1. Definitions

• Service: Refers to the HayScan website, applications, and related services operated by HayScan.
• Personal Data: Any information relating to an identified or identifiable individual.
• Usage Data: Data collected automatically through the use of the Service (e.g., IP address, page views, session duration).
• Cookies: Small files stored on your device to improve user experience and analyze usage.
• Data Controller: HayScan, which determines the purposes and means of processing Personal Data.
• Data Processor: Any third party that processes data on behalf of HayScan.
• User / Data Subject: Any individual using the Service.

2. Information We Collect

2.1 Personal Data

When you use our Service, we may collect or request the following Personal Data:

• Contact Information: Name, email address, phone number
• Professional Information: Company name, job title, business contact details
• Account Information: Login credentials, preferences
• Uploaded Content: Images, documents, or scanned materials submitted through the Service
• Communication Data: Messages, inquiries, or support requests

We use this information to:

• Provide and operate the Service
• Communicate with you regarding updates, support, or important notices
• Improve product features and user experience
• Maintain security and prevent misuse

You may opt out of non-essential communications at any time.

2.2 Usage Data

We automatically collect certain information when you access or use the Service, including:

• IP address
• Browser type and version
• Pages visited and time spent
• Device identifiers and operating system
• Diagnostic and performance data

This data helps us understand how the Service is used and improve reliability and performance.

2.3 Location Data

With your consent, we may collect approximate location information to enhance functionality or localize services. You can enable or disable location access through your device or browser settings.

2.4 Cookies and Tracking Technologies

HayScan uses cookies and similar technologies to:

• Remember user preferences
• Improve website functionality
• Analyze traffic and usage patterns

You can control or disable cookies through your browser settings; however, some features of the Service may not function properly without them.

3. How We Use Your Data

• Provide, maintain, and improve the Service
• Enable interactive features
• Provide customer support
• Monitor usage and detect technical issues
• Enhance security and prevent fraud
• Comply with legal obligations

4. Legal Basis for Processing (GDPR - EEA Users)

If you are located in the European Economic Area, we process Personal Data based on:

• Consent
• Contractual necessity
• Legitimate interests (balanced against your rights)
• Legal obligations

5. Data Retention

• Account Data: Retained while your account remains active
• Usage Data: Retained for shorter periods unless required for security or legal reasons

You may request deletion of your data at any time. We will process valid deletion requests within 30 days, unless retention is required by law.

6. International Data Transfers

Your information may be transferred to and processed in countries outside your own, including India, the European Union, and other regions where our infrastructure or service providers operate. We ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses
• Data protection agreements with service providers

7. Disclosure of Data

7.1 Business Transfers

If HayScan is involved in a merger, acquisition, or asset sale, your Personal Data may be transferred as part of that transaction. You will be notified if this occurs.

7.2 Legal Requirements

We may disclose Personal Data where required to:

• Comply with legal obligations
• Protect HayScan's rights or property
• Prevent or investigate fraud or misuse
• Protect users or the public

8. Data Security

We implement reasonable technical and organizational measures to protect Personal Data. However, no system is completely secure, and we cannot guarantee absolute security.

9. Your Rights

9.1 GDPR Rights (EEA Residents)

• Access your Personal Data
• Correct inaccurate data
• Request deletion
• Restrict or object to processing
• Request data portability
• Withdraw consent

You may also lodge a complaint with your local data protection authority.

9.2 Indian Users

• Request access or correction of your data
• Withdraw consent where applicable
• Raise concerns or complaints regarding data handling

10. Service Providers

We may use trusted third-party service providers to support our operations (e.g., hosting, analytics, customer support). These providers are authorized to access Personal Data only as necessary and are contractually obligated to protect it.

11. Analytics

We may use third-party analytics tools (such as Google Analytics or similar services) to understand Service usage and improve performance. These tools may use cookies and collect usage data in accordance with their own privacy policies.

12. Payments

If you purchase paid services, payments are processed by secure third-party payment processors. HayScan does not store payment card details.

13. Links to Third-Party Websites

Our Service may contain links to external websites not operated by us. We are not responsible for their content or privacy practices.

14. Children's Privacy

HayScan does not knowingly collect Personal Data from individuals under the age of 18. If you believe a child has provided us with Personal Data, please contact us so we can remove it.

15. AI & Automated Processing

HayScan may use AI-powered tools to:

• Analyze usage trends
• Improve features and personalization
• Enhance security and fraud detection

AI systems are monitored to ensure fairness, transparency, and compliance with applicable laws.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page and the “Last Reviewed” date will be updated. Significant changes may be communicated via email or Service notices.

17. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Email: support@hayscan.in
• Website: https://www.hayscan.in