Privacy Policy

Information you give us

This includes the details you enter in our contact or consultation forms (such as your name, business email, phone number, company, role, country and the message you write), what you share when you email or speak with us, your newsletter or event sign-ups, and information you provide when applying for a role with us.

Information collected automatically

When you use the Website, our servers and analytics tools collect technical data such as your IP address, browser and device type, operating system, language, referring page, pages viewed, time spent, clicks and approximate location derived from your IP address. We collect this using cookies and similar technologies (see “Cookies”).

Information from other sources

We may receive business contact information from publicly available sources, professional networks, event organisers and referral partners, and from service providers who help us understand how people find and use the Website.

We use personal information to:

• Respond to enquiries, schedule consultations and prepare proposals.
• Provide, operate, maintain and improve the Website and our services.
• Send service messages, and — where permitted — news, insights and event invitations you may find useful.
• Understand how visitors use the Website so we can improve content, performance and usability.
• Protect the Website, our business and our clients, and detect and prevent fraud, abuse and security incidents.
• Comply with legal obligations and enforce our terms.
• Assess job applications and manage recruitment.

We do not use personal information from the Website to make decisions about you based solely on automated processing that produces legal or similarly significant effects.

Where laws such as the EU or UK GDPR apply, we process personal data only when we have a legal basis to do so:

Cookies are small files placed on your device. We use them, and similar technologies such as pixels and local storage, for these purposes:

• Strictly necessary — to make the Website work, remember preferences and keep it secure. These cannot be switched off.
• Analytics and performance — to count visits, see which pages are useful and fix problems, usually in aggregated form.
• Marketing — only where you consent, to measure the effectiveness of campaigns and show relevant content.

Where required by law we ask for your consent before setting non-essential cookies. You can also manage or delete cookies through your browser settings; blocking some of them may affect how the Website works. We honour recognised opt-out preference signals such as Global Privacy Control where required by applicable law.

We do not sell your personal information. We share it only in these situations:

• Service providers acting on our behalf, such as cloud hosting, analytics, email and communication tools, customer-relationship-management, scheduling and security providers. They may use the data only to provide services to us and under confidentiality and data protection terms.
• Professional advisers such as lawyers, auditors, insurers and accountants.
• Group companies and affiliates that help us run our business, under this policy.
• Business transfers — if we are involved in a merger, acquisition, financing or sale of assets, information may be transferred as part of that transaction, with notice where required.
• Legal and safety reasons — where required by law or valid legal process, or to protect the rights, property or safety of Aarvexa, our clients or others.
• With your direction or consent.

We and our service providers may process information in countries other than your own, including countries whose data protection laws differ from yours. When we transfer personal data from the European Economic Area, the United Kingdom or Switzerland, we use appropriate safeguards such as the European Commission’s Standard Contractual Clauses (and the UK addendum), adequacy decisions, or other lawful transfer mechanisms. You can contact us for a copy of the safeguards we use.

We keep personal information only as long as needed for the purposes in this policy, to meet legal, tax, accounting and reporting requirements, and to resolve disputes. As a general guide:

When information is no longer needed we delete it or irreversibly anonymise it.

We apply administrative, technical and organisational measures designed to protect personal information against loss, misuse and unauthorised access, disclosure, alteration or destruction. They include:

• Encryption of data in transit, and of stored data where appropriate.
• Role-based access controls, least-privilege principles and multi-factor authentication for staff systems.
• Vendor due diligence and written data protection terms with service providers.
• Regular security reviews, logging and monitoring, and an incident-response process.
• Confidentiality commitments and security awareness for our team.

No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a breach affects your personal information, we will notify you and the relevant authorities as required by law.

Depending on where you live, laws such as the GDPR, UK GDPR, the California Consumer Privacy Act (as amended), and India’s Digital Personal Data Protection Act, 2023 may give you rights over your personal information, including the right to:

• Access the personal information we hold about you and receive a copy.
• Correct information that is inaccurate or incomplete.
• Delete your personal information, subject to legal exceptions.
• Restrict or object to certain processing, including processing based on legitimate interests and direct marketing.
• Data portability — receive your data in a structured, commonly used format.
• Withdraw consent at any time, without affecting earlier processing.
• Opt out of the sale or sharing of personal information (we do not sell or share it for cross-context behavioural advertising).
• Not be discriminated against for exercising your rights.
• Lodge a complaint with your local data protection authority.

To exercise a right, email privacy@aarvexa.com or use our contact page. We may need to verify your identity first, and we will respond within the period required by law (generally within one month). You can unsubscribe from marketing emails at any time using the link in them. You may also authorise an agent to make a request on your behalf, where the law allows.

When we build, integrate or support systems for clients — for example NetSuite, Salesforce, Dynamics 365, data, AI or healthcare platforms — we may handle personal data that belongs to the client or the client’s customers. In those cases the client decides why and how the data is used (it is the “controller” or “business”), and we act on its documented instructions (as “processor” or “service provider”).

• The details are governed by the client’s agreement with us and, where required, a data processing agreement.
• For healthcare projects that involve protected health information, we work under a business associate agreement where HIPAA applies.
• If you are an individual whose data is held in a client’s system, please contact that client about your data; we will help them respond to your request.

Our Website and services are intended for businesses and professionals and are not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has given us personal information, please contact us and we will delete it promptly.

The Website may link to third-party sites, platforms and tools, including our digital health site at akshatmedtech.io. We do not control them and are not responsible for their privacy practices. We encourage you to read the privacy policy of every site you visit.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology or legal requirements. We will post the updated version here with a new “Last updated” date and, where changes are material, give additional notice (for example by email or a Website notice). Please review this page periodically.

For any question about this policy or how we handle personal information, email privacy@aarvexa.com or contact us through our contact page. We will respond within one business day and aim to resolve every request within the timeframe required by law.