Privacy Policy

Effective Date: 1 April 2020
Last Updated: 29 August 2025

This Privacy Policy (“Policy”) sets out how Convenio AB / Conveniotech Systems Pvt. Ltd. (“Company,” “we,” “our,” or “us”) collects, uses, processes, and protects personal information in connection with access to and use of the enterprise application (“Application”).

The Application is available exclusively to a controlled user group authorized by the Company or by the user’s employing organization. By accessing the Application, you (“User”) acknowledge that your use is subject to this Policy.

1. Scope and Applicability

1.1 This Policy applies solely to personal information processed through the Application.
1.2 Access is limited to authorized Users as determined by the Company or the User’s employing organization.
1.3 The Application is not available to the general public and is governed by organizational and contractual access restrictions.

2. Information We Collect

We may collect and process the following categories of personal information:

• Identification Data: Name, email address, employee ID, role, and organization details.
• Authentication Data: Login credentials, session identifiers, and authentication tokens.
• Usage Data: Access logs, activity history, timestamps, and feature usage.
• Technical Data: IP address, device identifiers, browser type, operating system, and network information.
• Compliance Data: Records required for auditing, monitoring, and security verification.

3. Purposes of Processing

Personal information is processed only for legitimate enterprise purposes, including:

• Providing secure and authorized access to the Application.
• Enforcing organizational access controls and authentication policies.
• Ensuring Application availability, reliability, and performance.
• Monitoring and investigating security incidents, misuse, or fraud.
• Fulfilling contractual, audit, and regulatory compliance obligations.

We do not use personal information for commercial marketing, profiling, or advertising.

4. Data Sharing and Disclosure

Personal information may be disclosed under limited circumstances:

• Employing Organization: Where necessary for business oversight, compliance, or contractual obligations.
• Service Providers: To trusted third-party providers that support hosting, infrastructure, or security, bound by strict confidentiality agreements, if any.
• Legal Authorities: Where required to comply with applicable laws, regulations, or enforceable government requests.
• Corporate Transactions: In the context of mergers, acquisitions, restructuring, or asset transfers, with adequate safeguards.

5. Data Security

We implement industry-standard technical and organizational safeguards, including but not limited to:

• Encryption of data in transit and at rest.
• Role-based access control and multi-factor authentication.
• Continuous system monitoring and intrusion detection.
• Regular audits, penetration testing, and security assessments.
• Internal policies restricting access on a need-to-know basis.

6. Data Retention

We retain personal information only as long as required to:

• Provide continued access to the Application.
• Meet contractual and organizational obligations.
• Comply with legal, regulatory, or audit requirements.

Data no longer required will be securely deleted or anonymized in accordance with Company retention schedules.

7. International Data Transfers

Where personal information is transferred across borders, the Company will ensure that adequate safeguards are applied to maintain confidentiality, integrity, and lawful processing, consistent with internationally recognized standards.

8. User Rights

Depending on applicable law and organizational agreements, Users may have rights to:

• Request access to personal information held about them.
• Request correction or updating of inaccurate information.
• Request deletion of personal information, subject to retention obligations.
• Restrict or object to certain forms of processing.
• Receive personal information in a portable format, where feasible.

Requests may be submitted through the employing organization or directly to the Company via the contact details below.

9. Compliance and Governance

This Policy is intended to align with globally recognized principles of data protection and privacy. In case of conflict between this Policy and mandatory legal requirements in a User’s jurisdiction, the latter shall take precedence.

10. Policy Updates

The Company may amend this Policy periodically. Significant updates will be communicated through the employing organization or directly within the Application. Continued use of the Application following updates constitutes acceptance of the revised Policy.

11. Contact Information

For questions, concerns, or to exercise applicable rights, please contact:

Convenio AB Kastargränd 23 SE-178 36 Ekerö, Sweden Email: convenioab@gmail.com

Conveniotech Systems Pvt. Ltd. Office G1, Pride Kumar Senate I Senapati Bapat Road, Gokhalenagar Pune-411016 Maharashtra, India Email: convenioab@gmail.com