Privacy Policy

Privacy Policy for Ekayan Consultancy Private Limited

Last Updated: November 13, 2025

Effective Date: November 13, 2025

1. Introduction

Welcome to Ekayan Consultancy Private Limited (“we,” “us,” “our,” or “Ekayan”). We are committed to protecting your personal data and respecting your privacy rights in accordance with the Digital Personal Data Protection Act, 2023 (DPDPA) and other applicable Indian laws.

This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our website (https://ekayan.in), services, or interact with us.

2. Company Details (Data Fiduciary)

Legal Name: Ekayan Consultancy Private Limited
Brand Name: Ekayan
Corporate Identity Number (CIN): U79110GJ2025PTC168914
Goods and Services Tax Identification Number (GSTIN): 24AAJCE2302D1ZC
Permanent Account Number (PAN): AAJCE2302D
Tax Deduction and Collection Account Number (TAN): AHME04451G

Registered Office Address:

SF 201, Eva-1 Complex, Pl No. 2136 Atabhai Chowk, Bhavnagar, Bhavnagar, Gujarat – 364001, India

Nature of Business: Professional Passport Consultancy Services (Not a Passport Issuing Authority)

3. Scope of This Privacy Policy

This Privacy Policy applies to:

• Personal data collected through our website https://ekayan.in
• Information provided during consultations, inquiries, or service bookings
• Data collected through emails, phone calls, WhatsApp, or other communication channels
• Information gathered through cookies and similar technologies
• Data collected during in-person consultations or events

4. Personal Data We Collect

We collect different types of personal information depending on your interaction with us:

4.1. Information You Provide Directly

• Basic Contact Information: Name, email address, phone number, WhatsApp number, postal address
• Identity Information: Date of birth, gender, nationality, passport details (if applicable)
• Document Information: Passport application documents, identity proofs, address proofs, educational certificates, employment details
• Communication Data: Messages, emails, chat transcripts, feedback, and queries
• Payment Information: Billing details, transaction history (processed through third-party payment gateways)
• Service-Related Data: Passport service type, appointment details, application status tracking

4.2. Information Collected Automatically

• Device Information: IP address, browser type, device type, operating system
• Usage Data: Pages visited, time spent, links clicked, referral sources
• Location Data: Approximate geographic location based on IP address
• Cookies and Tracking: Session cookies, analytics cookies, preference cookies

5. How We Use Your Personal Data (Purpose and Legal Basis)

We process your personal data for the following legitimate purposes under DPDPA:

6. Your Consent and How We Obtain It

We obtain your consent in the following ways:

• Explicit Consent: When you fill out forms, sign agreements, or check consent boxes on our website
• Implied Consent: When you voluntarily provide information for specific purposes (e.g., contacting us via email)
• Opt-in Consent: For marketing communications, we use explicit opt-in mechanisms

You have the right to withdraw your consent at any time by contacting us using the details provided in Section 17.

7. Data Sharing and Disclosure

We do NOT sell, rent, or trade your personal information. However, we may share your data with:

7.1. Service Providers and Data Processors

• Payment Gateways: For processing payments (e.g., Razorpay, Paytm, PhonePe)
• Cloud Storage Providers: For secure data storage (e.g., Google Cloud, AWS)
• Email and Communication Platforms: For sending updates and notifications (e.g., Google Workspace, WhatsApp Business API)
• Analytics Providers: For website traffic analysis (e.g., Google Analytics)
• CRM and Support Tools: For customer relationship management

7.2. Government Authorities

We may disclose your personal data when required by law or in response to:

• Court orders, legal notices, or governmental requests
• Compliance with applicable Indian laws and regulations
• Protection of our legal rights or prevention of fraud

7.3. Business Transfers

In case of merger, acquisition, or sale of assets, your personal data may be transferred to the new entity, subject to this Privacy Policy.

8. Data Retention Period

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law:

After the retention period expires, we will securely delete or anonymize your personal data unless:

• We are legally required to retain it longer
• It is necessary for ongoing legal proceedings
• You have explicitly requested extended retention for your records

9. Data Security Measures

We implement robust technical and organizational measures to protect your personal data from unauthorized access, loss, misuse, or disclosure:

9.1. Technical Safeguards

• Encryption: SSL/TLS encryption for data transmission
• Secure Storage: Encrypted cloud storage with access controls
• Firewalls and Anti-virus: Network security systems to prevent intrusions
• Regular Backups: Automated backups with secure storage
• Access Controls: Role-based access restrictions and multi-factor authentication

9.2. Organizational Safeguards

• Employee training on data privacy and security
• Confidentiality agreements with staff and vendors
• Regular security audits and vulnerability assessments
• Incident response plan for data breaches
• Limited access to personal data on a need-to-know basis

10. Data Breach Notification

In the event of a personal data breach that is likely to cause harm to you, we will:

1. Notify the Data Protection Board of India (as required under DPDPA)
2. Inform affected individuals within 72 hours of becoming aware of the breach
3. Provide details about the nature of the breach, data affected, and remedial actions taken
4. Offer guidance on protective measures you can take

11. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your browsing experience.

