Privacy Policy

1. Introduction

VANTRO PRS ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Point Rewards System platform (the "Service").

2. Information We Collect

We collect the following types of information:

Information You Provide

• Account information: name, email, company code, role, department, position
• Profile information: profile photo (optional), phone number, salary information (if provided by employer)
• Content you submit: campaign submissions, proof files, notes, correction requests
• Payment information: processed securely by our payment processor (we don't store card details)
• Communications: messages sent to our support team

Automatically Collected

• Usage data: pages visited, features used, time spent, session activity
• Device information: IP address, browser type, device type, operating system
• Log data: server logs, error reports, authentication attempts

3. How We Use Information

We use your information to:

• Provide, maintain, and improve the Service
• Process transactions and manage subscriptions
• Send transactional emails (notifications, receipts, security alerts)
• Respond to customer support requests
• Detect fraud, abuse, and security incidents
• Comply with legal obligations
• Analyze usage trends to improve our features (aggregated & anonymized)

We do not use your data for advertising or sell it to third parties.

4. Sharing & Disclosure

We may share your information only in the following circumstances:

• With your employer: your activity, points, rankings, and submissions are visible to authorized users within your company (Owner, HR, HOD, etc.) as per the Service's role-based access
• With service providers: hosting (AWS), email delivery, payment processing, analytics — under strict data processing agreements
• Legal requirements: when required by law, subpoena, court order, or to protect rights and safety
• Business transfers: in connection with a merger, acquisition, or asset sale (with notice)

5. Data Storage & Security

Your data is stored on secure servers hosted in reputable data centers with industry-standard security measures including:

• Encryption in transit (TLS 1.3) and at rest (AES-256)
• Regular automated backups and disaster recovery procedures
• Multi-tenant isolation ensuring your company's data cannot be accessed by other companies
• Role-based access controls within your organization
• Regular security audits and penetration testing
• Employee access on a strict need-to-know basis

While we implement strong security measures, no method of transmission or storage is 100% secure. We cannot guarantee absolute security but continuously work to improve our protections.

6. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service. When you terminate your account:

• Personal identifiers are deleted or anonymized within 90 days
• Point history is retained in anonymized form for aggregate analytics
• Backups are automatically purged within 12 months
• Legal/financial records may be retained longer to comply with tax and regulatory obligations

7. Your Rights

You have the right to:

• Access: request a copy of the personal data we hold about you
• Correction: request correction of inaccurate information
• Deletion: request deletion of your personal data (subject to legal retention)
• Portability: request your data in a machine-readable format
• Restriction: request that we limit processing of your data
• Objection: object to certain types of processing
• Withdraw consent: withdraw any consent you previously provided

To exercise any of these rights, please email us at privacy@vantroprs.com. We will respond within 30 days.

8. Cookies & Tracking

We use cookies and similar tracking technologies to:

• Essential cookies: keep you logged in, remember preferences (required)
• Analytics cookies: understand how the Service is used (optional, can be disabled)
• Performance cookies: measure and improve site performance

You can control cookies through your browser settings. Disabling essential cookies may affect the Service's functionality.

9. Children's Privacy

VANTRO PRS is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately so we can delete it.

10. International Transfers

Your data may be processed in countries other than your own. When we transfer data internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission.

11. GDPR Compliance

If you are a resident of the European Economic Area (EEA), UK, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR). Our legal basis for processing your data includes:

• Contract: to fulfill our contractual obligations to you
• Legitimate interests: to operate and improve the Service
• Consent: where you have given us permission
• Legal obligation: where required by law

You have the right to lodge a complaint with your local data protection authority.

12. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through a prominent notice on the Service before the changes take effect. Your continued use of the Service after such changes constitutes acceptance of the updated Policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy or your data, please contact: