Privacy policy

1. Who we are

SourcePro is procurement software for companies, offered by SourcePro Technologies Private Limited, of Office 1, Example Business Park, Pune 411001 ("SourcePro", "we"). Questions about this policy: privacy@sourcepro.example.

2. Who decides about your data

• A company's records (its vendors, requests, RFQs, quotations, approvals, files and the emails about them) belong to that company. The company decides what goes in and why; we process it on its behalf, under our agreement with it. For those records the company is the data fiduciary and we are its data processor.
• Your account on SourcePro (your name, work email, sign-ins) is kept by us to run the service and keep it secure.

3. What we keep

• Your name, work email, phone number when given, your company and your role in it.
• Sign-in records: when and from which browser and network address, and the browsers you told us to remember after an emailed code.
• What you and your colleagues put into SourcePro, and who changed what, when (the audit trail).
• If you connect your own mailbox (Gmail, Microsoft 365 or your company's own mail server): its address, a sealed access that nobody can read (for your company's own mail server, your password for it, forgotten when you disconnect), the emails SourcePro sends from it for you, and the replies to them or mail from your company's known vendors about their open RFQs. Nothing else in your mailbox is read or kept, and nothing is moved or deleted.
• For a vendor on the vendor portal: the vendor's details and documents it hands in.
• Technical logs of the service, kept short, to find faults and misuse.

4. Why

• To provide SourcePro to your company, as agreed with it.
• To keep it secure: sign-in codes, checks of files for viruses, finding misuse.
• To help when you or your company ask for support.
• To meet what the law requires of us.

We do not sell your data, show advertising, or use your company's records to train AI models. Features that read documents with AI, when your company switches them on, use them only to fill SourcePro's screens for a person to check.

5. Where it is kept, and who helps us

Your company's data is kept in India: Hostinger VPS, Mumbai, India. These services help us run SourcePro, each only for its task and under its own obligations:

• the hosting above, for the application, its database and its files;
• Amazon Web Services (Mumbai), for the emails SourcePro sends itself, such as sign-in codes;
• Google or Microsoft, when you connect your own mailbox from them: SourcePro sends and reads through your mailbox, as described in section 3.

6. How long

Your company's records are kept while it uses SourcePro. When it stops, it can take a copy of them, and they are deleted within 90 days, except what the law requires us to keep longer (for example tax records). Sign-in records are kept for a year. Backups roll over within 35 days.

7. Security

Every connection is encrypted; each company's records are kept apart from every other's; mailbox access is sealed and never shown; new browsers need an emailed code; files are checked for viruses; and every change is recorded with who made it.

8. Your rights

You may ask for a summary of your personal data and how it is used, to correct or complete it, to erase it where the law allows, and to nominate someone to act for you. For your company's records, ask your company's administrator first; for your account, or if you are not satisfied, write to our grievance officer (below). If we do not resolve it, you may complain to the Data Protection Board of India.

9. Google and Microsoft data

SourcePro's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Data from Microsoft 365 is used in the same way: only to send your RFQs and bring your vendors' replies onto them, never for advertising, and never read by people except with your consent, for security, or where the law requires it.

10. Children

SourcePro is for companies and their staff; it is not meant for anyone under 18.

11. Changes

A new version of this policy shows its date at the top; your company's administrator is told of important changes. The cookie notice and the terms are part of how we work too.

12. Grievance officer

Grievance Officer, SourcePro Technologies Private Limited, Office 1, Example Business Park, Pune 411001. Email: privacy@sourcepro.example.