Privacy Policy

Vybe Technologies ("Vybe", "we", "us" or "our") is committed to protecting your personal data. This policy explains what we collect, why we collect it, who it is shared with, how long we keep it, and what you can ask us to do with it. It is written to meet the Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000 and rules made under it.

1. Who this policy covers

Vybe runs several different services, and they collect very different things. This policy covers all of them:

• Visitors to vybe.net.in and people who send us an enquiry.
• Users of Vybe ERP, our school and college administration platform.
• Users of Vybe CMS, the cashless campus cafeteria platform.
• Customers of our printing services.
• Clients of our registration and filing services, including GST, Udyam (MSME), FSSAI and DPIIT / Startup India recognition.
• Clients of our ISO certification service.
• Institutions and businesses we supply hardware, workspace products and IT services to.

2. Who is responsible for your data

For our website, our own enquiries, printing, registrations and certification, Vybe is the data fiduciary: we decide what is collected and why, and this policy governs it.

For Vybe ERP and Vybe CMS deployed at a school, college or company, the institution is the data fiduciary and Vybe is its data processor. The institution decides what student, parent, staff and employee data goes into the platform and for how long. We handle that data on the institution's instructions and under our agreement with it. Requests to access, correct or delete records held in an institution's platform should go to the institution first, and we will help it answer them.

3. What we collect

Website visitors and enquiries

• This website sets no cookies and runs no analytics, advertising or tracking scripts. There is no third-party script on any page. The one exception is the office map on the contact page and in the footer, which is embedded from Google Maps and loads as you scroll to it. Google may set its own cookies within that map, under Google’s privacy policy.
• If you submit an enquiry or write to us, we receive what you send: your name, email address, phone number, organisation and the details of your requirement.
• Our hosting provider records standard server logs, including IP address, request time and user agent, for security and diagnostics.

Vybe CMS (cafeteria platform)

• Account information: full name, institutional email address, and WhatsApp phone number given at registration.
• Transaction data: orders placed, stalls used, wallet top-up history and timestamps.
• Device and usage data: device type, IP address and interaction metrics, for security and performance.

Vybe ERP

• Whatever the institution loads or records: student and staff identity details, enrolment and class records, attendance, marks, fee and payment records, and contact details for parents and guardians.
• Login and audit records showing who accessed or changed a record and when.

Printing

• Artwork, copy and files you send us, which may themselves contain personal data such as names, photographs, employee numbers and contact details.
• Billing details, delivery address and the contact person for the job.

Registrations and filings

These applications require identity and business documents, and the government portals require them in the applicant's name. Depending on the registration, we collect and handle:

• PAN, Aadhaar, passport-size photographs and specimen signatures of proprietors, partners or directors.
• Proof of business address, rent agreements, utility bills and property documents.
• Bank account details and cancelled cheques, constitution documents, and turnover or investment figures.
• Mobile numbers and email addresses used for portal OTPs, and the credentials or OTPs needed to complete a filing you have asked us to make.
• For a digital signature certificate, the applicant's name, PAN, email address and mobile number, and the organisation details and authorisation letter where the certificate is in an organisation's name. The identity verification itself, including Aadhaar-based eKYC and the mandatory video verification, is carried out by the Certifying Authority on its own systems under its certification practice statement. Vybe does not capture or store your Aadhaar number, your eKYC response, your video verification or your token PIN.
• For advisory work on NSDC, Skill India and affiliation applications, the entity, premises, equipment, trainer and staff records you ask us to review. In that work we do not hold portal credentials and do not submit anything on your behalf.
• For food businesses, additional details such as premises layout, water test reports and details of food categories handled.

ISO certification

• Business registration details, the scope of certification sought, process and quality documentation, records and evidence reviewed during the audit, and the names and roles of the people we interview.
• The certificate holder's name, certificate number, standard, scope and validity dates, which are published on our verification portal so that a certificate can be checked. Nothing else from your file is published.

Hardware, workspace and IT services

• Contact details of the people we deal with, site and installation details, and asset records.
• Where we administer a workspace tenant or manage IT for you, the administrative access and configuration data that work requires. Where we carry out security testing, the findings and the evidence supporting them.

4. Why we use it

• To provide the service you asked for: running an account, processing an order, printing a job, preparing and filing an application, conducting an audit, or delivering and supporting a system.
• To authenticate users and secure accounts, including OTP verification.
• To process payments and issue invoices and receipts.
• To communicate with you: order status, filing status, proofs for approval, support responses and service notices, by email, phone or WhatsApp.
• To generate anonymised, aggregated analytics for an institution and its vendors, where the platform provides that.
• To keep the records that tax, accounting and sector law require us to keep.
• To answer a lawful request from a government authority, and to establish or defend a legal claim.

We do not sell, rent or trade personal data, and we do not use it for advertising or profiling.

