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Privacy Policy

Last Updated: November 1, 2025

1. Introduction

This Privacy Policy explains how Polipics ("we," "our," or "us") collects, uses, stores, and protects your personal data when you use our personalized media distribution platform (the "Service"). We are committed to protecting your privacy and complying with GDPR and applicable data protection laws.

This policy applies to all users of the Service, including administrators, partners, and subscribers.

2. Data Controller

Studio D (operating as Polipics) is the data controller responsible for your personal data. If you have questions about this Privacy Policy or our data practices, please contact us using the details provided in Section 15.

3. Information We Collect

3.1 Information You Provide

We collect information that you provide directly to us, including:

  • Account Information: Name, email address, phone number, company name, and other registration details
  • Profile Information: Business details, postal code, city, and other attributes used for template matching
  • Content: Templates, media files, captions, hashtags, and other content you upload or create
  • Communication Data: Messages, support requests, and other communications with us
  • Social Media Account Information: OAuth tokens and account details for connected social media platforms

3.2 Information Collected Automatically

When you use the Service, we automatically collect:

  • Usage Data: Pages visited, features used, time spent, and interaction patterns
  • Technical Data: IP address, browser type, device information, operating system, and unique device identifiers
  • Log Data: System logs, error reports, and performance metrics
  • Cookies and Tracking: Information collected through cookies and similar technologies (see Section 8)

3.3 Information from Third Parties

We may receive information from:

  • Social media platforms when you connect your accounts
  • Email and SMS providers regarding message delivery status
  • Analytics and monitoring services

4. How We Use Your Information

We use your personal data for the following purposes:

4.1 Service Provision

  • Creating and managing your account
  • Personalizing media content based on your attributes
  • Distributing content through email, SMS, WhatsApp, and social media
  • Managing templates, subscribers, and channels
  • Providing customer support

4.2 Legal Basis (GDPR)

We process your personal data based on:

  • Contract: To perform our contract with you and provide the Service
  • Legitimate Interests: To improve the Service, prevent fraud, and ensure security
  • Consent: Where you have given explicit consent (e.g., marketing communications)
  • Legal Obligation: To comply with applicable laws and regulations

4.3 Communication

  • Sending service-related notifications and updates
  • Responding to your inquiries and support requests
  • Sending marketing communications (with your consent)

4.4 Analytics and Improvement

  • Analyzing usage patterns to improve the Service
  • Monitoring system performance and security
  • Generating reports and analytics

5. Data Sharing and Disclosure

We do not sell your personal data. We may share your information in the following circumstances:

5.1 Service Providers

We share data with trusted third-party service providers who assist in operating the Service, including:

  • Cloud hosting providers (e.g., AWS)
  • Email service providers (e.g., AWS SES)
  • SMS and WhatsApp providers (e.g., Twilio)
  • Social media platforms (Facebook, Instagram, Google, TikTok, YouTube)
  • Analytics and monitoring services

These providers are contractually obligated to protect your data and use it only for specified purposes.

5.2 Legal Requirements

We may disclose your information if required by law, court order, or regulatory authority, or to:

  • Comply with legal obligations
  • Protect our rights and property
  • Prevent fraud or security threats
  • Protect the safety of users or the public

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your data may be transferred to the acquiring entity.

6. Data Retention

We retain your personal data only for as long as necessary to:

  • Provide the Service to you
  • Comply with legal obligations
  • Resolve disputes and enforce agreements
  • Maintain security and prevent fraud

Specific retention periods:

  • Account Data: Retained while your account is active and for 7 years after closure (for legal and tax purposes)
  • Content Data: Retained while your account is active and for 30 days after deletion request
  • Log Data: Retained for 90 days for security and troubleshooting
  • Delivery Status Data: Retained for 2 years for audit and compliance purposes

You may request deletion of your data at any time, subject to legal retention requirements.

To delete your data, email info@polipics.in with subject 'Data Deletion Request'

7. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

  • Encryption of data in transit (TLS/SSL) and at rest
  • Access controls and authentication mechanisms
  • Regular security assessments and updates
  • Secure cloud infrastructure (AWS)
  • Regular backups and disaster recovery procedures
  • Staff training on data protection

However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Maintain your session and authentication state
  • Remember your preferences
  • Analyze usage patterns
  • Improve the Service

You can control cookies through your browser settings. However, disabling cookies may affect Service functionality.

9. Your Rights Under GDPR

You have the following rights regarding your personal data:

9.1 Right of Access

You can request a copy of the personal data we hold about you.

9.2 Right to Rectification

You can request correction of inaccurate or incomplete data.

9.3 Right to Erasure ("Right to be Forgotten")

You can request deletion of your personal data, subject to legal retention requirements.

9.4 Right to Restrict Processing

You can request that we limit how we use your data in certain circumstances.

9.5 Right to Data Portability

You can request a copy of your data in a structured, machine-readable format.

9.6 Right to Object

You can object to processing based on legitimate interests or for direct marketing purposes.

9.7 Rights Related to Automated Decision-Making

You have rights regarding automated processing and profiling, where applicable.

9.8 Right to Withdraw Consent

Where processing is based on consent, you can withdraw consent at any time.

To exercise these rights, please contact us using the details in Section 15. We will respond within one month.

10. International Data Transfers

Your data may be transferred to and processed in countries outside your jurisdiction, including the United States (e.g., AWS servers). We ensure appropriate safeguards are in place, such as:

  • Standard Contractual Clauses
  • Adequacy decisions where applicable
  • Other approved transfer mechanisms

11. Children's Privacy

The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

12. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be notified through the Service or by email. The "Last Updated" date at the top indicates when changes were made. Your continued use of the Service after changes constitutes acceptance of the updated policy.

14. Data Protection Officer

If you have concerns about our data processing practices, you can contact our Data Protection Officer (if applicable) or use the contact details in Section 15.

15. Contact Information

If you have questions, concerns, or wish to exercise your rights, please contact us:

  • Data Controller / Service Provider: Studio D (a partnership firm registered in India)
  • Trading as: Polipics
  • GSTIN: 27ABTFS9575N1ZS
  • Email: info@polipics.in
  • Registered Address: 5th Floor, Mango Woods, A-501, Survey No.39/4, NIBM Road, Pisoli, Pune 411060.

16. Complaints

If you are not satisfied with our response to your data protection concerns, you have the right to lodge a complaint with your local data protection authority or supervisory authority in your jurisdiction.

This Privacy Policy is designed to comply with GDPR and applicable data protection laws. By using Polipics, you acknowledge that you have read and understood this Privacy Policy.