Privacy Policy — Gateflow

Last updated: «confirm — date you publish» Operated by: PROCUREFLOW TECHNOLOGIES PRIVATE LIMITED (CIN U62011PN2026PTC256784) (“Gateflow”, “we”, “us”), B2 504, Sai Ganesh Residency, Vadgaon Budruk, Pune City, Pune – 411041, Maharashtra, India. Gateflow is a product of ProcureFlow Technologies.

This Policy explains how we collect, use, disclose and protect information in connection with the Gateflow mobile application and related services (the “Service”). By using Gateflow you agree to this Policy.

1. Who we are & our role

Gateflow is a business tool used by organisations (“Business Customers”) to create delivery challans and gate passes. For the account and usage data of the Business Customer, we act as Data Fiduciary (controller). For the data a Business Customer enters about their customers, suppliers, drivers or accountants, the Business Customer is the Fiduciary and we act as their Data Processor, processing that data only to provide the Service.

2. Information we collect

Account data: name, email, hashed password, role, business/workspace name — to create and secure your account.
Business content: challans, line items, quantities, vehicle number, driver name, destination, notes, and gate-verification records — to provide the core Service.
Contacts you enter: customer and accountant name, phone and email — to address and dispatch challans.
Photos: images you capture in-app of goods/vehicles (which may include number plates) — to attach dispatch proof to a challan.
Subscription data: your plan, term and subscription status, and a payment reference/token from our payment provider (Razorpay and/or Google Play, depending on how you subscribe) — to manage your subscription and free trial. We never receive your full card details.
Technical data: device/app diagnostics, logs and timestamps — for security, reliability and support.

Gateflow is not intended for anyone under 18 and we do not knowingly collect children’s data.

3. How we use information

To provide, secure and support the Service; to create and deliver challan documents to the recipients you choose; to operate gate verification and audit trails; to manage your subscription and free trial; to detect and prevent fraud or misuse; and to comply with law. We do not sell your data and we do not use it for advertising.

4. Legal basis

We process personal data on the basis of your consent, the performance of our contract with you, our legitimate interest in operating and securing the Service, and compliance with law.

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

The recipients you choose — when you send a challan PDF to your customer or accountant over email or WhatsApp, at your direction.
Service providers (Data Processors): cloud hosting (in India where feasible), our email provider, our WhatsApp business messaging provider, and our payment provider (Razorpay and/or Google Play billing) — each processing data only on our behalf.
Authorities — where required by law or valid legal process.

6. How long we keep it

We keep your business content and account data while your account is active and for «confirm — e.g. 6 months» after closure, unless a longer period is required by law, after which we delete or anonymise it. You can request export or deletion in-app or via our Grievance Officer.

7. Your rights under the DPDP Act

Subject to law, you may access, correct/complete, or request erasure of your personal data, nominate another person to exercise your rights, and withdraw consent. To exercise these, contact our Grievance Officer (§9). If unsatisfied, you may complain to the Data Protection Board of India.

8. Security

We encrypt data in transit and at rest, isolate every business’s data, hash passwords, keep a full audit trail, and take regular backups. No system is perfectly secure; we use reasonable, industry-standard safeguards.

9. Grievance Officer (DPDP requirement)

Rajashree Bhagit, Grievance Officer PROCUREFLOW TECHNOLOGIES PRIVATE LIMITED, B2 504, Sai Ganesh Residency, Vadgaon Budruk, Pune City, Pune – 411041, Maharashtra, India Email: grievance@procureflow.in

10. Children

The Service is for businesses and is not directed at anyone under 18.

11. Changes

We may update this Policy; material changes will be posted here with a new “Last updated” date.

12. Contact

PROCUREFLOW TECHNOLOGIES PRIVATE LIMITED · hello@procureflow.in