Privacy Policy

EvoKomms Technologies Private Limited ("EvoKomms," "we," "our," or "us") values your privacy and is committed to protecting the personal information of all individuals who use our Platform, including employees, contractors, and authorised representatives of subscribing organisations.

This Privacy Policy explains the types of personal information we collect, how we use and store it, the legal basis for such processing, the rights available to users, and the measures we take to ensure that personal information is handled in accordance with applicable Indian privacy and data protection laws.

By accessing or using our web-based or mobile-based employee engagement platform ("Platform"), you acknowledge and agree to the terms of this Privacy Policy. If you do not agree with the terms of this Privacy Policy, you must refrain from accessing or using the Platform.

This Privacy Policy applies exclusively to personal information processed in India and is governed by Indian laws including the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, the Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021, and the requirements emerging under the Digital Personal Data Protection Act, 2023. EvoKomms will update this Privacy Policy as necessary to incorporate future legal or regulatory requirements relating to personal information.

1. INFORMATION WE COLLECT

   1. EvoKomms collects personal information that is necessary for the operation of the Platform, for enabling workplace communication and collaboration, and for fulfilling contractual obligations toward subscribing organisations.
   2. The personal information collected may include an individual's full name, mobile number, email address, employee identification number, designation, department, and workplace location, along with information relating to the individual's use of the Platform such as participation in announcements, messaging features, workflow submissions, approvals, survey responses, tasks, recognition programmes, and other employee engagement interactions. Depending on the subscription configuration selected by the Customer, certain personal information may be submitted directly to EvoKomms by the employer through authorised user lists, onboarding files, or HR system integrations rather than by the users themselves.
   3. The Platform also automatically collects certain technical and usage data when users access or interact with the Platform. This data may include device identifiers, IP address, network information, browser type, operating system details, session logs, timestamps, authentication status, crash diagnostics, metadata linked to user actions, and aggregated analytics insights that reflect how users interact with various features of the Platform. If users interact with the public EvoKomms landing page before logging in to the organisational workspace, additional analytics information relating to user behaviour on the website may be collected for performance improvement and product optimisation.
   4. The Platform processes user-generated content submitted within an organisation's workspace, which may include text messages, multimedia uploads, files, workflow structures, forms, task submissions, approval chains, polls, and other content generated by users in the ordinary course of workplace communication.
   5. EvoKomms does not determine what type of information users choose to include in such content and does not require or request users to submit sensitive personal information. If a user discloses sensitive personal information voluntarily in workplace communication or uploads content that contains sensitive information, the employer remains responsible for determining whether such sharing is permissible within its internal policies and applicable employment laws.
   6. Where specific Platform features involve artificial intelligence capabilities such as translation or conversational assistance, the underlying data required to execute those features may be accessed by the associated algorithm or workflow automation engine solely for the purpose of performing the requested action.
   7. This information is not processed for independent profiling, commercial targeting, or behavioural monitoring outside the context of the feature being used. Cookies and similar technologies may also be applied to maintain Platform functionality, enhance workplace user experience, and provide performance analytics. Cookies that are essential to the functioning of the Platform are applied automatically, while cookies that are non-essential or analytics-based are used in accordance with applicable Indian law and consent requirements.

2. HOW WE COLLECT INFORMATION

   1. EvoKomms collects personal information through multiple lawful and transparent methods that are necessary for the efficient functioning of the Platform. In most cases, personal information is provided directly by the subscribing organisation during the onboarding process, either by uploading employee lists, synchronising HR systems, or issuing authorised login credentials.
   2. Personal information may also be provided by users themselves when they activate their accounts, update their profile details, or interact with workplace communication tools and workflows available within the Platform.
   3. In addition to direct and organisation-provided submissions, the Platform automatically collects certain technical and interaction-based information whenever a user accesses or uses the Platform. This includes authentication information for login, device and browser metadata, timestamps, usage logs, performance analytics, network diagnostics, workflow processing data, and other telemetry that enables system performance, feature operation, troubleshooting, and cyber-risk management. Where users access the EvoKomms website prior to logging in to the organisational workspace, further analytics data may be gathered relating to site navigation and engagement patterns for marketing optimisation and prevention of misuse.
   4. Information may also be collected when users share content, communicate with colleagues, submit workflow structures, complete surveys, exchange messages, or upload files within the Platform.
   5. EvoKomms does not determine or instruct users on the nature of workplace content that may be uploaded or shared, and content submitted voluntarily forms part of the organisational records of the subscribing employer. In certain circumstances, limited personal information may additionally be collected through customer support interactions, product demonstration requests, beta programme participation, or voluntary feedback provided for Platform improvement.
   6. Where the Platform uses artificial intelligence features such as translation or contextual assistance, the information required to execute such actions may be processed temporarily by the algorithm or workflow automation engine solely for the purpose of fulfilling the requested task. This use does not extend to profiling, targeted marketing, or behavioural analysis outside the context of the feature being engaged. Cookies and similar technologies are used to maintain session integrity, enable security controls, and provide usage analytics. Cookies that are essential for Platform performance are automatically deployed, while others are used subject to applicable legal requirements and user consent controls.

