Privacy Policy — WhitePanther™

Effective: 2025

Data Controller: Hoods Hub Private Limited

Email: customersupport@whitepanther.email

Website: https://whitepanther.email

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1. INTRODUCTION

At Hoods Hub Private Limited (“we”, “us”, or “our”), we are committed to maintaining the privacy, confidentiality, integrity, and availability of personal data in line with the ISO/IEC 27001:2022 standard and the General Data Protection Regulation (GDPR) (EU) 2016/679.

This Privacy Policy explains how we collect, use, store, disclose, and protect personal data when you use our collaboration platform WhitePanther™ and related services (collectively, “Services”).

2. SCOPE

This Privacy Policy applies to all users of WhitePanther™, including:

• Individual users
• Corporate clients
• Website visitors
• Third-party users under B2B agreements

It applies to all data processing activities where we act as a Data Controller or Data Processor as defined under GDPR.

3. PRINCIPLES OF DATA PROCESSING

We adhere to the following principles as required by GDPR and ISO 27001:

• Lawfulness, fairness, and transparency
• Purpose limitation
• Data minimization
• Accuracy
• Storage limitation
• Integrity and confidentiality
• Accountability

4. LEGAL BASIS FOR PROCESSING

We process your personal data on the following legal bases:

• Contractual necessity: To deliver our services and fulfill agreements
• Legal obligation: For compliance with applicable laws
• Legitimate interest: To improve user experience and product performance
• Consent: For marketing or non-essential data processing

5. DATA WE COLLECT

We collect and process the following categories of personal data:

• a. Identification Data: Full name, email address, company name, job role, IP address
• b. Authentication and Usage Data: Login timestamps, session data, usage logs, browser/device data
• c. Business Communication Data: Internal messages, documents, project notes
• d. Metadata: File types, timestamps, access records (for audit trails)

6. DATA RETENTION POLICY

We retain your personal data only for:

• As long as necessary to fulfill the purpose
• The duration of our business relationship
• Legal, tax, audit, or regulatory requirements (usually up to 7 years)

User data will be securely deleted or anonymized after this period.

7. DATA SUBJECT RIGHTS

You have the following rights:

• Right of Access – View the data we hold about you
• Right to Rectification – Correct inaccurate data
• Right to Erasure (Right to be forgotten)
• Right to Restrict Processing
• Right to Data Portability
• Right to Object – to processing based on legitimate interests
• Right to Lodge a Complaint – with the Data Protection Authority

To exercise these rights, email us at: info@hoodshub.tech

8. SECURITY MEASURES

We implement robust technical and organizational measures:

• Encryption at rest and in transit (TLS 1.2+)
• Access control and role-based permissions
• 24/7 monitoring, intrusion detection, and logging
• Security awareness training for all employees
• Business Continuity & Disaster Recovery planning
• Periodic internal and external audits

All data is stored in ISO 27001-certified data centers.

9. DATA SHARING & THIRD-PARTY PROCESSORS

We may share data with trusted subprocessors under signed Data Processing Agreements (DPAs) for:

• Cloud hosting
• Payment gateways
• Communication tools

All third-party vendors are required to:

• Comply with ISO 27001 and/or GDPR
• Limit access to data based on need
• Process data only on our documented instructions

10. INTERNATIONAL DATA TRANSFERS

We store and process data primarily within India and the EU. In case of international transfers:

• We use standard contractual clauses (SCCs)
• We ensure adequate safeguards and risk assessments

11. COOKIES & TRACKING

We use cookies and similar tracking technologies for:

• Session management
• Performance analytics (with anonymization)
• User experience enhancements

For details, please refer to our Cookie Policy.

12. INCIDENT RESPONSE

In the event of a data breach:

• We will notify affected users and authorities within 72 hours
• An incident response team will investigate and mitigate the issue
• Remedial actions will be documented as per ISO 27001 guidelines

13. PRIVACY BY DESIGN & DEFAULT

We integrate privacy into the development lifecycle of WhitePanther™ by:

• Minimizing data collection
• Enabling user-controlled permissions
• Conducting Data Protection Impact Assessments (DPIAs)

14. CHANGES TO THIS POLICY

We may update this Privacy Policy periodically. You will be notified of major changes via email or in-app notification. The updated version will always be available at: https://whitepanther.email

15. CONTACT US

Hoods Hub Private Limited
Email: customersupport@whitepanther.email
Website: https://hoodshub.tech

For EU citizens: You may contact your local data protection authority if you believe your data rights have been violated.