Privacy Policy

1. Overview

This Privacy Policy applies to Zansys Technologies ("Zansys", "we", "us", or "our"), including our website at zansys.com and all services we provide. It applies to information collected from website visitors, prospective clients, current and former clients, and job applicants.

Where we process personal data on behalf of our clients as part of delivering software services, we act as a data processor. Separate data processing agreements govern those arrangements.

2. Information We Collect

Information you provide directly

Information collected automatically

When you visit our website, we automatically collect:

• IP address and approximate location (country/city level)
• Browser type, operating system, and device type
• Pages visited, time on site, and referring URL
• Interactions with our website (clicks, form starts)

This is collected via cookies and similar technologies. See Section 8 for more detail.

3. How We Use Your Data

We use your personal data for the following purposes:

• Responding to enquiries — to reply to contact form submissions, estimate requests, and general enquiries
• Delivering services — to manage projects, communicate with you, and fulfil our contractual obligations
• Sending proposals and quotes — to prepare and send project proposals, estimates, and statements of work
• Invoicing and payment — to issue invoices, process payments, and maintain financial records
• Marketing communications — to send relevant updates, case studies, and insights (with your consent, and always with an easy opt-out)
• Improving our website — to analyse usage patterns and improve site content and performance
• Legal and compliance — to comply with applicable laws and regulations, and to protect our legal rights
• Recruitment — to process job applications and communicate with candidates

We do not use personal data for automated decision-making or profiling that produces legal or similarly significant effects.

4. Legal Basis for Processing

Where the GDPR or equivalent privacy laws apply, we rely on the following legal bases:

• Contract performance — processing necessary to deliver our services to you
• Legitimate interests — responding to enquiries, improving our services, and sending relevant marketing to existing clients and prospects (where we reasonably believe you would expect to hear from us)
• Consent — for marketing communications to new contacts, and for non-essential cookies
• Legal obligation — for record-keeping, tax, and compliance purposes

5. Sharing Your Data

We do not sell, rent, or trade your personal data. We share data only in the following circumstances:

• Service providers — trusted third parties who help us operate our business, such as email platforms, CRM software, cloud hosting providers, and accounting tools. These parties are contractually required to protect your data and may only use it to provide services to us.
• Professional advisors — lawyers, accountants, and auditors, subject to professional confidentiality obligations
• Business transfers — in the event of a merger, acquisition, or sale of our business, your data may be transferred to the new owner as part of the transaction, subject to equivalent privacy protections
• Legal requirements — where required by law, court order, or regulatory authority

6. Data Retention

We retain personal data for as long as necessary to fulfil the purposes described in this policy, unless a longer retention period is required by law.

• Prospect data — up to 2 years from last contact if no engagement begins
• Client project data — 7 years from project completion (for legal and audit purposes)
• Financial records — as required by applicable tax and accounting law (typically 7–10 years)
• Marketing opt-ins — until you withdraw consent
• Job application data — up to 12 months if not hired (with your consent)

At the end of a retention period, data is securely deleted or anonymised.

7. Security

We take data security seriously. Our measures include:

• Encryption of data in transit (TLS/HTTPS) and at rest
• Role-based access controls — staff only access data they need for their role
• Physical access controls at our development facility in New Delhi
• Regular security assessments and staff training
• NDAs signed with all employees and contractors

No method of electronic transmission or storage is 100% secure. In the unlikely event of a data breach affecting your rights and freedoms, we will notify you and relevant authorities as required by law.

8. Cookies

Our website uses cookies and similar technologies. Cookies are small text files stored on your device when you visit our site.

Essential cookies

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

Analytics cookies

We use Google Analytics and similar tools to understand how visitors use our site. This data is aggregated and anonymised. You can opt out using your browser settings or a browser extension such as the Google Analytics Opt-Out Add-on.

Marketing cookies

Where we run digital advertising, we may use cookies to measure campaign effectiveness. These are only set with your consent.

You can control cookies through your browser settings. Disabling non-essential cookies will not affect your ability to use our website.

9. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access — request a copy of the personal data we hold about you
• Correction — request that we correct inaccurate or incomplete data
• Deletion — request that we delete your personal data (subject to legal retention obligations)
• Restriction — request that we restrict processing of your data in certain circumstances
• Portability — receive your data in a structured, machine-readable format
• Object — object to processing based on legitimate interests, including for direct marketing
• Withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at privacy@zansys.com. We will respond within 30 days. We may need to verify your identity before processing your request.

If you are in the EU or UK and believe we have not handled your data lawfully, you have the right to lodge a complaint with your local data protection authority.

California residents may have additional rights under the CCPA. Please contact us for more information.

10. International Data Transfers

Zansys is headquartered in India. When we process data from individuals in the EU, UK, or other jurisdictions with data protection laws, we ensure appropriate safeguards are in place for any international transfers, including Standard Contractual Clauses (SCCs) where applicable.

Our US offices process data from US clients in accordance with applicable US privacy laws. Data processed for US client projects remains within US infrastructure where required.

11. Children's Privacy

Our services are intended for business clients and are not directed at children under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us and we will promptly delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you by email.

We encourage you to review this policy periodically. Your continued use of our website or services after any changes constitutes acceptance of the updated policy.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact our privacy team:

Privacy Team — Zansys Technologies
67 Chandra Bhawan, 3rd Floor, Nehru Place, New Delhi 110019, India
Email: privacy@zansys.com
Phone: +91-9289289948

For matters relating to US client data:
27 North Wacker Street, Suite 910, Chicago, IL 60606
Phone: +1-312-450-3198