Privacy Policy

1. Scope of This Policy

This policy explains how IntelliBooks handles personal information collected through our website, our sales and marketing activity, and the delivery of our consulting and platform services.

It does not govern data we process on a client's behalf during an engagement. Where a client instructs us to process data held in their systems, that client remains responsible for it and the terms of the relevant agreement apply. See section 11 below.

2. Information We Collect

We collect information you provide directly to us, such as when you fill out a contact form, request a demo, or communicate with us. This may include your name, email address, phone number, company name, and message content.

We also automatically collect certain information when you visit our website, including your IP address, browser type, operating system, referring URLs, and information about how you interact with our website.

3. How We Use Your Information

We use the information we collect to:

• Respond to your enquiries and provide the services you request
• Prepare proposals, statements of work and other engagement documentation
• Send information about our services where you have asked to receive it
• Operate, maintain, secure and improve our website and services
• Meet our legal, accounting and contractual obligations

4. Legal Bases for Processing

Where the GDPR or UK GDPR applies, we rely on one or more of the following legal bases, depending on the purpose:

• Performance of a contract — to deliver services you or your organisation have engaged us for
• Legitimate interests — to operate and secure our website, and to contact business prospects in a proportionate way
• Consent — for optional marketing communications and non-essential cookies, which you may withdraw at any time
• Legal obligation — where retention or disclosure is required by law

5. Cookies and Similar Technologies

We use cookies and similar technologies to operate the site, remember your preferences, and understand how the site is used so we can improve it.

You can set your browser to refuse cookies, but some features of our website may not function properly without them. Where non-essential cookies are used, we ask for your consent first.

6. How We Share Information

We do not sell your personal information. We may share it in the following circumstances:

• Service providers — hosting, email, analytics, CRM and similar vendors who process data on our instructions under contract, and only as needed to provide their service
• Professional advisers — legal, accounting and insurance advisers where necessary
• Legal and safety — where required by law, or to establish, exercise or defend legal claims
• Business transfers — in connection with a merger, acquisition or sale of assets, subject to this policy continuing to apply

7. International Data Transfers

We operate from India and serve clients in other countries, including the United States and the European Economic Area. Your information may therefore be transferred to, stored in, or accessed from a country other than your own.

Where personal information is transferred out of the EEA, the UK or another region with transfer restrictions, we put appropriate safeguards in place — such as standard contractual clauses — so the information continues to receive an equivalent level of protection.

8. Data Retention

We keep personal information only for as long as necessary for the purposes described in this policy, and then delete or anonymise it.

How long that is depends on the purpose. Enquiry and contact records are kept while there is an active business relationship or a reasonable prospect of one. Engagement records, contracts and invoices are kept for the periods required by contract, tax and accounting law. Where you ask us to delete your information, we do so unless we are required to retain it.

9. Data Security

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure or destruction. These include access controls, encryption in transit, logging and least-privilege practices.

However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

10. Your Rights and Choices

Depending on where you live, you may have some or all of the following rights in relation to your personal information:

• Access — to obtain a copy of the information we hold about you
• Correction — to have inaccurate or incomplete information corrected
• Deletion — to ask us to delete information we no longer need to retain
• Portability — to receive certain information in a portable format
• Objection and restriction — to object to, or ask us to limit, certain processing
• Withdraw consent — where we rely on consent, at any time
• Opt out of marketing — using the unsubscribe link in any marketing email, or by contacting us

To exercise any of these rights, contact us at info@intellibooks.io. We will verify your request and respond within the period required by the applicable law. We will not discriminate against you for exercising a privacy right.

If you are in the EEA or the UK and are not satisfied with our response, you may lodge a complaint with your local data protection supervisory authority.

11. Client Data in Engagements

Much of our work involves data held in systems our clients own. In that work we act as a processor on the client's instructions, not as the controller of that data.

Access is granted through the client's own identity and access controls, is limited to what the engagement requires, and is logged. Where the data includes personal information, our handling of it is governed by the data processing terms agreed with that client rather than by this policy.

12. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

13. Children's Privacy

Our website and services are intended for businesses and are not directed at children. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will delete it.

14. Changes to This Policy

We may update this policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date. Where changes are significant, we will provide a more prominent notice.

15. Contact Us

If you have questions about this policy or our data practices, or wish to exercise a privacy right, contact us at info@intellibooks.io or on (412) 636-3349.