5. Children's data

Our platforms are deployed in schools and colleges, so records about children are processed in them. That data is loaded and controlled by the institution, which is responsible for obtaining verifiable parental consent where the Digital Personal Data Protection Act, 2023 requires it. We do not use children's data for advertising, behavioural monitoring or profiling, and we do not share it with anyone other than the institution and the processors listed below.

6. Who we share it with

We share only what a specific purpose needs, and only with:

• Stall vendors (Vybe CMS): your name and order details, so an order can be prepared and handed over. They do not receive your phone number or payment credentials.
• Payment processors: Cashfree processes online payments. Card, UPI and banking details go directly to the processor. Vybe does not store card numbers, UPI PINs or banking credentials.
• Messaging providers: third-party APIs, including Evolution API, deliver WhatsApp transactional messages and OTPs to your registered number.
• Government departments and portals: for registrations and filings, the documents and details you give us are submitted to the relevant department, such as the GST portal, the Udyam portal or FSOS, because that is the point of the engagement. What happens to them after submission is governed by that department's own rules.
• Print production and delivery partners: artwork, job specifications and delivery addresses, where a job or a shipment is handled by a partner.
• Hosting and infrastructure: our platforms run on Microsoft Azure.
• Certifying Authorities: where you order a digital signature certificate through us, the application details go to eMudhra or Capricorn, the licensed authority issuing it, and their own privacy terms and certification practice statement govern what they then do with them.
• Product vendors: where you buy Google Workspace, Microsoft 365, Zoho or similar through us, the details needed to provision and license your tenant go to that vendor, and their privacy policy governs what they then do with it.
• Professional advisers and authorities: where we are required by law, or need to establish or defend a legal claim.

7. Security

Our platforms are hosted on secure cloud infrastructure, and data in transit between your device and our servers is encrypted using standard cryptographic protocols. Access to client files is limited to the people working on your engagement. Identity documents collected for filings are kept in restricted storage, and credentials we are given for a filing or for managed IT work are used only for that work. No method of electronic transmission or storage is completely secure, and we do not claim otherwise. If a breach affects your data, we will notify you and the Data Protection Board as the law requires.

8. How long we keep it

• Platform accounts: for as long as the account is active, and then as the institution's agreement with us provides.
• Transaction and accounting records: for the period Indian tax and accounting law requires, after which they may be kept only in anonymised form.
• Registration and filing files: for as long as needed to complete the work and answer any departmental query, and thereafter for the statutory record-keeping period. Ask us and we will delete anything we are not required to keep.
• Certification records: for the life of the certificate and a reasonable period afterwards, so that a certificate can still be verified and its basis evidenced.
• Print artwork: retained for a limited period so that a reprint or reorder is possible without you resending files. Tell us not to keep it and we will delete it after the job.
• Enquiries: kept while we are in contact and for a reasonable follow-up period.

9. Your rights

Under the Digital Personal Data Protection Act, 2023 you can ask us to:

• Confirm what personal data of yours we are processing, and give you a summary of it.
• Correct data that is inaccurate, complete data that is incomplete, or update data that is out of date.
• Erase data we no longer need for the purpose it was collected for and are not required to keep.
• Withdraw a consent you have given, which will stop the processing that relied on it, though it does not undo what was already done lawfully.
• Nominate someone to exercise these rights on your behalf if you die or become incapacitated.

Write to legal@vybe.net.in to exercise any of these. We may need to verify your identity before acting. Where the data sits in an institution's ERP or CMS deployment, we will pass the request to that institution, since it decides the outcome. We cannot withdraw or recall a document already submitted to a government department on your instructions.

10. Cookies and tracking

This website uses no cookies, no analytics and no advertising or tracking scripts. The embedded office map is the one exception: Google Maps may set its own cookies within it. Our logged-in platforms set only the cookies needed to keep you signed in and to keep the session secure. They are not used for tracking or advertising.

11. Changes to this policy

We may update this policy from time to time. Significant changes will be reflected in the "Last Updated" date above, and where a change materially affects users of a platform, we will notify them directly by email or WhatsApp.

12. Grievance redressal

Please raise any privacy or data protection concern with our legal and compliance team at legal@vybe.net.in in the first instance. This is the correct address for access, correction and deletion requests, for questions about how your data is handled, and for reporting a suspected security or privacy incident. Ordinary support matters should continue to go to support@vybe.net.in.

If the matter remains unresolved after that, if you are not satisfied with how it was handled, or in a serious matter, you may bring it to our Grievance Officer at manjunath@vybe.net.in. Please attach a copy of your original correspondence and the date it was sent, so the matter can be taken up from where it stands rather than started again. Grievances are acknowledged and acted on within the timelines required by applicable Indian law.

Contact Us

If you have questions, concerns, or requests regarding your privacy and data, please contact our data protection team: