Privacy Policy
This policy explains what personal data Cloudfy Systems LLP collects, how we use it, who we share it with, and your rights regarding that data.
Last updated: 1 July 2026 · Effective from: 1 July 2026
1. Who We Are
Cloudfy Systems LLP (LLPIN: AAN-7438, GST: 09AAOFC1060G1ZK) is a cloud and SaaS solutions company registered in India. We operate as an authorised reseller and support partner for Google, Microsoft, Cisco, Zoom, Adobe, Fortinet, Sophos and other global technology brands.
For the purposes of this Privacy Policy, Cloudfy Systems LLP is the data controller for personal data collected through this website (cloudfysystems.com) and through our sales, support and service engagement processes.
This policy applies to:
- Visitors to our website at cloudfysystems.com
- Businesses and individuals who enquire about or purchase our products and services
- Customers whose SaaS subscriptions are managed by Cloudfy Systems
- Contacts who subscribe to our communications or interact with us on social media
2. Data We Collect
We collect only what is necessary to provide our services, respond to enquiries and fulfil our legal obligations. We collect data in the following categories:
Identity & Contact Data
- Full name and job title
- Business / company name
- Business email address
- Phone number (including WhatsApp)
- Physical business address
- GST number (for billing and invoicing)
Commercial & Transaction Data
- Products and services purchased
- Subscription details and licence counts
- Invoices, payment records and billing history
- Renewal dates and plan information
- Support tickets and communication history
- Quotes, proposals and purchase orders
Website & Technical Data
- IP address and approximate location
- Browser type, version and operating system
- Pages visited, time on page and referral source
- Device type (desktop, mobile, tablet)
- Cookie identifiers and session data
- Form submissions and interaction data
Communication Data
- Email correspondence with our team
- WhatsApp messages related to support or sales
- Enquiry form submissions
- Feedback or reviews you provide
- Records of training or onboarding sessions
- Preferences for product and service communications
3. How We Use Your Data
We use your data only for the purposes described below. We do not use your data for automated profiling or automated decision-making.
| Purpose | Data Used | Basis |
|---|---|---|
| Respond to sales enquiries and provide quotes | Identity, contact, commercial | Legitimate interest / pre-contract |
| Process orders and activate SaaS subscriptions | Identity, commercial, transaction | Contract performance |
| Issue GST-compliant invoices and process billing | Identity, commercial, transaction | Contract performance / legal obligation |
| Provide first-line technical support and onboarding | Identity, contact, communication | Contract performance |
| Manage subscription renewals and licence changes | Commercial, transaction | Contract performance |
| Send renewal reminders and service notifications | Identity, contact | Contract performance / legitimate interest |
| Escalate issues to OEM vendors on your behalf | Identity, contact, technical | Contract performance |
| Send product updates, offers or newsletters | Identity, contact | Consent (opt-in) |
| Improve website performance and user experience | Technical, website | Legitimate interest |
| Comply with legal and regulatory obligations | All relevant data | Legal obligation |
| Resolve disputes and enforce our terms | All relevant data | Legitimate interest / legal obligation |
4. Legal Basis for Processing
We process personal data under the following legal bases in accordance with the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023 (DPDPA) of India, and where applicable, the EU General Data Protection Regulation (GDPR) for international customers:
Contract Performance
Processing necessary to fulfil the service contract between you and Cloudfy — provisioning subscriptions, providing support, issuing invoices.
Legitimate Interests
Processing for our legitimate business interests such as improving our services, responding to enquiries, preventing fraud and maintaining security.
Legal Obligation
Processing required to comply with Indian law, including GST regulations, the IT Act 2000, DPDPA 2023, and any court or regulatory orders.
Consent
Marketing communications, newsletters and optional cookies are processed only with your explicit consent, which you can withdraw at any time.
5. Data Sharing & Disclosure
We never sell your personal data. We share data only where necessary and only with the parties described below:
OEM Vendors (Google, Microsoft, Zoom, Cisco, etc.)
When we create support tickets or provision subscriptions on your behalf, we share your business contact details (name, email, domain, account ID) with the relevant OEM vendor. This is necessary to fulfil your subscription and support contract.
Payment & Billing Processors
We may share transaction data with our banking and payment service providers to process invoices and payments. These parties are contractually bound to protect your data.
Zoho Corporation (CRM & Forms)
Enquiry and callback forms on our website are powered by Zoho Forms and Zoho CRM. Submissions are stored in our Zoho CRM account. Zoho's own privacy policy applies to their infrastructure.
Google Analytics
We use Google Analytics 4 to understand how visitors use our website. Anonymised usage data is shared with Google. No personally identifiable information is sent to Google Analytics.
Legal & Regulatory Authorities
We may disclose personal data if required by Indian law, court order, or regulatory authority, including the GSTN for tax compliance.
Professional Advisers
Our legal, financial and accounting advisers may access relevant data in the course of providing professional services. They are bound by confidentiality obligations.
