Privacy Policy — WhitePanther™

Effective: 2025

Company Information

This Privacy Policy governs the collection, use, and protection of personal information by WhitePanther, powered by HOODS HUB PRIVATE LIMITED, a private limited company incorporated in India.

By accessing or using WhitePanther, you consent to the collection and use of your information in accordance with this Privacy Policy.

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://dev.whitepanther.email

15. CONTACT US

CONTACT

If you have any questions regarding these Privacy Policy, please contact:

HOODS HUB PRIVATE LIMITED
Email: customersupport@dev.whitepanther.email
Website: https://dev.whitepanther.email

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