11.1. Types of Cookies We Use

11.2. Managing Cookies

You can control cookies through your browser settings:

• Google Chrome: Settings > Privacy and Security > Cookies
• Mozilla Firefox: Options > Privacy & Security > Cookies
• Safari: Preferences > Privacy > Cookies
• Microsoft Edge: Settings > Privacy > Cookies

Note: Blocking essential cookies may affect website functionality.

12. Your Rights Under DPDPA

As a Data Principal under the Digital Personal Data Protection Act, 2023, you have the following rights:

12.1. Right to Access

You have the right to obtain confirmation of whether we are processing your personal data and to access such data.

12.2. Right to Correction

You can request correction of inaccurate, incomplete, or outdated personal data.

12.3. Right to Erasure (Right to be Forgotten)

You may request deletion of your personal data when:

• The data is no longer necessary for the purposes it was collected
• You withdraw consent and there is no other legal basis for processing
• The data has been processed unlawfully

Exceptions: We may retain data if required by law or for legal proceedings.

12.4. Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, and machine-readable format (e.g., CSV, JSON, PDF).

12.5. Right to Withdraw Consent

You can withdraw your consent for data processing at any time by:

• Sending an email to [email protected]
• Contacting us via phone or WhatsApp
• Using the unsubscribe link in marketing emails

12.6. Right to Nominate

Under DPDPA, you may nominate another individual to exercise your rights in the event of your death or incapacity.

12.7. Right to Grievance Redressal

If you have concerns about how we handle your personal data, you can file a grievance with us (see Section 13 below) or with the Data Protection Board of India.

13. Grievance Redressal Mechanism

We are committed to resolving your privacy concerns promptly and fairly.

13.1. How to File a Complaint

If you believe your privacy rights have been violated, you may file a complaint by:

• Email: [email protected] (Subject: “Privacy Grievance”)
• Written Letter: Send to our registered office address (Section 2)
• Phone/WhatsApp: +91 [Your Phone Number – Update Required]

13.2. Grievance Resolution Timeline

1. Acknowledgment: Within 3 business days of receiving your complaint
2. Investigation: We will investigate and review your grievance
3. Resolution: We aim to resolve complaints within 30 days
4. Escalation: If unresolved, you may escalate to the Data Protection Board of India

13.3. Data Protection Board of India

If you are not satisfied with our response, you have the right to lodge a complaint with the Data Protection Board of India established under DPDPA.

Website: https://www.dpb.gov.in (once operational)

14. Third-Party Links and Services

Our website may contain links to third-party websites, plugins, or services (e.g., payment gateways, social media platforms). We are not responsible for the privacy practices of these third parties.

Recommendations:

• Review the privacy policies of third-party websites before providing personal information
• Be cautious when clicking on external links
• We do not control or endorse third-party content or services

15. Children’s Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal data from minors without verifiable parental consent.

If you are a parent or guardian and believe your child has provided us with personal information without your consent, please contact us immediately at [email protected]. We will take steps to delete such information promptly.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in:

• Our business practices or services
• Legal or regulatory requirements (including DPDPA amendments)
• Technology or security measures

Notification of Changes:

• We will post the updated policy on our website with the “Last Updated” date
• For significant changes, we will notify you via email or prominent website notice
• Continued use of our services after changes constitutes acceptance of the updated policy

Previous versions: You may request access to previous versions of this Privacy Policy by contacting us.

17. Contact Information

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

General Inquiries and Privacy Concerns:

Email: [email protected]
Phone: [9408949695
WhatsApp: +91 9408949695
Business Hours: 9:00 AM – 7:00 PM

Data Protection Officer (DPO):

Name: [To be appointed and added]
Email: [email protected]

Registered Office Address:

Ekayan Consultancy Private Limited
Ground Floor, 208 and 209, Florence Imperia
Nr. Gala Gymkhana Cross Road
Ram Chowk, Ghod Dod Road
Athwagate, Surat, Gujarat – 395001
India

Connect With Us:

Website: https://ekayan.in
LinkedIn: https://www.linkedin.com/company/ekayan
Facebook: https://www.facebook.com/ekayan
Instagram: https://www.instagram.com/ekayan
YouTube: https://www.youtube.com/@ekayan

18. Applicable Law and Jurisdiction

This Privacy Policy is governed by the laws of India, including but not limited to:

• Digital Personal Data Protection Act, 2023 (DPDPA)
• Information Technology Act, 2000
• Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011

Any disputes arising from this Privacy Policy shall be subject to the exclusive jurisdiction of the courts in Surat, Gujarat, India.

Legal Disclaimer and Clarifications

Thank you for trusting Ekayan Consultancy Private Limited with your personal information.
We are committed to protecting your privacy and ensuring compliance with Indian data protection laws.

© 2024-2025 Ekayan Consultancy Private Limited. All Rights Reserved.