Privacy Policy

1. Introduction

Swil Unify, owned by SWIL, is a data exchange platform designed to facilitate secure document sharing between businesses. This Privacy Policy outlines how we collect, use, and disclose your personal information when you use our platform. We are committed to protecting your privacy and maintaining the highest standards of data security.

2. Information We Collect

We collect two main types of information — user information and transaction information.

• Essential user information:
  • Email address: Used for account creation, communication, and password resets.
  • Phone number (optional): Used for two-factor authentication and support purposes.
  • Company information — name, address, and GSTIN: Required for KYC verification and regulatory compliance.
  • PAN (optional): May be required for specific regulations or transactions.
  • Business details — turnover, vertical, and segment: Used for platform optimization and service personalization.
• API keys: Unique identifiers generated for each company to securely access and manage their data on the platform.
• Transaction headers: Unique identifiers and timestamps for each transaction.
• Sender & receiver details: Company names, addresses, and contact information for both parties involved in a transaction.
• Transaction line items: Detailed information about goods or services exchanged, including quantities, descriptions, and unit prices.
• Transaction shipping: Information about shipping methods, tracking numbers, and delivery addresses.
• Transaction payment: Information about payment methods, amounts, and invoice details.
• Transaction total value: Overall value of each transaction.

3. Use of Information

We use the information we collect for the following purposes:

• Facilitate data exchange: Enable secure and efficient document sharing between businesses, including invoices, sales orders, and other transaction documents.
• Provide user support: Respond to inquiries, resolve technical issues, and offer assistance to users.
• Improve our platform: Analyze usage data to enhance functionality, security, and user experience.
• Comply with legal obligations: Fulfill KYC verification requirements and comply with other applicable laws and regulations.
• Generate reports: Facilitate data analysis and reporting for business users.

4. Data Sharing

We do not share your personal information with third parties without your consent, except in the following situations:

• Service providers: We may share your information with trusted third-party service providers who help us operate the platform, such as cloud providers, legal advisors, and auditors. These providers are contractually bound to protect your data and only use it for the purposes specified by Swil Unify.
• Government agencies: We may disclose your information to government agencies or law enforcement officials if required by law or to comply with legal process.
• Data ownership: It is important to note that data ownership remains with the sender and receiver of each transaction. We do not claim ownership of your data and only process it as instructed by you.

5. Data Security

We take your data security very seriously and implement a range of measures to protect it:

• Encryption: All data is encrypted in transit and at rest using industry-standard encryption protocols.
• Access controls: We restrict access to your data to authorized personnel and implement strict access control measures.
• Regular security audits: We conduct regular security audits and penetration testing to identify and address any potential vulnerabilities.
• API key and account security: We provide mechanisms for managing and securing your API keys and user accounts, including two-factor authentication and the ability to block access in case of suspicious activity.

We strive to maintain physical, technical and procedural safeguards that are appropriate to the sensitivity of the personal information in question. These safeguards are designed to prevent your personal information from loss and unauthorized access, copying, use, modification or disclosure.

The security of your personal information is important to us. Please advise our Privacy Officer immediately of any incident involving the loss of or unauthorized access to or disclosure of personal information that is in our custody or control.

Any personal data that is stored with our third parties or other service providers is held in secure servers in full compliance with international security requirements. We use appropriate levels of technical, organizational and contractual measures to prevent accidental or unlawful destruction, loss, alteration, unauthorized disclosure of or access to personal data transmitted, stored or otherwise processed.

6. Data Retention

We retain your data for the following periods:

• Transaction data: Stored for one year in an encrypted database for active use and then moved to an encrypted archive accessible only upon request from authorized users (sender or receiver of the transaction).
• Reports: Retention policy varies depending on the specific report and is determined by the business user who uploaded it.
• User accounts: Deactivated accounts and their associated data are retained for a limited period for legal or compliance purposes, after which they are securely deleted.

7. User Rights

You have the following rights regarding your personal information:

• Access: You have the right to access and obtain a copy of your personal information stored by Swil Unify.
• Rectification: You have the right to request the correction of any inaccurate or incomplete personal information.
• Erasure: You have the right to request the deletion of your personal information, subject to certain legal and regulatory exceptions.
• Objection: You have the right to object to the processing of your personal information for certain purposes, such as marketing or profiling.
• Restriction: You have the right to request the restriction of the processing of your personal information, such as in cases where you dispute its accuracy.

Accessing, Correcting or Updating Your Information

You can help us maintain the accuracy of your personal information by notifying us of any changes to this information. You may also contact Swil Unify to request access to, delete, correct or update your personal information using the contact information provided in the "Contacting Us" section of this Privacy Policy. When making such a request, please note that we may request specific information from you to enable us to confirm your identity and right to make such a request, as well as to search for and provide you with (or otherwise delete, where applicable) the personal information that we hold about you.