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Privacy Policy

Effective date: 05 January 2026
ProBits Technologies Pvt Ltd (“ProBits”, “we”, “us”, “our”) operates the website probits.in and affiliated products/services (collectively, the “Services”). This Privacy Policy explains how we collect, use, disclose, secure, and retain information about you, including Personal Data, PII, and Sensitive Personal Data or Information (SPDI) under Indian law. By accessing or using our Services, you agree to the practices described here. If you do not agree, please discontinue use.

1) Scope & Who We Are

This Policy applies to visitors, prospects, customers, learners/participants, trainers, and business contacts who interact with ProBits via our website, forms, events, email, integrations, and APIs. Legal entity: ProBits Technologies Pvt Ltd, India.

2) Key Definitions

  • Personal Data / Personal Information: Any data that relates to an identified or identifiable individual.
  • PII: Personally Identifiable Information used to identify a specific person.
  • SPDI: Sensitive Personal Data or Information as defined under Indian IT rules.
  • Non-Personal Data: De-identified or aggregated data that does not identify you.
  • Data Fiduciary / Controller: The party that determines the purposes and means of processing (generally ProBits for our Services).
  • Data Processor: A party that processes personal data on behalf of the Data Fiduciary (e.g., cloud vendors, analytics providers).

3) What We Collect

We collect information you provide directly, information collected automatically, and information from third parties as described in the policy.
3.1 Information you provide directly
  • Contact & Identity: Name, company, title/role, email, phone, country/city.
  • Account & Access: Username, password (hashed), preferences, roles (e.g., learner, trainer, admin).
  • Professional & Training Data: Course enrollments, completions, assessments/scores (where applicable), attendance, feedback forms, certificates, trainer profiles, portfolios.
  • Support & Communications: Messages, tickets, call notes, meeting recordings (where disclosed), survey responses, testimonials/consents.
  • Billing & Transactions (if applicable): Billing address, GST details, transaction IDs; we do not store full payment instrument numbers on our servers—these are handled by PCI-compliant processors where applicable.
3.2 Information we collect automatically
  • Device/Usage Data: IP address, device and browser type, OS, language, referring/exit pages, timestamps, page views, clicks, scrolls, error logs, session identifiers.
  • Cookies & Similar Tech: Session cookies, preference cookies, analytics cookies, pixels/SDKs, and local storage (see Section 10).
3.3 Information from third parties
  • Business Sources: Public websites (e.g., company sites), professional networks, events, referrals, lead-gen partners, resellers/implementers.
  • Enterprise Clients: If your employer or training partner provisions your access, we may receive your details (name, work email, employee ID, organization/unit, manager) to deliver Services.
3.4 SPDI examples (only if required/explicitly collected)
  • Financial: Limited payment details processed by payment gateways; we retain only tokens/last 4 digits where needed.
  • Health/Disability accommodations: If voluntarily provided to enable training accessibility.
  • Biometrics: Only if a specific program requires proctoring/attendance verification and you give explicit consent (we will provide a separate notice).

4) Why We Process Your Information

We process Personal Data (including SPDI where applicable) for:
  • Service Delivery: Create/manage accounts, authenticate users, enroll learners, track progress, generate certificates, maintain trainer rosters, and provide integrations (e.g., LMS, CRM, BI).
  • Customer Success & Support: Respond to queries, fix issues, personalize experiences, and improve outcomes.
  • Training Operations: Scheduling, attendance, assessments, scoring, proctoring (if used), reporting dashboards, skill-gap analytics.
  • Communications: Transactional emails/SMS (enrollment, reminders, updates, invoices), and—where permitted—marketing newsletters, product updates, event invites.
  • Product Improvement & Research: Usability studies, A/B tests, metrics, safety/abuse prevention, quality assurance.
  • Security & Compliance: Fraud prevention, audit trails, incident response, legal/regulatory requests.
  • Business Administration: Billing, accounting, taxation, mergers/acquisitions, and corporate governance.
We rely on consent and/or other lawful grounds permitted by Indian law (e.g., legitimate uses, contractual necessity, legal obligation). You can withdraw consent where applicable (see Section 7).

5) Email Information & Marketing Preferences

We send transactional emails for service delivery and marketing emails only with consent. You may unsubscribe at any time.
  • Transactional Emails: We send service-related emails (enrollments, password resets, exam windows, invoices). You cannot opt out of strictly necessary communications.
  • Marketing Emails: With consent (or where permissible), we send newsletters, event invites, product updates. You may unsubscribe at any time via the link in the email or by contacting us.
  • Email Analytics: We may track email opens/clicks to measure engagement and improve relevance.

6) Interactive Forms & Experience Data

When you submit forms (contact us, demo requests, surveys, quizzes, assignments, assessments, feedback), we collect the fields you provide plus metadata (time, page URL, device/region). We use this to:
  • Respond to your request and deliver services.
  • Personalize learning paths and dashboards.
  • Improve content quality and outcomes (e.g., skill-gap analysis, completion rate insights).
  • Generate anonymized reports for business value (aggregates/benchmarks without identifying you).

