Who is responsible for your data
The data controller is Heliconia Solutions Pvt. Ltd., SWC HUB, 541-543, opposite Rajpath Complex, Bhayli, Vadodara, Gujarat, India. You can reach us about anything in this policy at hello@heliconia.io or +91 80001 11238.
1. Information we collect
1.1. Information you provide. We collect personal information that you voluntarily give us when you interact with our services: your name, email address, phone number, company and other contact details, the content of your enquiry, and, when you apply for a role, your CV and anything else you attach.
1.2. Automatically collected information. When you visit the site our hosting provider records standard server logs: IP address, browser type, operating system, the page requested and the time. We do not run analytics or advertising trackers on the site today; see the Cookie Policy for exactly what is stored in your browser.
| When | What | Why | Legal basis (GDPR) |
|---|---|---|---|
| You send an enquiry (form, email, phone or WhatsApp) | Name, work email, company, what you need, your message, budget range and any file you attach | To reply, scope the work and, if we go ahead, prepare a proposal | Steps before a contract at your request, Art. 6(1)(b); otherwise our legitimate interest in answering enquiries, Art. 6(1)(f) |
| You apply for a role | Name, contact details, city, CV, profile links, anything you send | To assess your application and contact you about it | Steps before a contract: Art. 6(1)(b) |
| You subscribe to the newsletter | Email address, the page you subscribed from | To send you the articles you asked for; every email has an unsubscribe link | Consent, Art. 6(1)(a), confirmed by the double opt-in email |
| You visit the site | Server logs (IP address, user agent, requested URL, time) | To keep the site running, secure and available | Legitimate interest, Art. 6(1)(f) |
2. Use of information
2.1. To provide and improve our services. We use the information we collect to deliver, maintain and improve our services, to respond to your enquiries and requests, and to prepare and manage the work you ask us to do.
2.2. Communication. We use your contact details to answer you and to talk about the work. We send marketing communications, such as the newsletter, only when you have asked for them, and you can opt out at any time using the unsubscribe link in any email or by writing to us.
3. Information sharing and disclosure
3.1. Third-party service providers. We engage service providers to run the site and to work on your request. They may access your information only to the extent needed to perform their function and are obliged to keep it confidential and secure. Today these are:
- Our Odoo system, where enquiries are stored as CRM leads and job applications as recruitment records.
- Our email and newsletter providers, to receive and reply to your message and to send the newsletter you subscribed to.
- Our hosting provider, which serves the site and stores its server logs.
- Professional advisers or authorities, where the law requires it.
3.2. Legal compliance
We may disclose your information in response to a valid legal request, to comply with applicable laws, regulations or legal process, or to protect our rights, property or safety as required or permitted by law. We do not sell personal data, and we do not share it with anyone for their own marketing.
Where your data is processed
Heliconia Solutions Pvt. Ltd. is based in India. If you contact us from the European Economic Area, the United Kingdom or Switzerland, your data is transferred to India, which is not covered by an adequacy decision. We rely on the standard contractual clauses approved by the European Commission with our providers, and on the fact that you asked us to contact you (Art. 49(1)(b) GDPR) for the enquiry itself. Ask us at hello@heliconia.io if you want a copy of the safeguards we use.
4. Data security
4.1. Security measures. We implement reasonable technical and organisational measures to protect your information against unauthorised access, disclosure, alteration or destruction: the site is served over HTTPS, the systems that hold enquiries and applications are protected by access controls, and only the people who need to answer you can read them. No method of transmission over the internet or of electronic storage is completely secure, and we cannot guarantee absolute security.
How long we keep it
- Enquiries that do not lead to work: up to 24 months from the last contact, so we can pick the conversation up if you come back.
- Enquiries that lead to a contract: for the life of the engagement and then as long as accounting and contract law require.
- Job applications: up to 12 months after the process ends, unless you ask us to delete them sooner or to keep them for future roles.
- Newsletter subscriptions: until you unsubscribe.
- Server logs: as set by our hosting provider, normally no more than 30 days.
- Your cookie preference: in your browser, until you clear it.
5. Your choices and rights
5.1. Access and update. You have the right to access and update the personal information we hold about you. Contact us directly and we will do it.
5.2. Data portability. You may request a copy of your personal information in a structured, commonly used and machine-readable format.
Under the GDPR, and under the Digital Personal Data Protection Act in India where it applies, you can also:
- Ask us to delete your data (erasure), or to restrict how we use it.
- Object to processing based on our legitimate interest.
- Withdraw consent at any time where we rely on it, for example by unsubscribing or by changing your cookie preference.
- Complain to a supervisory authority: in the EEA, the authority in your country; in India, the Data Protection Board.
6. Children's privacy
6.1. Our services are not directed to individuals under the age of 13, or under the higher age your country sets for consent (16 in much of the EEA). We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us and we will remove it.
7. Changes to this Privacy Policy
7.1. We may update or modify this Privacy Policy at any time. We will post the updated policy on this page with a new date at the top, and we will notify you of material changes, such as adding analytics, through the site or other communication channels before they take effect.
8. Contact us
8.1. If you have any questions, concerns or complaints about this Privacy Policy or our practices concerning your information, contact us at hello@heliconia.io, +91 80001 11238, through the contact page, or by post to Heliconia Solutions Pvt. Ltd., SWC HUB, 541-543, opposite Rajpath Complex, Bhayli, Vadodara, Gujarat, India.