Privacy Policy

Privacy Policy

Last Updated: January 1, 2024

Data Protection Officer

Email: dpo@host4india.com

Address: G - 01, C-27, Trapezoid IT Park, C-block, Sector - 62, Noida, Uttar Pradesh 201307, India

For any questions about this policy or to exercise your privacy rights, contact our Data Protection Officer using the details above.

What Personal Data We Collect

We collect only the personal data necessary to provide our services. Personal data means any information that identifies you or can be used to identify you.

Account Information

• Full name
• Email address
• Phone number
• Company name (if applicable)
• Billing address
• GST number (if applicable)

Payment Information

• Payment method details (processed by payment processors)
• Billing history
• Transaction records
• Invoice details

Note: We do not store complete credit card numbers. Payment processing is handled by PCI-DSS compliant third-party processors.

Technical Information

• IP address
• Browser type and version
• Device information
• Operating system
• Server access logs
• Service usage data
• Performance metrics

Communication Data

• Support ticket messages
• Email correspondence
• Chat transcripts
• Phone call records (when applicable)

Service Data

• Domain names registered
• Server configurations
• Backup data
• File uploads to your hosting account
• Database content

Legal Basis for Processing Your Data

We process your personal data based on the following legal grounds:

• Contract Performance: We process data necessary to provide services you have purchased from us.
• Legal Obligation: We process data to comply with Indian tax laws, accounting requirements, and court orders.
• Legitimate Interest: We process data to prevent fraud, improve our services, and maintain security.
• Consent: We process data for marketing communications only with your explicit consent, which you can withdraw anytime.

How We Use Your Personal Data

We use your personal data for the following purposes:

Service Delivery

• Creating and managing your account
• Provisioning hosting services
• Processing payments and invoices
• Providing technical support

Communication

• Sending service notifications
• Responding to inquiries
• Providing updates about your services
• Sending security alerts

Security & Compliance

• Detecting and preventing fraud
• Monitoring for security threats
• Complying with legal obligations
• Enforcing our terms of service

Improvement & Marketing

• Analyzing service performance
• Improving our products
• Sending promotional offers (with consent)
• Conducting customer surveys

Third Parties Who Receive Your Data

We share your data with trusted third-party service providers who help us deliver our services. All third parties are contractually bound to protect your data.

Payment Processors

Razorpay, PayU, Stripe, PayPal

Purpose: Processing credit card and online payments securely

Analytics

Google Analytics

Purpose: Understanding website usage and improving user experience

Support Tools

Zoho Desk

Purpose: Managing customer support tickets and communications

We do not sell, rent, or trade your personal data to third parties for their marketing purposes.

International Data Transfers

Some of our service providers (such as payment processors and analytics tools) may store or process your data outside India. When we transfer data internationally, we ensure:

• The recipient country provides adequate data protection
• We use Standard Contractual Clauses approved for data transfers
• Service providers implement appropriate security safeguards
• Transfers comply with DPDPA requirements

You have the right to obtain information about safeguards we use for international transfers. Contact our Data Protection Officer for details.

How Long We Keep Your Data

We retain your personal data only as long as necessary for the purposes described in this policy and to comply with legal obligations.

• Active customer accounts — Duration of service + 3 years
• Inactive accounts (no active services) — 1 year, then deleted
• Payment and invoice records — 7 years (tax law requirement)
• Support tickets and communications — 2 years
• Server logs and technical data — 90 days
• Marketing consent records — Until consent is withdrawn
• Backup data (If services availed) — As per retention policy, then overwritten

After retention periods expire, we securely delete or anonymize your data. Some data may be retained longer if required by law or for legitimate legal purposes (such as dispute resolution).

Your Privacy Rights

Under the Digital Personal Data Protection Act, 2023, you have the following rights:

Right to Access

You can request a copy of the personal data we hold about you. We will provide this information in a commonly used electronic format.

Right to Correction

You can request correction of inaccurate or incomplete personal data. We will update your information promptly upon verification.

