Privacy Policy
Last Updated: December 23, 2025
Effective Date: December 23, 2025
1. Introduction
This Privacy Policy explains how Ved Tech Solutions Ltd. ("Company," "we," "us," or "our") collects, uses, discloses, and protects your personal information when you use our cloud-based Odoo hosting platform (the "Service").
We act as both a Data Controller (for your account information) and a Data Processor (for the data you store in your Odoo instances) under GDPR.
2. Data Controller Information
Ved Tech Solutions Ltd.Email: privacy@vedtechsolutions.com
Data Protection Officer: dpo@vedtechsolutions.com
3. Information We Collect
3.1 Information You Provide
| Category | Data Types | Purpose |
|---|---|---|
| Account Information | Name, email, company name, phone number | Account creation, communication |
| Billing Information | Payment card details (processed by third-party), billing address | Payment processing, invoicing |
| Support Requests | Issue descriptions, screenshots, correspondence | Technical support, service improvement |
3.2 Information Collected Automatically
| Category | Data Types | Purpose |
|---|---|---|
| Usage Data | Login times, features used, pages visited | Service improvement, analytics |
| Device Information | IP address, browser type, operating system | Security, troubleshooting |
| Cookies | Session cookies, preference cookies | Authentication, personalization |
3.3 Your Instance Data
You are the Data Controller for the data stored in your Odoo instances. We process this data only as instructed by you to provide the Service. This may include customer records, employee data, financial transactions, and other business information you choose to store.
4. Legal Basis for Processing (GDPR)
We process your personal data based on the following legal grounds:
| Legal Basis | Processing Activities |
|---|---|
| Contract Performance | Providing the Service, processing payments, account management |
| Legitimate Interests | Security monitoring, fraud prevention, service improvement, analytics |
| Legal Obligation | Tax compliance, responding to legal requests, regulatory requirements |
| Consent | Marketing communications, optional cookies, newsletters |
5. How We Use Your Information
We use your personal information to:
- Provide, maintain, and improve the Service
- Process payments and send invoices
- Provide technical support and respond to inquiries
- Send service-related notifications (security alerts, maintenance notices)
- Monitor and prevent fraudulent or unauthorized activity
- Analyze usage patterns to improve user experience
- Comply with legal obligations
- Send marketing communications (with your consent)
6. Data Sharing and Disclosure
We do not sell your personal data. We may share your information with:
6.1 Service Providers
| Provider Type | Purpose | Data Shared |
|---|---|---|
| Payment Processor (PowerTranz) | Payment processing | Billing information, transaction data |
| Cloud Infrastructure | Hosting and storage | Instance data (encrypted) |
| Email Service | Transactional emails | Email address, name |
6.2 Legal Requirements
We may disclose information if required by law, legal process, or government request, or to protect our rights, property, or safety.
6.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your data becomes subject to a different privacy policy.
7. International Data Transfers
Your data may be transferred to and processed in countries outside your country of residence. When transferring data outside the European Economic Area (EEA), we ensure adequate protection through:
- Standard Contractual Clauses (SCCs) approved by the European Commission
- Transfers to countries with adequacy decisions
- Other lawful transfer mechanisms under GDPR
8. Data Retention
| Data Type | Retention Period |
|---|---|
| Account Information | Duration of account + 30 days after termination |
| Instance Data (Your Data) | Duration of subscription + 30 days after termination |
| Billing Records | 7 years (legal requirement) |
| Support Tickets | 3 years after resolution |
| Server Logs | 90 days |
| Backups | Per plan retention period (7-90 days) |
9. Your Rights (GDPR)
Under GDPR, you have the following rights:
Right of Access
Request a copy of your personal data we hold.
Right to Rectification
Request correction of inaccurate or incomplete data.
Right to Erasure
Request deletion of your personal data ("right to be forgotten").
Right to Restrict Processing
Request limitation of how we process your data.
Right to Data Portability
Receive your data in a structured, machine-readable format.
Right to Object
Object to processing based on legitimate interests.
To exercise any of these rights, please contact us at privacy@vedtechsolutions.com. We will respond within 30 days.
You also have the right to lodge a complaint with your local data protection authority if you believe we have violated your privacy rights.
10. California Privacy Rights (CCPA)
California residents have additional rights under the CCPA:
- Right to Know: Request disclosure of personal information collected, used, and shared.
- Right to Delete: Request deletion of personal information.
- Right to Non-Discrimination: We will not discriminate against you for exercising your rights.
- Right to Opt-Out: We do not sell personal information, but you can opt out of any future sales.
To make a request, contact us at privacy@vedtechsolutions.com or call our toll-free number.
11. Data Security
We implement industry-standard security measures to protect your data:
- Encryption in Transit: All data is encrypted using TLS 1.2+ (SSL)
- Encryption at Rest: Backups are encrypted with AES-256
- Database Isolation: Each customer has an isolated database
- Access Controls: Role-based access with multi-factor authentication
- Monitoring: 24/7 security monitoring and intrusion detection
- Regular Audits: Periodic security assessments and vulnerability testing
12. Cookies and Tracking
We use cookies and similar technologies:
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential Cookies | Authentication, security, basic functionality | Session / 1 year |
| Preference Cookies | Remember your settings and preferences | 1 year |
| Analytics Cookies | Understand how you use our Service | 2 years |
You can manage cookie preferences through your browser settings.
13. Children's Privacy
The Service is not directed to children under 16. We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child under 16, we will delete that information promptly.
14. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service at least 30 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.
15. Contact Us
For privacy-related inquiries or to exercise your rights:
Ved Tech Solutions Ltd.Privacy Team: privacy@vedtechsolutions.com
Data Protection Officer: dpo@vedtechsolutions.com
General Support: support@vedtechsolutions.com