Privacy Policy

1. About this policy

In this document, “we”, “us”, “our” or “Vasavi” means Vasavi Associates (a proprietorship firm, Tiruchirappalli) and its subsidiary Vasavi Accounting and Tax Filing Services India Private Limited (CIN U74999TN2022PTC151579). “You” means any visitor to vasavitaxfilingtrichy.com or any person who uses our services.

This Privacy Policy explains what personal information we collect, why we collect it, how we protect it, who we share it with and the choices you have. For the purposes of Indian data protection law, Vasavi Associates is the Data Fiduciary for the personal data described here.

By using our website, booking an appointment, contacting us or sharing documents with us, you agree to this policy. If you do not agree, please do not share your personal information with us.

2. Information we collect

Information you give us

• Enquiry and appointment details: your name, mobile number, email address, the service you are interested in, preferred date, time and mode of meeting (office visit, phone or video call), and any note or message you type into our booking form, contact form, free consultation popup or chat.
• Messages on WhatsApp, phone or email: what you tell us when you contact us.
• Documents and details needed to do your work: depending on the service, this can include PAN, Aadhaar, date of birth, address proof, photographs, bank statements and account details, income and salary details, Form 16 / 26AS / AIS, GST details, business and financial records, company and director details (DIN, DSC), FSSAI and MSME details, and loan-related documents.
• Portal login details: where you choose to give us your login details for the Income Tax, GST, MCA or other government portals so that we can file on your behalf.

Financial information (bank account, card or other payment details), passwords and biometric or identity information are sensitive personal data or information under the SPDI Rules, 2011. We collect them only when they are needed for the service you ask for, and only with your written consent (including consent given by email, WhatsApp or by submitting a form).

Information that is freely available in the public domain, or provided under the Right to Information Act, 2005 or any other law, is not treated as sensitive personal data.

Information collected automatically

• IP address and time of booking: when you book an appointment on our website, we record your IP address and the time of the request. This is used only to prevent misuse, such as one person blocking many slots.
• Server logs: our hosting provider keeps standard technical logs (IP address, browser type, pages visited, date and time) for security and to keep the website running.
• Embedded content: our website shows YouTube videos and a Google Map. When these load, Google and YouTube may set their own cookies and collect information under their own privacy policies. We do not use advertising or tracking cookies of our own.

3. How we use your information

• To reply to your enquiry and to schedule, confirm, reschedule or cancel your appointment.
• To provide the services you ask for, such as Income Tax and GST filing, TDS, accounting and bookkeeping, company and partnership registration, ROC filings, DSC and DIN, FSSAI and MSME registration, business loan assistance and advisory.
• To send you reminders about due dates, documents we need, filing status and invoices.
• To raise invoices, receive payments and keep proper accounts.
• To meet our own legal obligations, including record-keeping under tax, company and professional laws, and to respond to lawful requests from authorities.
• To keep our website and systems safe and to prevent fraud or misuse.

We do not sell, rent or trade your personal information, and we do not use it for any purpose that is unrelated to the reason you gave it to us.

4. Consent

Before or when we collect your personal data, this policy acts as our notice under Section 5 of the Digital Personal Data Protection Act, 2023: it tells you what we collect, why, how to withdraw consent, how to exercise your rights and how to complain to the Data Protection Board of India. Your consent must be free, specific, informed, unconditional and unambiguous, given by a clear action such as submitting a form.

We process your personal information on the basis of your consent, which you give when you submit a form, book an appointment, message us or hand over documents, and where the law otherwise allows it (for example, to comply with a legal duty). You may withdraw your consent at any time, as easily as you gave it, by writing to us or sending a WhatsApp message (see Section 10). You may also give or withdraw consent through a Consent Manager registered with the Data Protection Board, once such services are available. Withdrawing consent does not affect work already done, and if the information is needed to complete a service, we may not be able to continue that service.

5. Who we share it with

We share your information only as far as needed:

• Government departments and portals such as the Income Tax Department, GST Network, Ministry of Corporate Affairs / ROC, FSSAI and Udyam, when we file or register on your behalf.
• Banks and financial institutions, only when you ask us to help with a loan or account and only with your approval.
• Service providers who help us run our office, such as our website host (Hostinger), WhatsApp (Meta), email (Google), accounting software, certifying authorities for Digital Signature Certificates, and payment gateways. They may use the information only to provide their service to us.
• Our professional associates (for example a Chartered Accountant or Company Secretary) when a filing legally needs their certification, under a duty of confidentiality.
• Authorities when the law, a court or a government agency requires it.

Anyone we share data with is required to keep it confidential and protect it to the same standard. We do not publish sensitive personal data.

Storage outside India

Some of our service providers (such as Google, Meta / WhatsApp and our hosting provider) may store data on servers outside India. Such transfers are made only as allowed under Section 16 of the DPDP Act, 2023, and not to any country restricted by the Government of India.

6. How long we keep it

• Enquiries and appointment bookings from people who do not become clients are kept for up to 12 months and then deleted.
• Client records and documents are kept for as long as you are our client and after that for the period required by tax, GST and company laws (generally up to 8 years), after which they are deleted or destroyed securely.
• Portal passwords are used only for the filing and are not kept longer than needed. We recommend that you change your password after the work is complete.
• Before deleting data because its purpose is over, we will tell you at least 48 hours in advance where the law requires it, so that you can contact us if you still need it. Logs needed to investigate misuse are kept for at least one year as required by the DPDP Rules, 2025.

7. How we protect it

We follow reasonable security practices and procedures as required by Rule 8 of the SPDI Rules, 2011 and Section 8(5) of the DPDP Act, 2023, including password-protected systems and devices, restricted access for staff on a need-to-know basis, secure (HTTPS) connections on our website, a booking file that cannot be read from a browser, and locked storage for paper documents. No method of storage or transmission is completely secure, but we work to protect your data If a personal data breach happens, we will inform affected persons and the Data Protection Board of India without delay, as required by the DPDP Rules, 2025, and report cyber security incidents to CERT-In where required.

8. Your rights

You can ask us to:

• tell you what personal information we hold about you and how it is used;
• correct or update information that is wrong or incomplete;
• delete your information when it is no longer needed, unless we must keep it by law;
• withdraw your consent;
• nominate another person to exercise these rights on your behalf in case of death or incapacity;
• hear and resolve a complaint about how we handle your data.

To use any of these rights, contact our Grievance Officer (Section 10). We may ask you to confirm your identity before acting on a request. Please give us correct information and do not file false complaints, as these are your duties under Section 15 of the DPDP Act, 2023.

9. Children

Our services are meant for adults and businesses. We do not knowingly collect personal data of children (under 18) except when a parent or lawful guardian gives it to us for a service, such as a minor’s PAN or income tax filing. In that case we take verifiable consent from the parent or guardian, as required by Section 9 of the DPDP Act, 2023. We do not track, profile or advertise to children.

10. Grievance Officer and contact

As required by Rule 5(9) of the SPDI Rules, 2011 and Section 8(10) of the DPDP Act, 2023, the person who will answer your questions and handle complaints about your personal data is:

We will acknowledge your complaint within 48 hours and give you a ticket or reference number, and we will resolve it within one month of receiving it.

If you are not satisfied with our response, you may complain to the Data Protection Board of India under Section 13 of the DPDP Act, 2023, after first using our grievance process.

11. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page with the “Last updated” date at the top. Please check it from time to time.