3. HOW WE USE PERSONAL INFORMATION

   1. EvoKomms uses personal information strictly for the purposes of delivering, maintaining, and improving the Platform and for enabling workplace communication and collaboration within subscribing organisations.
   2. Personal information is processed to authenticate users, operate organisational workspaces, enable messaging, announcements, tasks, approvals, surveys, workflows, recognition and engagement modules, and to ensure that authorised individuals have access to the appropriate features and information based on their organisational role and permissions.
   3. Personal information is also used to facilitate translation, automation, analytics, and other digital workplace tools that form part of the Platform, and to provide administrators with insights relating to workforce participation and engagement levels within their organisation.
   4. Personal information enables EvoKomms to operate and enhance Platform functionality, including understanding how users interact with different modules, identifying performance bottlenecks, improving system reliability, and upgrading features relevant to communication and workflow management.
   5. Certain personal information may also be used to ensure cybersecurity, prevent unauthorised access, enforce Platform safeguards, and detect or investigate potential misuse, fraud, or safety risks. Data may additionally be used to deliver product support, respond to technical requests, resolve complaints, and communicate important service-related updates such as feature changes, disruptions, or mandatory security notices.
   6. Where users access the public website prior to logging in to the organisational workspace, personal information and analytics may be used for marketing performance assessment, lead management, and conversion optimisation; however, such processing is applied only to website visitors and does not extend to tracking users inside the organisational workspace.
   7. EvoKomms does not use workplace communication content, workflow submissions, survey responses, or employee interactions for advertising, profiling, behavioural targeting, or unrelated commercial purposes. Personal information is not sold, monetised, or traded with any third party.
   8. Where EvoKomms uses artificial intelligence capabilities for translation or workflow assistance, personal information is processed solely for the execution of that feature and not for building individual user profiles or applying behavioural analytics outside the operational context.
   9. EvoKomms does not use AI features to evaluate job performance, employment potential, sentiment toward colleagues, or other workforce decision-making factors. Decisions relating to employment, performance appraisal, HR interventions, disciplinary actions, or organisational restructuring remain the sole responsibility of the employer.
   10. Personal information may also be used where necessary to comply with applicable law, legal process, regulatory obligations, or requests received from authorised government agencies. Where legally permissible, EvoKomms may notify the Customer before responding to such requests; however, EvoKomms may act without notification if required by law or if notification would jeopardise safety, compliance, or security obligations.

4. SHARING OF PERSONAL INFORMATION

   1. EvoKomms does not sell or trade personal information and shares personal information only where necessary to operate the Platform, fulfil contractual obligations toward subscribing organisations, comply with legal requirements, or ensure system integrity and security.
   2. Personal information is shared primarily with authorised users within the subscribing organisation, including administrators, system owners, managers, and other personnel who require access to workplace communication, workflows, or employee engagement features in order to perform their organisational functions. The visibility and sharing of information among users inside the Platform is determined exclusively by the employer through permissions, access controls, and organisational role assignments configured in the Platform.
   3. Personal information may be shared with trusted third-party service providers solely to the extent necessary to facilitate core Platform functions such as cloud hosting, data storage, secure communication delivery, analytics, translation, login authentication, and other technology services. Such third parties are engaged under binding contractual obligations that require them to protect personal information with security standards that are at least equivalent to those applied by EvoKomms, and they are not authorised to use personal information for their independent commercial or marketing purposes.
   4. In circumstances where EvoKomms is legally required to preserve or disclose personal information, such as pursuant to a court order, statutory requirement, or law enforcement directive, EvoKomms will comply with such obligations. Where permitted by law, EvoKomms may notify the Customer before responding to a request for information from a government or regulatory body; however, EvoKomms may act without notification if legal requirements prohibit notice or if notification would compromise safety, investigations, or compliance.
   5. If EvoKomms believes in good faith that disclosure of personal information is necessary to protect the rights, property, or safety of the Platform, its users, or the public; to detect, prevent, or investigate cyber incidents, fraud, harassment, or unlawful activity; or to enforce Platform safeguards, then EvoKomms may disclose personal information to the appropriate authorities, Customer representatives, or affected parties. In the event of a merger, acquisition, investment, business transfer, restructuring, or change of control involving EvoKomms, personal information may be transferred to the successor or acquiring entity, subject to the requirement that the receiving entity continues to protect personal information in accordance with this Privacy Policy.
   6. Access to personal information for EvoKomms personnel, including employees and contractors, is strictly restricted to those who require such access to perform their professional duties and obligations relating to Platform development, support, security, and compliance. EvoKomms maintains internal access controls and confidentiality obligations for its workforce and takes disciplinary and legal action in the event of unauthorised access or misuse.

