customer support, SysTools may request sample files or other data you provide in order to troubleshoot and resolve technical issues. This data is handled as follows:

V.1 Collection of Sample Files:

In the course of troubleshooting, SysTools technical support may request sample files or other relevant data to resolve product issues. These files are used only for troubleshooting and support purposes.

V.2 Data Deletion:

Any data or files provided by you for troubleshooting purposes will be retained for a maximum of 30 days after the closure of the support ticket or as required under applicable laws. After this period, the data will be securely deleted using a data wipe solution.

VI. HELP DESK SYSTEM

SysTools operates a helpdesk system to manage customer support requests and improve our Services. When you submit a support request via our helpdesk system, we may collect the following information:

VI.1 Support Ticket Information:

We collect details of your inquiry, including product-related issues, troubleshooting data, and any other information you submit during the support process.

VI.2 Helpdesk Communication:

Communications between you and our support team are stored in our helpdesk system for the purposes of tracking and resolving your request. These communications may include your personal data, such as your contact information and support issue description.

VI.3 Retention of Helpdesk Data:

Support ticket data may be retained in our helpdesk system for up to 30 days following the resolution of your issue. After this period, the data will be securely deleted from our system.

We ensure that any data collected via the helpdesk system is processed in accordance with this Privacy Statement and only used for the purpose of resolving support issues and improving our products and services.

VII. DATA RETENTION

SysTools retains your personal data only for as long as necessary to fulfill the purposes described in this Privacy Statement, including compliance with legal, accounting, and regulatory obligations.

VII.1 Retention for Legal Purposes:

SysTools may retain your personal data for a period of up to 7 years or beyond if required in accordance with applicable legal, taxation, and regulatory requirements as mandated by the Government of India, whichever is longer. After the retention period has expired, your personal data will be securely deleted.

VII.2 Deletion of Data:

After the legal retention period has ended, SysTools will securely delete your personal data, in accordance with industry standards, and in a manner that ensures it cannot be reconstructed or retrieved.

VIII. COOKIES AND TRACKING TECHNOLOGIES

SysTools uses cookies and similar tracking technologies on our websites and other digital assets. Cookies are small files that are stored on your device and are used to enhance your experience and improve our Services. Cookies may be used for the following purposes:

VIII.1 Personalization:

To remember your preferences and customize the user experience.

VIII.2 Analytics:

To collect information about how visitors interact with our websites and services, allowing us to analyze trends and improve functionality.

VIII.3 Marketing:

To track the effectiveness of our advertising campaigns and deliver relevant promotional content.

We use both session cookies and persistent cookies. A session cookie is only stored on your device during a single visit to the Website (“browser session”) and is deleted when you close your browser to end the session. We use session cookies to make it easier for you to navigate our Services.

A persistent cookie remains on your hard drive for an extended period. We use persistent cookies to remember you, so you don’t have to log in every time you use our Services. Persistent cookies also enable us to track and target the interests of our users to enhance the experience on our Services.

Our Services gather certain information automatically and store it in log files. This information includes internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp. This information is used to administer and improve performance, diagnose server problems, and to help ensure the security of our Services.

Our Services include social media features, such as the Facebook Like button and widgets, such as a “Share” button. These features may collect information such as your IP address, which page you are visiting on our Services and may set a cookie to function properly. Social media features and widgets are either hosted by a third party or hosted directly on our Website. Your interactions with these features are governed by the privacy policy of the company providing it.

You may control cookie settings through your browser settings. However, disabling cookies may affect the functionality and performance of some features on our Website.

IX. YOUR RIGHTS AND CHOICES

As a data subject, you have the following rights regarding your personal data:

• Access and Correction: You have the right to request access to the personal data we hold about you and to request corrections to any inaccuracies.
• Right to Erasure: You may request the deletion of your personal data where it is no longer necessary for the purposes for which it was collected. However, this right may be subject to limitations based on applicable legal obligations that require us to retain data for a certain period.
• Right to Restrict Processing: You may request that we restrict the processing of your personal data in certain circumstances, including where you believe the data is inaccurate or the processing is unlawful.
• Opt-Out of Marketing Communications: You may opt-out of receiving marketing communications from SysTools at any time by following the instructions provided in such communications or by contacting us directly.
• Right to be informed: As a data controller, we are obliged to provide clear and transparent information about our data processing activities. This is provided by this Privacy Statement and any related communications we may send you.

X. CHANGES TO THIS PRIVACY STATEMENT

SysTools reserves the right to update or modify this Privacy Statement from time to time. Any changes to this Statement will be communicated by posting an updated version on our Website. If we make material changes, we will notify you by other means, as appropriate. Please review this Privacy Statement periodically to stay informed about how we are protecting your personal data.

XI. CONTACT US

If you have any questions or concerns about this Privacy Statement, or if you wish to exercise your rights as a data subject or have any grievances then please contact our Data Protection Officer (DPO)

Email ID: [email protected]

Address: P4 502 Pentagon Towers Magarpatta Cybercity Hadapsar Pune 411028