Privacy Policy

The CoreSphere Technologies is a sole proprietorship business based in Mumbai, Maharashtra, India. We provide software development, website development, SaaS, WaaS, automation, artificial intelligence-enabled solutions, maintenance, support and related digital services.

By using this website, submitting an enquiry, requesting a quotation, making a payment, entering into a service relationship or otherwise providing personal data to us, you acknowledge the practices described in this Privacy Policy.

1. Scope of This Policy

This Privacy Policy applies to personal data collected through:

• The CoreSphere Technologies website at thecoresphere.com.
• Contact, enquiry, quotation, onboarding and support forms.
• Email, telephone, SMS, WhatsApp and other business communications.
• Invoices, payment links, UPI or merchant QR payments and payment-gateway transactions.
• Customer onboarding, service delivery, maintenance and technical support.
• Our SaaS and WaaS products where a separate product-specific privacy policy does not apply.

Individual products, including DentaSphere, may have separate privacy policies that provide additional or more specific information. Where a product-specific privacy policy applies, it should be read together with this Policy.

2. Personal Data We May Collect

2.1 Information You Provide

Depending on your interaction with us, we may collect:

• Name, job title, business name and authorised-person details.
• Email address, telephone number, WhatsApp number and business address.
• Enquiry details, project requirements, product interests and support requests.
• Quotation, proposal, purchase-order, agreement and invoice information.
• Business registration, tax, identity or address documents where required for onboarding, contracting, invoicing, compliance or verification.
• Usernames, account identifiers and role information for services provided by us.
• Communications, feedback, approvals, complaints and grievance records.
• Any other information you voluntarily provide for a lawful business purpose.

2.2 Payment and Transaction Information

When you make a payment, the payment may be processed through a bank, UPI system, merchant QR, payment link, payment gateway, card network, wallet or another authorised payment service provider.

We may receive or retain limited transaction information such as:

• Payer name or masked account details where supplied by the payment provider.
• Transaction reference, payment status, amount, currency and date.
• Invoice, quotation, subscription or order reference.
• Payment mode and limited reconciliation information.
• Refund, reversal, dispute or chargeback status.

We do not directly request or store your UPI PIN, card PIN, complete card number, CVV, NetBanking password or one-time password. Such confidential payment credentials are entered on and processed by the relevant bank, payment gateway or payment service provider.

2.3 Information Collected Automatically

When you visit the website, our servers and service providers may automatically collect technical information such as:

• IP address, browser type, device type and operating system.
• Pages visited, referring page, date, time and approximate session duration.
• Device identifiers, language, general location derived from IP and interaction data.
• Security, error, diagnostic and access logs.

2.4 Cookies and Similar Technologies

We may use essential cookies and similar technologies to operate, secure and improve the website. Where enabled, analytics or advertising tools such as Google Analytics, Meta Pixel or similar services may collect usage and interaction data according to their own privacy practices.

You can control non-essential cookies through available consent controls, browser settings or device settings. Blocking essential cookies may affect website functionality.

3. Why We Process Personal Data

We may process personal data for the following lawful business purposes:

• Responding to enquiries and providing requested information.
• Preparing quotations, proposals, demonstrations, invoices and agreements.
• Opening, administering and securing customer or product accounts.
• Delivering software, SaaS, WaaS, implementation, support and maintenance services.
• Processing, confirming, reconciling and refunding payments.
• Providing transaction, activation, service, security and support communications.
• Managing subscriptions, renewals, cancellations, disputes and complaints.
• Preventing fraud, misuse, unauthorised access and security incidents.
• Maintaining financial, tax, contractual, audit and compliance records.
• Improving website performance, products, services and customer experience.
• Sending promotional communications where permitted and based on applicable consent choices.
• Establishing, exercising or defending legal claims and complying with lawful requests.

4. Consent and Withdrawal

Where processing is based on consent, you may withdraw that consent by contacting us. Withdrawal will not affect processing already completed lawfully before withdrawal.

Certain data may still need to be processed or retained where necessary to complete a requested service, comply with legal obligations, maintain transaction records, protect security or resolve disputes.

5. How We Share Personal Data

We do not sell or rent personal data to third-party marketing agencies. We may share limited personal data only where reasonably necessary with:

• Banks, payment gateways, merchant-acquiring partners, UPI or card networks and payment service providers.
• Hosting, cloud, domain, email, messaging, analytics, customer-support and security service providers.
• Professional advisers such as accountants, auditors, legal advisers and consultants.
• Technology partners, subcontractors or implementation providers involved in delivering an agreed service.
• Government, regulatory, law-enforcement, judicial or tax authorities where disclosure is required or lawfully requested.
• A successor or purchaser in connection with a lawful business reorganisation, merger, transfer or sale, subject to appropriate safeguards.

