At Vega (Office Document Management System), we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform and services.
By accessing or using Vega, you agree to the terms of this Privacy Policy. If you do not agree with the terms, please do not access the platform.
1. Information We Collect
1.1 Personal Information
We may collect personally identifiable information that you voluntarily provide when you:
- Register for an account (name, email ID, contact number, organisation name)
- Subscribe to a plan (billing address, payment method details)
- Contact our support team (communication records)
- Fill out forms or surveys on our platform
1.2 Document Data
When you upload documents to Vega, we store and process the files you provide. This may include:
- Document contents and metadata (file name, type, size, upload date)
- Tags, folders, and organisational data you assign
- Expiry dates, reminders, and workflow configurations
- E-signature records and approval histories
1.3 Automatically Collected Information
When you access Vega, we automatically collect certain information including:
- IP address and geographic location (approximate)
- Browser type, operating system, and device information
- Pages visited, time spent, and navigation patterns
- Referring URLs and search terms
- Cookies and similar tracking technologies
2. How We Use Your Information
We use the information we collect for the following purposes:
- Service Delivery: To provide, maintain, and improve the Vega platform and its features
- Account Management: To create and manage your account, process transactions, and send administrative communications
- Communication: To respond to your inquiries, send notifications about document expiry, approvals, and system updates
- Security: To detect, prevent, and address fraud, unauthorised access, and other security issues
- Analytics: To analyse usage patterns and improve our services, user experience, and platform performance
- Legal Compliance: To comply with applicable laws, regulations, and legal processes
3. Data Sharing and Disclosure
We do not sell your personal information. We may share your information in the following circumstances:
- Service Providers: With trusted third-party vendors who assist in operating our platform (cloud hosting, payment processing, email delivery, analytics)
- Within Your Organisation: With other members of your organisation as determined by your administrator's role-based access settings
- Legal Requirements: When required by law, subpoena, or other legal process, or to protect the rights, property, or safety of Vega, our users, or others
- Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity
4. Data Security
We implement robust security measures to protect your information:
- 256-bit AES encryption for data at rest and TLS 1.3 for data in transit
- Regular security audits and penetration testing
- Role-based access controls and multi-factor authentication
- Automated daily backups with disaster recovery procedures
- SOC 2 Type II compliance and industry-standard security practices
While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.
5. Data Retention
We retain your personal information for as long as your account is active or as needed to provide our services. Upon account termination:
- Your documents and data will be retained for 30 days to allow recovery
- After 30 days, documents are permanently deleted from our servers
- Certain records may be retained longer for legal, tax, or regulatory compliance
- Anonymised and aggregated data may be retained indefinitely for analytics
6. Your Rights and Choices
Depending on your location, you may have the following rights:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information (subject to legal exceptions)
- Portability: Request your data in a structured, machine-readable format
- Objection: Object to processing of your data for certain purposes
- Withdrawal of Consent: Withdraw consent where processing is based on consent
To exercise these rights, please reach out through the contact form on our website.
7. International Data Transfers
Vega operates globally. Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place, including Standard Contractual Clauses and other legally approved transfer mechanisms.
8. Children's Privacy
Vega is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the updated policy on our platform and updating the "Last updated" date. Your continued use of Vega after such changes constitutes acceptance of the revised policy.
10. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please reach out through the contact form on our website.