5. DATA STORAGE, SECURITY, AND RETENTION

   1. EvoKomms stores personal information on secure cloud infrastructure located in data centres that meet industry-standard security certifications and compliance requirements. Personal information is stored only for as long as necessary to operate the Platform, meet contractual obligations toward the subscribing organisation, fulfil legal and regulatory requirements, or resolve disputes.
   2. Access to stored data is strictly limited to authorised EvoKomms personnel and trusted service providers who require such access for Platform development, maintenance, security, or support, and who are contractually obligated to comply with confidentiality and data protection requirements consistent with this Privacy Policy.
   3. EvoKomms implements administrative, technical, and physical safeguards designed to protect personal information against unauthorised access, disclosure, alteration, loss, or destruction. These safeguards include encryption, authentication controls, secure development practices, access logging, network and infrastructure monitoring, and vulnerability management. EvoKomms continuously evaluates and updates its security practices to address evolving threats and adopts reasonable and appropriate security standards consistent with the requirements of the Information Technology Act, 2000 and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, together with the expectations emerging under the Digital Personal Data Protection Act, 2023.
   4. The subscribing organisation retains control over how long certain categories of User-Generated Content remain available within the organisational workspace and may archive, restrict, or delete content visible to its users based on its own internal retention policies. EvoKomms is not responsible for enforcing the employer's retention, archival, or deletion policies for workplace content unless the employer provides explicit instructions through the authorised administrator.
   5. If the Customer's subscription ends, access to the Platform will be disabled, and personal information will be retained for a limited duration to comply with statutory retention requirements or to address outstanding legal, contractual, or audit obligations. Once the applicable retention period expires, data will be securely deleted or anonymised so that it can no longer be associated with an identifiable individual. EvoKomms does not delete data based on requests from individual employees unless such deletion is legally mandated or formally authorised by the subscribing organisation.
   6. Although EvoKomms uses commercially reasonable safeguards to protect personal information, no system is completely immune from cyber risks, and transmission of information over the internet carries inherent limitations. By using the Platform, users acknowledge these limitations. EvoKomms commits, however, to reasonable and timely remediation, investigation, and communication procedures if a data breach or security event affecting personal information occurs.

6. USER RIGHTS AND CHOICES

   1. Users of the Platform are entitled to certain rights regarding their personal information under applicable Indian privacy and data protection laws. EvoKomms respects these rights and processes personal information in a manner that enables users to exercise them, while recognising that access to the Platform is tied to employment or authorised engagement within a subscribing organisation.
   2. Users have the right to request access to the personal information that EvoKomms holds about them, to verify its accuracy, and to seek correction if any part of such information is inaccurate or incomplete. Where feasible, users may update certain details directly through their organisational user profile; for other details, users may request changes through their employer or designated administrator.
   3. Users may request information regarding the categories of personal information processed about them, the purposes of processing, and the types of third parties with whom personal information may be shared.
   4. Users may also request deletion of personal information where the processing is no longer necessary for Platform operation, where consent has been withdrawn (if consent was the basis of collection), or where deletion is legally mandated. However, because Platform access is authorised and governed by the employer, EvoKomms processes deletion requests only when instructed by the subscribing organisation or when required under applicable law.
   5. EvoKomms may decline or delay deletion where retention of personal information is necessary to comply with statutory retention requirements, to preserve evidence for a legal claim, or to complete investigations relating to misuse, security, fraud, or regulatory obligations.
   6. Users may request restriction of processing or raise objections to the processing of personal information in specific contexts where permitted by Indian law. However, objections that conflict with the employer's contractual requirements for Platform access may result in suspension of the user's account, as the Platform cannot operate without certain essential data.
   7. Users also have the right to lodge privacy-related complaints or concerns through the designated grievance mechanism provided in this Privacy Policy. EvoKomms is committed to responding to such concerns within the timelines and standards required by applicable Indian law.
   8. Nothing in this Privacy Policy shall be interpreted as granting a user the right to access or delete personal information belonging to other users or to alter organisational records or workplace content submitted by colleagues, unless such actions fall within the employer's internal system permissions or legal obligations.
   9. Workforce decisions relating to employment, performance management, disciplinary action, or organisational restructuring are the exclusive responsibility of the employer, and nothing within this Privacy Policy shall be construed as creating any employment or contractual right between users and EvoKomms.

