Privacy Policy

Policy summary

Ace Softwares provides websites, software development, digital services and cloud-based software products to businesses, schools, colleges and other organisations.

Depending on the circumstances, Ace Softwares may process information for its own business purposes or on behalf of a Customer Organisation using one of our products. We do not sell personal information.

This summary is provided for convenience. The complete Policy below governs the handling of personal information.

1. Scope of this Policy

This Privacy Policy applies to:

• the Ace Softwares website at acesoftwares.com;
• other websites operated by Ace Softwares that link to this Policy;
• our cloud-based software products and related services;
• demonstrations, subscriptions, implementation, billing and support;
• website enquiry and contact forms;
• authorised email, SMS, telephone and WhatsApp Business communications; and
• other Ace Softwares services that expressly adopt this Policy.

In this Policy, “Ace Softwares”, “we”, “us” and “our” refer to Ace Softwares, located at 15A, PM Samy Colony, Rathinapuri, Coimbatore, Tamil Nadu 641027, India.

A product-specific notice, written customer agreement or other applicable legal document may provide additional information. Where documents address the same subject differently, the more specific document will apply to the relevant service or activity, subject to applicable law.

2. Products and services covered

This Policy currently covers the following Ace Softwares products:

• CampusConnect A school and college operations platform supporting authorised administration, student and staff records, attendance, fees, communication, reporting and related institutional functions.
• ClearShift An attendance and workforce management platform supporting attendance records, shifts, permissions, leave, overtime, reports and connected attendance workflows.
• BizViz A website and e-commerce software platform used by Customer Organisations to create and operate websites, catalogues, online stores and related digital services.

This Policy also applies to future Ace Softwares products and services that link to this page, unless a separate privacy policy is provided.

3. Important definitions

Personal information or personal data

Information relating to an identified or identifiable individual.

Customer Organisation

A school, college, business, employer, institution or other organisation that subscribes to, purchases or is authorised to use an Ace Softwares product or service.

Authorised user

A person permitted by a Customer Organisation to access its account or workspace, such as an administrator, employee, teacher, parent, student, customer or other approved user.

Customer Organisation data

Information, content and records entered, uploaded, imported, generated or transmitted by a Customer Organisation or its authorised users through an Ace Softwares product.

Processing

Any activity performed on personal information, including collection, recording, organisation, storage, access, use, transmission, correction, analysis, restriction, deletion or destruction.

4. Our role and Customer Organisation responsibilities

Information controlled by a Customer Organisation

A Customer Organisation generally determines what information its authorised users enter into its account or workspace, why the information is used, which users are permitted to access it and how long it should be retained.

Ace Softwares generally processes this information to provide, maintain, secure and support the subscribed service according to the Customer Organisation's instructions, the applicable agreement and applicable law.

Information used by Ace Softwares for its own purposes

Ace Softwares determines how information is processed for its own enquiries, demonstrations, account administration, subscriptions, billing, customer support, product security, fraud prevention, legal compliance, service improvement and direct business communications.

Customer Organisation responsibilities

Each Customer Organisation is responsible for:

• collecting and using information lawfully and fairly;
• providing required privacy notices;
• obtaining any permission, consent or other lawful authority required;
• ensuring that submitted information is relevant and reasonably accurate;
• assigning suitable roles and access permissions;
• protecting usernames, passwords, devices and integration credentials;
• removing access when it is no longer required;
• responding to requests relating to records under its control; and
• using our products in accordance with applicable law and agreements.

To the extent permitted by law, Ace Softwares is not responsible for the accuracy, lawfulness or appropriateness of information, instructions, content, user-access decisions or communications independently created, supplied or authorised by a Customer Organisation.

5. Information we may collect

5.1 Website, enquiry and business-contact information

• name, company or institution name and job title;
• email address, telephone number and business address;
• enquiry, demonstration, quotation and support details; and
• messages, attachments and other information voluntarily provided.

5.2 Account, subscription and billing information

• account name, username and authentication information;
• organisation, branch, department and user-role information;
• subscription plan, invoice, tax and payment-status details; and
• payment and transaction references received from payment providers.

5.3 CampusConnect information

Depending on the modules used and information supplied by the relevant institution, CampusConnect may process:

• institution, campus, class, course and administrative details;
• student names, identifiers, admission and class information;
• parent or guardian names, contact details and relationships;
• teacher, employee and authorised-user information;
• attendance, leave, permission and movement records;
• fee structures, payment status, receipts and transaction references;
• academic, timetable, examination and institutional records;
• announcements, notices and communication history;
• documents, photographs and files uploaded by authorised users; and
• emergency, welfare, health or safety information where a Customer Organisation chooses to use a function that requires it.

5.4 ClearShift information

Depending on the features used, ClearShift may process:

• employee names, identifiers and contact information;
• branch, department, designation and reporting information;
• shift schedules, attendance events and work-hour records;
• leave, permission, absence, late-arrival and overtime records;
• attendance-device identifiers and events received from connected systems;
• approvals, notes, reports and operational follow-up records; and
• files or supporting documents uploaded by authorised users.

5.5 BizViz information

Depending on the website or e-commerce functions used, BizViz may process:

• business profiles, branding, domains and configuration information;
• website pages, product catalogues, prices, images and uploaded files;
• customer enquiries, orders, delivery and contact information;
• payment status and transaction references;
• form submissions and website visitor interactions;
• content and settings created by authorised administrators; and
• technical, performance and usage information.

5.6 Technical and usage information

• IP address, browser, operating system and device information;
• login times, session information and feature usage;
• audit logs, error reports, diagnostic data and security events;
• approximate location inferred from IP address, where applicable; and
• cookie identifiers and similar technologies.

5.7 Communication information

• email, SMS, telephone and WhatsApp contact information;
• message content and template information;
• delivery, read, failure and response status, where available; and
• communication preferences, consent and opt-out records.

Customer Organisations and users should not submit information that is unlawful, excessive or not reasonably required for an authorised purpose.

6. How information is collected

We may collect information:

• directly from individuals through websites, accounts and communications;
• from a Customer Organisation or one of its authorised users;
• through imports, APIs, integrations and connected systems;
• automatically through websites, applications, logs and cookies;
• from payment, messaging, hosting, analytics and support providers; and
• from lawful public or business sources where appropriate.

7. How information may be used

We may use information to:

• provide, configure, operate and maintain our products and websites;
• create accounts and authenticate authorised users;
• apply role-based permissions and separate Customer Organisation workspaces;
• process authorised records, workflows, reports and communications;
• provide demonstrations, onboarding, training and support;
• administer subscriptions, invoices, payments and taxes;
• monitor availability, performance, usage and security;
• detect, investigate and prevent misuse, fraud and unauthorised access;
• maintain backups, logs and business-continuity processes;
• respond to enquiries, complaints and privacy requests;
• comply with legal, regulatory and contractual requirements;
• improve services using aggregated, statistical or appropriately de-identified information where reasonably practical; and
• send promotional communications where permitted and where the recipient has not opted out.

We process personal information only for lawful and reasonably necessary purposes. Depending on the circumstances, processing may be based on consent, a requested service, contractual requirements, legal obligations or another basis permitted by applicable law.

8. Children and student information

CampusConnect is intended for use by educational institutions and may process information relating to students, including children as defined by applicable law. Where Indian data-protection law applies, this may include individuals under 18 years of age, subject to applicable legal provisions, exemptions and amendments.

Student information is normally provided or managed by the relevant Customer Organisation and processed for authorised educational, administrative, communication, welfare and safety purposes.

The Customer Organisation is responsible for providing required notices and obtaining any parental, guardian or other permission required for its collection and use of student information.

Ace Softwares does not sell student or child information and does not use it for targeted advertising directed at children.

Parents, guardians and students should normally contact the relevant institution first regarding records controlled by that institution. Ace Softwares may assist the institution where reasonably required and technically possible.

9. Attendance and connected-device information

ClearShift and certain CampusConnect functions may receive attendance records from manual entry, imported files, APIs, mobile workflows or connected attendance systems.

Some systems operated by Customer Organisations may use fingerprints, facial recognition or other biometric methods at the device level. Unless expressly agreed in writing, our products are generally intended to receive attendance identifiers, timestamps and events rather than raw biometric templates.

