Privacy Notice

1. Who we are

This website is operated by Infocean CFO Services Private Limited (“Infocean”, “we”, “us”), 1503, The Index, Pratap Nagar, Jaipur, Rajasthan 302033, India. For the personal data described in this notice, we decide why and how it is processed, which makes us the “data fiduciary” under the Digital Personal Data Protection Act, 2023.

Questions about this notice can be sent to renu@infoceancfo.com.

2. Personal data we collect

We collect only what we need for the purpose you share it for:

Enquiries: when you use our contact form, your name, email, phone number, company, the services you are interested in, how you heard about us and your message.
Call bookings: when you book a call through our Google Calendar booking page, your name, email, phone number and anything you add about your company and needs.
Job applications: when you apply through our careers page, your name, email, phone number, city, the role you are applying for, qualification, experience, notice period, a link to your CV or LinkedIn profile and your message. If you email us your CV, we receive the CV and anything in it.
Communications: what you send us by email, phone or WhatsApp.
Technical data: your IP address, browser type and the time of your request, recorded by our web server to keep the website secure, to prevent spam and misuse, and to count visits in aggregate. For visit counts, IP addresses are anonymised and no cookies are used.

This website does not use cookies, third-party analytics or advertising trackers. Please do not send us sensitive information such as bank account numbers, passwords or health information through the website forms.

3. How and why we use it

To reply to your enquiry, understand your needs and discuss a possible engagement.
To assess job applications and contact you about roles.
To keep records of our communications and meet our legal, tax and professional obligations.
To protect this website, our team and visitors against spam, fraud and misuse.

We process this data with your consent, which you give when you submit a form, or for the purpose for which you have voluntarily provided it, and where required to comply with law. We do not use it for automated decision-making, and we do not sell it.

4. Client engagements

If you become a client, the financial and business information you share with us to deliver our services is handled under your engagement letter and the professional confidentiality obligations that apply to Chartered Accountants. This notice covers personal data collected through the website.

5. Who we share it with

We share personal data only with those who need it to help us run the website and our business, under appropriate confidentiality:

Our team members who handle your enquiry or application.
Hosting: our website and form records are stored on Amazon Web Services servers in Mumbai, India.
Messaging and email: when a form is submitted, its details are sent to our team as a WhatsApp notification through a WhatsApp messaging service provider, and our email runs on Microsoft 365.
Scheduling: call bookings are made through Google Calendar, which Google operates under its own privacy policy.
Professional advisors such as auditors and lawyers, where needed.
Government, regulatory or law-enforcement authorities, where required by law.

Some of these providers may process data outside India. Where they do, we rely on their contractual and security commitments and comply with any restrictions on transfers notified under Indian law.

6. How long we keep it

Enquiries: up to 24 months after our last contact with you, unless you become a client.
Job applications: up to 12 months, so we can consider you for future roles, unless you ask us to delete them sooner.
Web server logs: 14 days.
Client records: for as long as required by tax, company and professional record-keeping rules.

When data is no longer needed, we delete it or make it anonymous.

7. How we protect it

We use reasonable security safeguards, including encrypted HTTPS connections, access limited to the people who need it, and secured servers. No method of transmitting or storing data online is completely secure, but if a personal data breach occurs we will act promptly and notify the authorities and affected people as required by law.

8. Your rights

Subject to applicable law, you can:

Ask for a summary of the personal data we hold about you and how we use it.
Ask us to correct, complete or update it.
Ask us to erase it, unless we must keep it to comply with law.
Withdraw your consent at any time. This does not affect processing already carried out, and we may then be unable to continue with your enquiry or application.
Nominate another person to exercise these rights on your behalf in the event of death or incapacity.
Raise a grievance with us, as described below.

To exercise any of these rights, email renu@infoceancfo.com. We may need to verify your identity before acting on a request.

9. Grievance Officer

If you have a concern or complaint about how we handle your personal data, please contact our Grievance Officer at renu@infoceancfo.com or by post at Infocean CFO Services Private Limited, 1503, The Index, Pratap Nagar, Jaipur, Rajasthan 302033. We will acknowledge your grievance and aim to resolve it as quickly as possible, within the time limits set by law.

If you are not satisfied with our response, you may complain to the Data Protection Board of India.

10. Children

This website is intended for businesses and adults. We do not knowingly collect personal data from anyone under 18. If you believe a child has sent us their details, please contact us and we will delete them.

11. Changes to this notice

We may update this notice from time to time. The latest version will always be on this page, with the date it was last updated.