Surbhi by Sun Infosys
⚠ Template — pending legal review. This Privacy Policy was drafted as a template and must be reviewed by a qualified Indian privacy lawyer (DPDP Act 2023) before going live. Replace this banner once finalized.

Privacy Policy

Last updated: 27 April 2026

1. Who we are

Sun Infosys ("we", "us", "our") is a software company registered in India, with offices in Ludhiana, Punjab. We operate surbhi.suninfosys.in and develop the Surbhi workplace productivity software ("the Software"). For privacy questions, contact privacy@suninfosys.in.

2. What this policy covers

This policy explains how we collect and process personal data when you visit our website, sign up for the trial, or purchase a license. It does not cover data captured by the Software when you install it on your own machines — that data lives on your servers under your control. See our Monitoring Policy template for guidance on processing employee data lawfully.

3. Data we collect about you

3.1 When you visit the website

  • IP address, browser type, device type (via standard server logs)
  • Pages visited, referrer (via Meta Pixel and LinkedIn Insight Tag, if you accept cookies)

3.2 When you sign up for the trial

  • Name, work email, company name, employee count
  • Source attribution (how you heard about us)

3.3 When you purchase a license

  • Billing name, address, GSTIN (for invoicing)
  • Hardware ID of the machine to be licensed (16-character fingerprint, not personally identifying)
  • Payment metadata via Razorpay or Stripe (we do not store card numbers)

4. Why we collect it

  • To deliver the trial — email the download link, send onboarding tips
  • To issue your license — sign and email the hardware-locked license key
  • To support you — answer questions you send to support
  • To improve the product — aggregate usage analytics from the website only
  • For legal compliance — issue GST invoices, retain records as required by Indian tax law

5. Legal basis (DPDP Act 2023)

We rely on:

  • Consent — when you submit a form, you consent to us using the data to fulfill your request
  • Contract performance — for paid customers, processing necessary to deliver the licensed software
  • Legitimate use — invoicing, fraud prevention, basic security logs

6. Who we share it with

We do not sell your data. We share it only with:

  • Payment processors — Razorpay, Stripe (for transaction processing)
  • Email infrastructure — Amazon SES or similar (to deliver trial & license emails)
  • Hosting — Hostinger India (where this website and our database live)
  • Government authorities — when legally required

7. International transfers

Most of our infrastructure is in India. Our payment processor (Stripe) and email infrastructure may transfer data outside India. We use processors that contractually commit to GDPR-equivalent safeguards.

8. How long we keep it

Data typeRetention
Trial signup data2 years from signup, then deleted
License records7 years (Indian tax law minimum)
Support emails3 years
Website analytics13 months

9. Your rights under DPDP Act 2023

You have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate data
  • Erasure (subject to our legal retention obligations)
  • Withdraw consent (this may end the trial or service)
  • Lodge a grievance with our Data Protection Officer at privacy@suninfosys.in
  • Escalate to the Data Protection Board of India if your grievance is not resolved within 30 days

10. Cookies

We use:

  • Essential cookies — for the website to function (no consent required)
  • Analytics cookies — Meta Pixel, LinkedIn Insight Tag (only with your consent)

You can disable cookies in your browser settings. Our site will still function.

11. Security

We use industry-standard security: HTTPS everywhere, encrypted backups, hardened VPS with firewall and fail2ban, principle of least privilege for staff access. No system is perfectly secure — but we will notify affected users within 72 hours of discovering any breach involving personal data, as required by DPDP Act §8(6).

12. Children

Surbhi is a B2B product. We do not knowingly collect data from anyone under 18. If you believe we have, contact us and we will delete it.

13. Changes to this policy

We may update this policy. The "Last updated" date at the top reflects the latest revision. For material changes, we'll notify active customers by email.

14. Contact

Questions about this policy? Email our Data Protection Officer at privacy@suninfosys.in or write to:

Sun Infosys
Ludhiana, Punjab
India 141001