7. CHILDREN'S PRIVACY

   1. The Platform is intended exclusively for use by adults in a professional or organisational context and is not designed for children or for personal or recreational use by minors. EvoKomms does not knowingly collect, solicit, or process personal information from children below the age of 18.
   2. If EvoKomms becomes aware that personal information belonging to a minor has been collected without appropriate authorisation, EvoKomms will take reasonable steps to delete such information from the Platform, unless retention is legally required or the employer instructs otherwise for compliance or investigation purposes.
   3. Because Platform access is granted exclusively by subscribing organisations to their employees, contractors, or authorised personnel, the responsibility for ensuring that minors are not onboarded onto the Platform rests with the employer.
   4. EvoKomms does not independently vet user age and does not determine whether an individual is eligible for employment or organisational access. In cases where a minor submits personal information voluntarily through misrepresentation, or where a subscribing organisation has incorrectly provisioned Platform access to a minor, EvoKomms shall not be responsible for any consequences that arise from such access.
   5. If any parent, guardian, or authorised organisation becomes aware that a minor has gained access to the Platform or that personal information relating to a minor has been submitted, they may notify EvoKomms through the grievance contact details listed in this Privacy Policy. EvoKomms will then work with the subscribing organisation to determine whether access must be revoked and whether any corrective, security, or compliance measures are required.

8. CHANGES TO THIS PRIVACY POLICY

   EvoKomms may update or modify this Privacy Policy from time to time to reflect changes in legal requirements, regulatory developments, security practices, or operational needs of the Platform. Any modification will be published on the Platform, and the "Effective Date" at the top of this Privacy Policy will be revised accordingly to indicate when the updated version takes effect. Continued access to or use of the Platform after the Effective Date of an updated Privacy Policy will be treated as acceptance of the revised terms. EvoKomms will not reduce the level of protection afforded to personal information under this Privacy Policy without taking reasonable steps to notify the subscribing organisation or users where required by applicable law. In situations where legal obligations mandate express consent before certain privacy-related changes can take effect, EvoKomms will obtain such consent from users or the Customer as needed. Users are encouraged to review this Privacy Policy periodically to remain informed about how their personal information is processed.

9. CONTACT AND GRIEVANCE REDRESSAL

   1. EvoKomms is committed to addressing privacy-related concerns in a fair, transparent, and timely manner in accordance with applicable Indian laws. Users who have questions regarding the processing of their personal information, who wish to exercise a privacy right permitted under this Privacy Policy, or who wish to raise a concern or grievance relating to personal information may contact the designated Grievance Officer / Data Protection Officer of EvoKomms through the details provided below. Upon receipt of a privacy request or grievance, EvoKomms will acknowledge the matter and will respond within the timelines prescribed under applicable law, while reserving the right to request additional information if reasonably necessary to verify the identity of the requester or to ensure that the request is authorised by the subscribing organisation.

All privacy-related communications should be directed to the following contact:

If the grievance contact details listed above are updated in the future, the most recent version published on the Platform will apply and will supersede any earlier details mentioned in this document. EvoKomms will make reasonable efforts to ensure that users are able to reach the Grievance Officer / Data Protection Officer through a stable and publicly accessible contact method.

Nothing in this Privacy Policy shall be construed to limit the right of a user to escalate a complaint to the appropriate legal or regulatory authority in India if the user believes that their grievance has not been handled in accordance with applicable legal requirements. However, EvoKomms encourages users to first attempt resolution through the grievance mechanism described in this section so that concerns may be addressed efficiently and directly.