Privacy notice

Effective date: 17 October 2026

1. Who we are

GroundPosts Private Limited (CIN U62013KA2026PTC228789) is a company registered in Bengaluru, India. We provide IT asset management and supplier verification (GroundPosts Verify) services in India.

For personal data you give us directly, for example through our contact form, we are the Data Fiduciary: we decide why and how the data is used.

When a business client asks us to deliver or collect devices for its employees, the client decides how that data is used. In that case the client is the Data Fiduciary and we act as its Data Processor, using the data only on the client's instructions and under our contract with them. If you are an employee of one of our clients, your employer's privacy notice also applies, and you can contact your employer or us with any request.

2. What personal data we collect and why

We do not ask for government ID numbers, bank account numbers or card details through this website. If a government record request needs an ID document, we will ask for it separately, explain why, and use it only for that request.

We do not knowingly collect personal data of children (anyone under 18). Our services are meant for businesses and adults.

3. The basis on which we use your data

• Your consent, which you give by ticking the consent box on our forms or by asking us to do something for you. You can withdraw it at any time (see section 7).
• Legitimate uses allowed by law, such as using data you have voluntarily given us for the purpose you gave it, and keeping records we are legally required to keep (for example accounting and GST records).
• Our contract with a business client, where we process its employees' data as its Data Processor.

4. Who we share it with

We share personal data only as far as needed for the purposes above:

• Service providers we use to run our business: Netlify (website hosting and form submissions), Google Workspace (email and documents) and WhatsApp (if you choose to message us there).
• Courier and logistics partners, who receive the name, phone number and address needed for a specific pickup or delivery.
• Our client, for data we process on its behalf (for example delivery status and proof of delivery).
• Professional advisers such as our chartered accountants and auditors, and our bank, for accounting, audit and payments.
• Government authorities, courts or regulators, when the law requires it.

We do not sell personal data, and we do not share it for advertising.

5. Where it is stored

Some of our service providers, including Netlify and Google, may store data on servers outside India. We transfer data abroad only to countries the Government of India has not restricted, and only to providers who protect it with reasonable security safeguards.

6. How long we keep it

• Enquiries that do not lead to an engagement: deleted within 12 months of our last contact with you.
• Client employee data: kept only as long as our contract with the client requires, then deleted or returned to the client.
• Proof of delivery and collection: kept for up to 12 months after the job, in case of a loss or damage claim.
• Invoices, contracts and accounting records: kept for 8 years, as Indian company and tax law requires.

After these periods we delete the data or make it anonymous, unless the law requires us to keep it longer.

7. Your rights

Under the Digital Personal Data Protection Act, 2023 you have the right to:

• Access: ask for a summary of the personal data we hold about you and how we use it, and who we have shared it with.
• Correction and completion: ask us to correct inaccurate data or complete incomplete data, and to update it.
• Erasure: ask us to delete your data, unless we must keep it by law.
• Withdraw consent: as easily as you gave it. Withdrawing does not affect anything we did with your consent before.
• Grievance redressal: raise a complaint with our Grievance Officer.
• Nominate another person to exercise your rights if you die or become unable to do so.

To use any of these rights, fill in our data rights request form or email us. We may ask you to confirm your identity before acting on a request. We aim to respond within 30 days, and in any case within 90 days as the law requires.

8. Contact and complaints

For any question, request or complaint about your personal data, contact our Grievance Officer:

If you are not satisfied with our response, you can complain to the Data Protection Board of India.

9. Security

We protect personal data with reasonable safeguards, including access limited to the people who need it, encrypted connections (HTTPS) on this website, two-step sign-in on our business accounts, and careful handling of devices and documents in our custody. If a personal data breach occurs, we will inform the people affected and the Data Protection Board as the law requires.

10. Cookies

This website does not use analytics, advertising or tracking cookies. It loads fonts from Google Fonts, which receives your IP address so the fonts can be delivered. Our hosting provider may keep basic server logs for security.

11. Changes to this notice

We may update this notice from time to time. The effective date at the top shows when it last changed. If a change materially affects how we use data you have given us with your consent, we will tell you before it applies.