What personal information we have, why, and where do we store it?
sapnagroup maintains an online CRM (Customer Relationship Management) system used for communicating with clients for project management, business and marketing purpose. As data controllers we store basic contact information which includes first name, last name, company, office address, email, telephone, mobile number, fax, MSN contact, Skype contact and VAT number about our clients, agencies, business partners, sub-processors and employees and communications with them. Additionally, your contact details will also reside on personal contact list like but not limiting to Google contact list or address book, and/or on social and networking tools like Whatsapp/Skype/Facebook/Instagram etc. We may also share this information with third parties when we need to use their service or when we feel they might be beneficial to you. This information is not restricted to EEA.
Communication with us
When you send email or other communications to sapnagroup or any of our team members, we may retain and store those communications in order to process your inquiries, respond to your requests and improve our services.
Email alerts might be sent as a part of business development or for marketing purpose. No bulk mailers are used for sending any communication. We will not rent or sell your email address to anyone else. If you are unhappy about the emails we are sending you please email email@example.com and inform us of the email address you wish to remove.
sapnagroup uses SMS alerts to communicate and inform clients and business partners of any emergency situation including but not limiting server failures or maintenance mode of their system. If you are unhappy about the SMS we are sending you please email firstname.lastname@example.org and inform us of the mobile phone number you wish to remove.
What lawful basis do we have to process this information?
The lawful basis for this information is contract with the individual or company and/or legitimate interests: As we are a private-sector organisation and can process personal data without consent if we have a genuine and legitimate reason (including commercial benefit)
How long we retain this information for?
We may store this information for continuing our business relationship, and even keep this information beyond any active business relationship for any future perspective business.
sapnagroup is also a data processor for multiple data controllers. This is mainly due to the nature of our service where we have access to the data but are not part of the operations team etc, eg we do server hosting and maintenance and web development, but we don’t carry out operational activities like contacting the end user etc.
Our main sub processors are
- sapnagroup deutschland, Claus Hübner e.K. who handle German project management and administrative work for us
- Sapna Technologies an IT company in India which we use for our services which include software development and server hosting/maintenance.
- Hetzner (www.hetzner.de) which we use for hosting requirements. Hetzner does not have software access to our servers as it does not have any OS accounts.
- Strato (https://www.strato-hosting.co.uk/) used for remote backup solutions
- AWS (https://aws.amazon.com/) used for hosting services like files etc.
- G Suite, Gmail, Google Drive, Google Calendar, Dropbox, iCloud, Slack and similar services
In rare cases we may use a different provider as data processors and such cases are noted with the data controller.
What are your rights for your personal information?
You can contact us at email@example.com for any of the following requests for the personal information we hold of you
- to get details of the information we hold of you i.e. subject access requests
- to correct/update this information
- to delete this information
- to restrict processing of this information
- to object
- to not be subjected to automated decision making including profiling.
- to provide this information in portable format
Whom to contact if you have queries or complain?
If you have any queries or complains you can write to us at firstname.lastname@example.org
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When you visit our website or use our services, our servers log basic information like the IP address, time, request URL, browser details, system details like resolution etc. This information is not used to uniquely identify any visitor and is tracked for statistical purpose and for fault tracking. This information is used for internal purpose only except for generalised statistic information which might be used for marketing purpose. This information is not sold or passed on to third parties or third party systems.
We have taken appropriate steps to ensure your information is safe with us. Please refer to our security policy.