Privacy Policy

Last updated: May 1, 2026

1. Data Controller

HIREMEDIAMIND LLP is the data controller responsible for your personal data collected through hiremediamind.com and our SaaS products (Reputation OS, Outreach OS). As data controller, we determine the purposes and means of processing your personal data in accordance with applicable laws including the Digital Personal Data Protection Act, 2023 (India), the GDPR (EU/UK), and the CCPA (California).

2. Information We Collect

We collect the following categories of personal data:

• Identity data: name, company name, job title
• Contact data: email address, phone number, WhatsApp number
• Usage data: pages visited, time on site, clicks, browser type, IP address
• Communication data: messages sent via our contact form or WhatsApp
• Payment data: billing details processed securely by our payment partner (Razorpay). We do not store card details.
• Account data: login credentials and settings if you create a Reputation OS or Outreach OS account
• Business data: your Google Business Profile information if you connect it to Reputation OS

3. Legal Basis for Processing

We process your data under the following legal bases:

• Consent: when you submit a form, sign up for a product, or opt into marketing communications
• Contract: to deliver services you have purchased or signed up for
• Legitimate interests: to improve our services, prevent fraud, and send relevant business communications
• Legal obligation: to comply with applicable laws and regulations

4. How We Use Your Information

We use your personal data to:

• Provide, operate, and improve our products and services
• Respond to inquiries and provide customer support (within 24 hours)
• Process payments and manage your account
• Send transactional emails and WhatsApp messages related to your account
• Send marketing communications (only with your consent; you may opt out at any time)
• Analyse website usage to improve user experience
• Comply with legal and regulatory obligations
• Detect and prevent fraud or abuse

5. Cookies and Tracking Technologies

We use cookies, web beacons, and tracking technologies to improve user experience, measure performance, and optimise marketing campaigns. Specifically:

• Google Analytics (GA4): measures website traffic and user behaviour
• Google Tag Manager: manages tracking scripts
• Meta Pixel (Facebook Pixel): tracks conversions from Facebook and Instagram ads and enables remarketing
• Session cookies: required for our SaaS product dashboards to function

We use cookies only with user consent where required by applicable laws. You can control cookies through your browser settings. Disabling cookies may affect some functionality. By continuing to use our website, you consent to the use of cookies as described.

6. Third-Party Services

We work with trusted third-party providers who may process your data on our behalf:

• Meta (Facebook & Instagram & WhatsApp): for ad delivery, WhatsApp Business API messaging and automation services, and Meta Pixel analytics
• Google: for Google Analytics, Google Ads, Google Business Profile integration
• Razorpay: payment gateway for processing payments (subject to Razorpay's privacy policy)
• Hostinger: web hosting and database infrastructure
• n8n: workflow automation platform used to power certain product features
• Cloudinary: image and media hosting

These providers process your data in accordance with their own privacy policies. We only share the minimum data necessary for them to perform their services.

7. Information Sharing

We do not sell, rent, or trade your personal data. We may share your data only in the following circumstances:

• With trusted third-party service providers listed in Section 6 above
• When required by law, court order, or government authority
• To protect the rights, property, or safety of HIREMEDIAMIND LLP, our users, or the public
• In connection with a merger, acquisition, or sale of business assets (you will be notified)

8. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes described in this policy, including legal, accounting, or reporting obligations. Specifically:

• Contact form enquiries: up to 2 years
• Customer account data: for the duration of the account plus 1 year after closure
• Payment records: 7 years (as required by Indian tax law)
• Analytics data: as set by Google Analytics (default 26 months)

You may request deletion of your data at any time by contacting us (see Section 13).

9. Data Security

We implement industry-standard security measures including SSL/TLS encryption, hashed password storage, rate limiting, and access controls to protect your personal data. Our databases are hosted on secured infrastructure with restricted access. However, no method of transmission over the Internet is 100% secure. If you believe your data has been compromised, contact us immediately at team@hiremediamind.com.

10. International Data Transfers

HIREMEDIAMIND LLP is based in India and serves clients globally. By using our services, you acknowledge that your data may be processed and stored on servers located in India or other countries where our third-party providers operate (including the EU and the US). We ensure that any international transfers comply with applicable data protection laws and that appropriate safeguards are in place.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected data from a minor, please contact us immediately and we will delete it promptly.

12. Your Data Rights

Depending on your location, you may have the following rights:

• Access: request a copy of the personal data we hold about you
• Rectification: request correction of inaccurate data
• Erasure: request deletion of your data ("right to be forgotten")
• Restriction: request that we limit how we process your data
• Portability: receive your data in a structured, machine-readable format
• Objection: object to processing based on legitimate interests or for direct marketing
• Withdraw consent: withdraw consent at any time without affecting prior processing

These rights apply under the GDPR (EU/UK), CCPA (California), and India's Digital Personal Data Protection Act, 2023 (DPDP Act). You may exercise your rights by contacting us at team@hiremediamind.com. We will respond within 30 days.

13. CCPA Compliance (California Residents)

Under the California Consumer Privacy Act (CCPA), California residents have the right to know what personal data we collect, the right to delete it, and the right to opt out of the sale of personal information. We do not sell your personal information. To exercise your CCPA rights, contact us at team@hiremediamind.com.

14. Grievance Officer (India)

In accordance with the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023 (India), a Grievance Officer is designated to address data-related complaints:

15. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. Changes will be posted on this page with an updated date at the top. We encourage you to review this policy periodically. Continued use of our services after changes are posted constitutes your acceptance of the updated policy.

16. Governing Law

This Privacy Policy is governed by and construed in accordance with the laws of India, including the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and the Digital Personal Data Protection Act, 2023. Any disputes arising under this policy shall be subject to the exclusive jurisdiction of the courts in Jhansi, Uttar Pradesh, India.

17. Contact Us

For any questions, requests, or concerns regarding this Privacy Policy or your personal data, contact us at: