Privacy notice

Who we are

AuxoMedia (“we”) is a creative and digital marketing agency at Bahraich, Uttar Pradesh, India. This notice explains how we handle personal data in our work app: the system our team uses, the portal our clients use, and our enquiry form. We decide why and how this data is used, so under India’s Digital Personal Data Protection Act, 2023 we are its data fiduciary.

Questions, or to use any of the rights below: hello@auxomedia.com. Our grievance officer, who handles these requests and any complaints, is Shivam (Co-Founder & Creative Director), at the same address.

What we keep

If you send us an enquiry (our website form, or an Instagram or Facebook lead form): your name, company, email, phone, your message, where the enquiry came from, and the internet (IP) address it was sent from, which we keep to stop abuse of the form.

If you’re a client: your company’s name, address, GSTIN and PAN; the names, emails and phone numbers of your contacts; quotations, contracts, invoices and payments; and the files, approvals, comments and requests you send us through the portal.

If you work with us: your name, email and phone; an emergency contact; your job, team and manager; attendance, leave and the time you log; tasks and comments; equipment issued to you; shoot check-ins; and for pay, your salary terms, PAN, UAN and ESI number and your payslips.

Everyone who signs in: sign-in attempts and the devices you’re signed in on (browser and IP address), whether two-step verification is on, phones set up for notifications, your notifications, and a record of the changes you make (who changed what, and when).

We don’t knowingly collect data about children, and the app isn’t meant for anyone under 18.

Why we use it

• To answer your enquiry and, if you go ahead, to quote for and do the work.
• To run client projects: planning, shoots, reviews and approvals, reports and support.
• To invoice, collect payment and keep the accounts that GST and income tax law require.
• For our team: to plan work, record attendance and leave, and pay salaries with the PF, ESI and professional tax the law requires.
• To keep accounts secure: checking sign-ins, stopping misuse, and keeping a record of changes.

We use enquiry data because you chose to send it to us, and you can ask us to stop at any time. Client and team data is used to carry out our agreement with you and to meet our legal duties. We don’t sell personal data, and we don’t use it to build advertising profiles.

Who else handles it

We use a few services to run the app. They handle data only on our instructions, to provide their service:

• Hosting and database: our hosting provider, on servers in India.
• Backups: copies of the database and uploaded files, kept so we can recover from a failure or mistake.
• Email: Resend sends our emails (invoices, reminders, password resets).
• The team’s AI assistant: Google’s Gemini answers our team’s questions about our own records, so the question and the records needed to answer it are sent to Google. Clients don’t use it. Until we move to Google’s paid service, Google may use what is sent to improve its products; once we’re on it, Google doesn’t.
• Error reports: Sentry receives technical details when something breaks, which can include your account ID.
• Phone notifications: notifications pass through your browser maker’s push service (Google, Apple, Mozilla or Microsoft), encrypted so they can’t read them.
• Meta: if you fill in one of our lead forms on Instagram or Facebook, Meta passes your answers to us.

We also share data when the law requires it, for example GST returns, EPF and ESI filings, and requests from authorities.

How long we keep it

• Sign-in attempts, and notifications you've read: 90 days.
• Routine activity (signing in and out, delivery ticks) and records of emails sent: 1 year.
• Invoices, payments, payroll and the record of other changes: 8 years, because tax law requires us to keep accounts that long.
• Enquiries that don’t become work: 2 years after our last contact.
• Team members’ details after they leave: 8 years, as long as pay and tax records must be kept; after that we remove their name and contact details and keep only the anonymous records.

How we protect it

Passwords are stored only in a one-way scrambled form; PAN numbers and two-step verification secrets are encrypted. Owners and admins must use two-step verification. People see only what their role needs (team members don’t see prices or salaries; clients see only their own company). Sign-outs and removed access take effect immediately, and every change is recorded.

Your rights

• Get a summary or copy of the personal data we hold about you.
• Have wrong or incomplete details corrected.
• Have your data erased when we no longer need it. Records the law makes us keep (such as invoices and payroll) stay until that period ends.
• Withdraw consent you gave (for example to an enquiry), without affecting what happened before.
• Nominate someone to use these rights for you if you die or can't act yourself.

Write to hello@auxomedia.com. We’ll answer within 30 days. If you’re not satisfied with our answer, you can complain to the Data Protection Board of India.

Changes

If we change this notice we’ll update the date at the top, and tell clients and the team in the app when the change matters. See also our terms of use.