6. Cookies
Our website uses cookies — small text files stored on your device — to ensure core functionality and to understand how visitors use the site. We do not use cookies to track you across other websites or to build advertising profiles.
| Cookie Type | Purpose | Can Be Declined? |
|---|---|---|
| Essential | Session management, security, form submissions. Required for the site to function. | No — required |
| Analytics | Google Analytics 4 — page views, traffic sources, device types (anonymised). | Yes — opt-out available |
| Preference | Remembers your language or display preferences across visits. | Yes |
| Marketing | We do not currently use marketing or advertising cookies. | N/A — not used |
You can control cookies through your browser settings. Disabling essential cookies may affect core website functionality such as contact forms. To opt out of Google Analytics, install the Google Analytics Opt-out Browser Add-on.
7. Data Retention
We retain your personal data only for as long as necessary for the purposes described in this policy, or as required by Indian law.
| Data Category | Retention Period | Reason |
|---|---|---|
| Customer invoices and billing records | 7 years | GST / Income Tax Act obligation |
| Active subscription customer data | Duration of subscription + 2 years | Contract and support continuity |
| Support ticket history | 3 years from ticket closure | Quality assurance and audit |
| Sales enquiry data (non-converting) | 1 year from last contact | Legitimate interest |
| Website analytics data | 14 months (Google Analytics default) | Traffic analysis |
| Email marketing consent records | Until consent is withdrawn + 3 years | Legal compliance |
| Cookies (essential / preference) | Session or up to 12 months | Functionality |
After the retention period expires, data is securely deleted or anonymised so it can no longer be linked to an individual or business entity.
8. Data Security
We take the security of your data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, alteration or disclosure.
Encryption in Transit
All data transmitted between your browser and our website is encrypted using TLS 1.2 or higher (HTTPS).
Secure Data Storage
Customer records are stored in Zoho CRM with role-based access controls — only authorised staff can view them.
Access Controls
Access to customer data is restricted to staff who need it to perform their role. Access is reviewed regularly.
Incident Response
In the event of a data breach, we will notify affected parties and relevant authorities as required by law within 72 hours of becoming aware.
No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. If you believe your data has been compromised, please contact us immediately.
9. Your Rights
Under the Digital Personal Data Protection Act, 2023 (India) and applicable privacy law, you have the following rights over your personal data:
Right to Access
You may request a copy of the personal data we hold about you. We will respond within 30 days.
Right to Correction
You may ask us to correct inaccurate or incomplete personal data. We will update it promptly.
Right to Erasure
You may request deletion of your personal data where we have no legal obligation to retain it. Note: billing records must be kept for 7 years under Indian tax law.
Right to Withdraw Consent
Where processing is based on your consent (e.g. marketing emails), you can withdraw consent at any time by emailing us or clicking the unsubscribe link.
Right to Restrict Processing
You may ask us to stop processing your data for specific purposes while we review a complaint or request.
Right to Data Portability
You may request your data in a structured, machine-readable format to transfer to another provider.
Right to Object
You may object to processing based on legitimate interests, including direct marketing. We will stop unless we have compelling grounds that override your interests.
Right to Lodge a Complaint
If you are unsatisfied with how we handle your data, you may raise a complaint with India's Data Protection Board or your local supervisory authority.
10. Third-Party Services & Links
Our website may contain links to third-party websites, OEM vendor portals and partner pages. This Privacy Policy applies only to cloudfysystems.com. We are not responsible for the privacy practices of linked third-party sites.
We use the following third-party services on our website and in our operations. Each has its own privacy policy:
Zoho CRM & Zoho Forms
Customer data management, enquiry form submissions
Privacy: zoho.com/privacy
Google Analytics 4
Anonymised website traffic analysis
Privacy: policies.google.com/privacy
Google Workspace
Internal email, documents and collaboration
Privacy: workspace.google.com/terms/privacy
WhatsApp Business
Customer support communications
Privacy: whatsapp.com/legal/privacy-policy
11. Children's Privacy
Our website and services are directed at businesses and professionals, not at individuals under the age of 18. We do not knowingly collect personal data from minors.
If you believe a minor has submitted personal data to us, please contact us immediately and we will delete that data without undue delay.
Note for education customers: Cloudfy provides Google Workspace for Education and related products to schools and educational institutions. In those cases, the school or institution acts as the data controller for student data. Cloudfy processes such data only on the institution's instructions and in accordance with applicable law.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology or legal obligations. When we make material changes, we will update the "Last updated" date at the top of this page.
For significant changes that affect how we process your data, we will notify active customers by email at least 14 days before the changes take effect.
We encourage you to review this policy periodically. Continued use of our services after changes take effect constitutes acceptance of the updated policy.
13. Contact Us — Privacy Enquiries
For any questions about this Privacy Policy, to exercise your data rights, or to report a privacy concern, please contact us:
Data Controller
Cloudfy Systems LLP
485, Vegas Mall Corporate Tower,
Dwarka, Delhi
LLPIN: AAN-7438 · GST: 09AAOFC1060G1ZK
For our service terms and SLA commitments, see our Terms of Service →