Service providers are expected to process personal data only for authorised purposes and to apply reasonable confidentiality and security measures.

6. Payment Service Providers

Payments made through SmartHub Vyapar, merchant UPI QR, payment links, SmartGATEWAY or another authorised payment channel are also governed by the privacy notices and terms of the relevant bank or payment service provider.

Payment providers may independently collect and process identity, device, payment, fraud-prevention and transaction data required to authorise and settle a transaction. We do not control the provider’s independent processing activities.

7. International Processing

Some hosting, cloud, analytics, communication or software service providers may process data using infrastructure located outside India. Where such processing occurs, we will take reasonable steps to use reputable providers and apply contractual, technical or organisational safeguards appropriate to the nature of the data and applicable law.

8. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes described in this Policy, including service delivery, account administration, security, legal compliance, taxation, accounting, audit, dispute resolution and enforcement of agreements.

Retention periods may vary depending on the type of record:

• Enquiry and sales records may be retained while the enquiry remains active and for a reasonable follow-up period.
• Customer, contract, invoice and transaction records may be retained for the legally required accounting, tax, audit and dispute-resolution period.
• Security, diagnostic and access logs may be retained for a limited period appropriate to security and operational needs.
• Consent and communication-preference records may be retained to demonstrate or honour the relevant choice.

When data is no longer required, we may securely delete, anonymise or aggregate it, subject to technical and legal limitations.

9. Data Security

We use reasonable administrative, technical and organisational safeguards designed to protect personal data against unauthorised access, alteration, disclosure, loss, misuse or destruction.

Measures may include:

• HTTPS encryption for website traffic.
• Role-based or need-based access controls.
• Secure credentials and authentication practices.
• Server, software and security monitoring.
• Backups and incident-response procedures where applicable.
• Use of established banks and payment service providers for payment processing.

No method of internet transmission or electronic storage is completely secure. Customers must protect their own passwords, devices, email accounts, OTPs and payment credentials and promptly inform us of suspected unauthorised access.

10. Data Breach and Incident Response

If we become aware of a personal-data breach affecting information under our control, we will investigate, take reasonable steps to contain and mitigate the incident, preserve relevant records and provide notifications to affected individuals or authorities where required by applicable law.

11. Your Privacy Rights

Subject to applicable law and verification of your identity or authority, you may request:

• Confirmation of whether we process your personal data.
• Access to or a summary of personal data held about you.
• Correction, completion or updating of inaccurate or incomplete data.
• Deletion or erasure of data that is no longer required, subject to lawful retention obligations.
• Withdrawal of consent where processing is based on consent.
• Information about relevant grievance or complaint channels.
• Nomination or authorised representation where provided by applicable law.

To submit a privacy request, email info@thecoresphere.com using the subject line Privacy Request. We may request reasonable information to verify your identity and protect data from unauthorised disclosure.

12. Marketing Communications

Where permitted, we may send information about our services, products, updates or offers through email, telephone, SMS, WhatsApp or similar channels.

You may opt out of promotional communications by using an unsubscribe option where available or contacting us. You may still receive essential communications relating to quotations, invoices, payments, security, active services, support or legal matters.

13. Third-Party Links

The website may contain links to product websites, payment pages, social networks or other third-party services. We are not responsible for the privacy, security or content practices of third-party websites. Please review their privacy policies before providing personal data.

14. Children’s Privacy

This corporate website and our business services are not directed to children. We do not knowingly seek to collect personal data directly from children without appropriate lawful authorisation. If you believe a child has provided personal data improperly, please contact us so that we can review and take appropriate action.

15. Product and Client Data

Where we process personal data on behalf of a business customer through a hosted product, custom system or support engagement, the customer may be responsible for determining the lawful purpose and instructions for that processing.

Additional responsibilities, security terms, data-processing conditions or product-specific privacy provisions may be stated in the relevant proposal, agreement or product policy.

16. Grievance and Privacy Contact

For privacy questions, data requests, payment-data concerns or grievances, contact us using the details below. Please provide sufficient information to understand the request, but do not send passwords, OTPs, CVVs, UPI PINs or full card details.

We aim to acknowledge genuine privacy or grievance requests within two working days and respond within a reasonable period based on the request, verification requirements and applicable law.

17. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in law, technology, payment methods, products or business practices. The revised Policy will be published on this page with an updated effective date.

18. Contact Us

Questions about this Privacy Policy may be sent to info@thecoresphere.com.