Privacy Policy

This Privacy Policy explains how ConnectHiveCRM ("ConnectHiveCRM", "we", "us" or "our") collects, uses, shares and protects personal data when you visit our website connecthivecrm.com (the "Website"), contact us, or use our CRM, Healthcare CRM, HRMS and related software products and services (the "Services").

We process personal data in accordance with applicable Indian law, including the Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000 and the rules made under them. By using the Website or Services, you acknowledge that you have read this Privacy Policy.

1. Who We Are

ConnectHiveCRM is a software company based in Mumbai, Maharashtra, India. You can contact us at connecthivecrm@gmail.com or +91 72087 72595.

For personal data we collect about website visitors, enquirers and our own customers' account contacts, we decide why and how that data is processed (we are the data fiduciary). For personal data that our customers store in our software — for example their leads, patients, students or employees — our customer is the data fiduciary and we process that data on their behalf (we act as a data processor). Section 5 explains this in more detail.

2. Personal Data We Collect

Information you give us

• Enquiry and demo requests: when you fill in a contact, "Request a Call" or demo form, we collect your name, email address, phone number, and the subject and message you provide.
• Calls, WhatsApp and email: if you call, message or email us, we receive your phone number or email address and the content of your communication.
• Customer account information: if you subscribe to our Services, we collect account details such as your name, organisation, business contact details, user details for your team, and billing information.
• Support requests: information you share when you ask for help.

Information collected automatically

• Usage and device information: such as pages visited, time spent, referring website, browser type, device type and approximate location derived from your IP address, collected through Google Analytics.
• Technical logs: our web servers record standard information such as IP address, date and time of access and the page requested, for security and troubleshooting.
• Cookies: see Section 8.

Customer Data

When our customers use the Services, they may upload or create personal data about their own contacts — for example leads, customers, patients, students, guests or employees ("Customer Data"). This is handled as described in Section 5.

3. How We Use Personal Data

• To respond to your enquiry, arrange a call or demo, and send you information you have asked for.
• To provide, operate, maintain and support the Services you subscribe to.
• To manage customer accounts, subscriptions, invoices and payments.
• To send service-related communication such as account, security and billing notices.
• To send product updates or marketing communication where you have agreed to receive it; you can opt out at any time.
• To understand how the Website is used and improve its content and performance.
• To protect the security of our Website and Services and prevent fraud or misuse.
• To comply with legal obligations and respond to lawful requests from authorities.

4. Legal Basis for Processing

We process personal data on the basis of your consent — for example when you submit a form or opt in to communication — and for legitimate uses permitted by law, such as providing a service you have requested, complying with legal obligations, and responding to emergencies. Where we rely on consent, you can withdraw it at any time by contacting us; withdrawal does not affect processing carried out before it.

5. Customer Data in Our Software

Our customers control the Customer Data they store in our CRM, Healthcare CRM, HRMS and other products. For Customer Data:

• We process it only to provide the Services, in line with our customer's instructions and our agreement with them.
• Our customer is responsible for having a lawful basis, obtaining any required consents and giving any required notices to the individuals concerned — including patients and employees.
• If you are an individual whose data is held by one of our customers (for example a patient of a clinic or an employee of a company using our software), please contact that organisation to exercise your rights. If you contact us, we will direct your request to them where appropriate.

Sensitive information

Customers using our healthcare or HR products may store sensitive information such as health or employment details. Customers should store only the information they need, restrict access using role-based permissions, and ensure their use complies with the laws and professional obligations that apply to them.

AI features

Some Services include AI features such as chat assistants, lead scoring, document scanning, translation and drafting tools. These features process the data needed to deliver the feature requested by the customer. AI outputs may be inaccurate and should be reviewed by the customer's users before they are relied on; our AI features are not intended to make medical, legal, employment or other significant decisions about individuals.

6. How We Share Personal Data

We do not sell your personal data. We share personal data only as follows:

• Service providers who help us run our business — such as hosting and cloud infrastructure, analytics (Google Analytics), maps (Google Maps), email, SMS and WhatsApp messaging providers, and payment processors — under obligations to protect the data and use it only for the services they provide to us.
• Our customers, in the case of Customer Data, and as needed to provide the Services.
• Legal and safety reasons — where required by law, court order or a lawful request from a government authority, or to protect the rights, safety and property of ConnectHiveCRM, our users or others.
• Business transfers — in connection with a merger, acquisition or sale of assets, subject to this Privacy Policy.

7. Where Data Is Stored

Personal data is stored on servers operated by our hosting and cloud service providers. Some of our service providers (for example analytics providers) may process data outside India. Where personal data is transferred outside India, we do so in accordance with applicable Indian law.

8. Cookies and Similar Technologies

Cookies are small text files stored on your device. Our Website uses:

Our pages also load fonts from Google Fonts, which may receive your IP address when fonts are downloaded. You can block or delete cookies through your browser settings; essential cookies are needed for forms to work. You can also opt out of Google Analytics using Google's browser add-on.

9. How Long We Keep Personal Data

We keep personal data only for as long as it is needed for the purposes described in this Privacy Policy, including to provide the Services, maintain business records and meet legal, tax and accounting obligations. Enquiry data is kept while we are in contact with you and for a reasonable period afterwards. Customer Data is retained according to our agreement with the customer and deleted or returned when the subscription ends, subject to legal requirements. When personal data is no longer needed, we delete or anonymise it.

10. How We Protect Personal Data

We use reasonable technical and organisational security measures to protect personal data against unauthorised access, loss, misuse or alteration. These include role-based access controls in our software, encryption and regular backups as described in our plans, and restricting access to personal data to people who need it. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a personal data breach occurs, we will notify affected parties and authorities as required by law.

11. Your Rights

Subject to applicable law, you have the right to:

• Access a summary of the personal data we hold about you and how it is processed.
• Correct, complete or update inaccurate or incomplete personal data.
• Erase personal data that is no longer necessary, unless we must keep it by law.
• Withdraw consent where processing is based on consent.
• Grievance redressal — raise a complaint with us about how your data is handled.
• Nominate another person to exercise your rights in the event of death or incapacity.

To exercise these rights, email connecthivecrm@gmail.com. We may need to verify your identity before responding. If you are not satisfied with our response, you may approach the Data Protection Board of India once it is operational for such complaints.

12. Children's Personal Data

Our Website and Services are intended for businesses and are not directed at children. We do not knowingly collect personal data from children through the Website. Customers who use our products for schools or institutes and store data about children are responsible for obtaining verifiable parental or guardian consent and meeting all other legal requirements that apply to children's data.

13. Links to Other Websites

Our Website may link to other websites and services, such as social media pages, WhatsApp or app stores. We are not responsible for the privacy practices of those websites; please read their privacy policies.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page shows when it was last changed. Where changes are significant, we will take reasonable steps to let you know, for example through a notice on the Website or by email.

15. Contact Us and Grievance Officer

If you have any questions, requests or complaints about this Privacy Policy or our handling of personal data, please contact our Grievance Officer:

We will acknowledge your request and aim to resolve it within the time required by applicable law.

Please also read our Terms of Service.