7) Your Rights & Choices

Subject to applicable law, you may have the right to:
  • Access personal data and know how we process it.
  • Correct inaccurate/incomplete data.
  • Delete/Erase data (subject to legal/business retention needs).
  • Withdraw consent where processing is based on consent.
  • Object/Restrict certain processing (where permitted).
  • Portability (structured export where feasible).
  • Grievance redressal and nomination of a person to exercise rights (where recognized by law).
To exercise rights, email info@probits.in (or see Section 14). We’ll respond within a reasonable timeframe (typically within 30 days).

8) Disclosure of Personal Information

may disclose Personal Data to:
  • Service Providers/Processors: Cloud hosting, storage, analytics, email/SMS delivery, payment gateways, proctoring/ID-verification (if used), customer support tools—bound by contracts and security obligations.
  • Enterprise Clients & Partners: If your access is sponsored by your employer/training partner, we may share your learning progress, completion, assessment results, certificates, attendance, and feedback with authorized stakeholders.
  • Affiliates & Group Entities: For legitimate business and consolidated services/support.
  • Legal/Compliance: Withdraw consent where processing is based on consent.
  • Business Transfers: In connection with a merger, acquisition, financing, or sale of assets; we will ensure continuity of protections or notify you of material changes.
We do not sell Personal Data. We do not allow vendors to use your data for their own marketing without your consent.

9) Security & Retention

We use reasonable security practices and retain data only as long as necessary or legally required.
9.1 Security
We implement reasonable security practices and procedures appropriate to the risk, including:
  • Encryption in transit (HTTPS/TLS) and at rest (where applicable).
  • Access controls, least privilege, MFA for admin roles.
  • Network and application safeguards, logging, and monitoring.
  • Secure development and vulnerability management.
  • Vendor due diligence and contractual security commitments.
  • Incident response and breach notification processes.
9.2 Retention
We retain Personal Data only as long as necessary for the purposes described, or as required by law (e.g., tax, accounting), and then delete or anonymize it. Typical categories:
  • Account & profile data: For the life of the account + a reasonable period.
  • Training records/certificates: As required by customers/regulators or program policies.
  • Support tickets and logs: For diagnostics/compliance windows. You may request deletion (see Section 7), subject to legal/contractual obligations.

10) Cookies & Analytics

  • What we use: Cookies, pixels, tags, SDKs, and local storage to run core site features (authentication, session continuity), remember preferences, and analyze usage.
  • Analytics/Performance: We use analytics platforms to measure traffic and improve UX. Data may include IP (or truncated IP), device info, pages visited, and events.
  • Your choices: Browser settings can block or delete cookies. Some features may not function without essential cookies. Where required, we present a cookie banner for consent/choices.

11) Children’s Data

Our Services are primarily for business and adult learners. If we process data of children (under 18 years in India) for specific programs, we do so only with verifiable consent from the parent/guardian or as permitted by law and provide program-specific notices.

12) International Transfers

If we transfer Personal Data outside your country (e.g., to global cloud providers), we use appropriate safeguards consistent with applicable law (contractual protections, jurisdictional permissions). We will ensure vendors provide comparable levels of protection.

13) Links to Other Sites

Our Services may link to third-party websites/apps. We are not responsible for their privacy practices. Review their policies before providing personal information.

14) Changes to This Privacy Policy

We may update this Policy from time to time. The “Effective date” will indicate the latest revision. For material changes, we may provide a prominent notice (e.g., banner, email to account holders). Your continued use after changes signifies acceptance.

15) Contact & Grievance Redressal

If you have questions, requests, or complaints regarding privacy, please contact: Privacy Office / Grievance Officer ProBits Technologies Pvt Ltd No 136, Road, 14, Hobli, Kengeri, Doddabale, Karnataka 560060, India Email: info@probits.in Phone: +91 99005 24255 We aim to respond within 30 days or earlier as required by applicable law.

16) Additional Disclosures for India (SPDI & Indian Law)

  • We follow reasonable security practices and procedures for SPDI and maintain internal security policies proportionate to risk.
  • We collect, use, and disclose SPDI only with consent or under other lawful grounds and only for the stated purpose.
  • You may review, correct, and withdraw consent for your SPDI (subject to legal/contractual limits).
  • We maintain a grievance redressal mechanism; contact details are provided above.

17) Practical Notes on Data Sources & Lawful Grounds

  • Sources: You, enterprise customers, authorized administrators, public professional profiles, and integrated tools (e.g., LMS, CRM, analytics).
  • Lawful Grounds (illustrative): Consent, contractual necessity (e.g., to deliver training you signed up for), compliance with legal obligations, and other legitimate uses permitted under Indian law.

18) Automated Decision-Making & Profiling (If/When Used)

If we use algorithms to recommend courses, flag risks (e.g., exam integrity), or personalize content:
  • We limit use to education/service improvement purposes.
  • We monitor models for fairness, accuracy, and relevance.
  • You can reach us to learn more or object where permitted (see Section 7).

19) Do-Not-Track

Some browsers offer “Do-Not-Track.” Our Services may not currently respond to DNT signals. You can manage cookies/consents as described in Section 10.