Right to Erasure

You can request deletion of your personal data when it is no longer necessary for the purposes collected, or when you withdraw consent. Note that we may retain certain data to comply with legal obligations.

Right to Data Portability

You can request your data in a structured, machine-readable format to transfer to another service provider.

Right to Withdraw Consent

Where we process your data based on consent (such as marketing communications), you can withdraw consent at any time. This does not affect the lawfulness of processing before withdrawal.

Right to Grievance Redressal

You can file a complaint with our Data Protection Officer if you believe your privacy rights have been violated. If unsatisfied with our response, you can escalate to the Data Protection Board of India.

How to Exercise Your Rights

To exercise any of these rights, contact our Data Protection Officer at dpo@host4india.com with:

• Your full name and account email
• Specific right you wish to exercise
• Details of your request
• Proof of identity (to prevent unauthorized access)

We will respond to your request within 30 days. The first request per year is free. For excessive or repetitive requests, we may charge a reasonable administrative fee.

Cookies and Tracking Technologies

We use cookies and similar technologies to improve your experience, analyze usage, and deliver personalized content.

Essential Cookies

Required for the website to function properly. These cannot be disabled.

Examples: Session cookies, authentication tokens, security cookies

Analytics Cookies

Help us understand how visitors use our website so we can improve it.

Examples: Google Analytics, performance monitoring tools

Marketing Cookies

Track your activity to show relevant advertisements. These require your consent.

Examples: Retargeting pixels, conversion tracking

Managing Cookies

You can control cookies through your browser settings. Note that disabling cookies may affect website functionality.

To opt out of Google Analytics: Google Analytics Opt-out Browser Add-on

Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, or destruction.

Technical Measures

• SSL/TLS encryption for data transmission
• Encrypted data storage
• Firewall protection
• Regular security audits
• Intrusion detection systems
• Secure backup procedures

Organizational Measures

• Access controls and authentication
• Employee training on data protection
• Confidentiality agreements with staff
• Regular security reviews
• Incident response procedures
• Vendor security assessments

Data Breach Notification

In the event of a data breach that poses a risk to your rights and freedoms, we will:

• Notify affected users within 72 hours via email to your registered email address
• Report the breach to the Data Protection Board of India as required by law
• Describe the nature of the breach and data affected
• Explain the likely consequences and measures taken to address the breach
• Provide recommendations to protect yourself from potential harm

We maintain an incident response plan and conduct regular drills to ensure prompt and effective breach response.

Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal data from minors without verifiable parental consent as required by DPDPA.

If you are a parent or guardian and believe your child has provided us with personal data without your consent, please contact our Data Protection Officer immediately at dpo@host4india.com.

Upon verification, we will delete such information from our systems within 30 days.

Marketing Communications

We send marketing communications only with your explicit consent. You can opt out at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Logging into your account and updating preferences
• Contacting support@host4india.com
• Replying to any marketing email with "UNSUBSCRIBE"

Opting out of marketing does not affect transactional emails (such as invoices, service notifications, or security alerts), which are necessary for service delivery.

Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices, legal requirements, or services. When we make material changes:

• We will update the “Last Updated” date at the top of this policy
• We will notify you via email to your registered email address
• We will post a notice on our website for 30 days
• For significant changes, we may request your renewed consent

We encourage you to review this policy periodically. Continued use of our services after changes constitutes acceptance of the updated policy.

Complaints and Grievances

If you have concerns about how we handle your personal data:

Step 1: Contact Our Data Protection Officer

Email: dpo@host4india.com

We will acknowledge your complaint within 3 business days and provide a resolution within 30 days.

Step 2: Escalate to Data Protection Board

If you are not satisfied with our response, you can file a complaint with the Data Protection Board of India as established under DPDPA 2023.

Contact Information

Company: Webberstop India Pvt. Ltd.

Email: dpo@host4india.com

Support Email: support@host4india.com

Registered Office: G - 01, C-27, Trapezoid IT Park, C-block, Sector - 62, Noida, Uttar Pradesh 201307, India