Where biometric images, templates or similar information are processed through an Ace Softwares service, the Customer Organisation must ensure that it has appropriate legal authority, notices, permissions, access controls and retention practices. Additional contractual and security requirements may apply.

10. Email, SMS and WhatsApp communications

Ace Softwares may send authorised service and business communications through email, SMS, telephone and WhatsApp Business.

These communications may include:

• account, authentication and security messages;
• attendance, fee, order, payment or service notifications;
• institutional notices and Customer Organisation announcements;
• demonstration, onboarding, support and subscription updates;
• maintenance, product and policy notices; and
• promotional communications where permitted.

CampusConnect, ClearShift and BizViz communications may use their respective approved product display names. These communications are officially managed by Ace Softwares.

To deliver communications, relevant information may be processed by authorised providers, including email and SMS providers and, where configured, Meta, WhatsApp and an approved WhatsApp Business solution provider such as Gupshup.

Recipients may opt out of optional promotional communications through the unsubscribe method provided, an available opt-out keyword, their account preferences or by contacting us. Transactional, security, operational or legally required messages may continue where reasonably necessary.

11. Website, cookies and analytics

The Ace Softwares website and our products may use cookies, browser storage and similar technologies to:

• maintain sessions and authenticate users;
• remember preferences and settings;
• protect accounts and reduce abuse;
• measure website and feature usage;
• diagnose problems and improve performance; and
• support marketing or advertising where implemented and permitted.

Users may control cookies through browser settings and any controls provided on the relevant website. Disabling essential cookies may prevent some features from working correctly.

12. Sharing and service providers

We do not sell personal information. We may share information only where reasonably necessary with:

• the relevant Customer Organisation and its authorised users;
• cloud hosting, storage, backup and content-delivery providers;
• email, SMS, telephone and WhatsApp communication providers;
• payment gateways, banks, invoicing and accounting providers;
• analytics, monitoring, security and customer-support providers;
• contractors and implementation partners subject to suitable obligations;
• professional advisers such as accountants, auditors and legal advisers;
• government authorities, regulators, courts and law-enforcement bodies where required or permitted by law; and
• a relevant successor or party during a merger, acquisition, restructuring or transfer of business, subject to applicable safeguards.

Providers are authorised to process information only for the relevant service and subject to applicable contractual and legal requirements.

13. Storage and international processing

Information may be processed or stored in India or in other countries where Ace Softwares or its authorised service providers maintain infrastructure.

Where information is processed across borders, we take measures reasonably designed to comply with applicable transfer restrictions, contractual obligations and government directions.

A Customer Organisation may contact us for information about the general hosting or processing arrangements applicable to its subscribed service.

14. Security measures

We use reasonable technical and organisational measures designed to protect personal information from unauthorised access, disclosure, alteration, loss or misuse.

Depending on the service and identified risk, these measures may include:

• role-based access controls and separated organisation workspaces;
• authentication, password protection and session controls;
• encryption in transit and other protection where appropriate;
• logging, monitoring and investigation of suspicious activity;
• backups and service-recovery processes;
• software updates and vulnerability remediation;
• access reviews and restricted administrative access; and
• confidentiality and security obligations for relevant personnel and providers.

No internet transmission, software platform or storage system can be guaranteed to be completely secure. Customer Organisations and users must protect their credentials, devices and access permissions and notify us promptly of suspected unauthorised use.

15. Retention and deletion

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to provide the service, maintain security and auditability, resolve disputes, enforce agreements and comply with applicable law.

Retention periods may vary according to:

• the product, module and type of information;
• Customer Organisation instructions and contractual requirements;
• account activity and subscription status;
• tax, accounting, employment, education and other legal requirements; and
• security, fraud-prevention, backup and incident-response needs.

When information is no longer required, it may be deleted, anonymised or securely isolated from ordinary use. Information may remain in backups for a limited period until those backups are rotated, overwritten or no longer required, unless longer retention is required by law.

Customer Organisations are responsible for selecting appropriate retention practices for records under their control and for exporting information they are required to retain.

16. Privacy rights and requests

Subject to applicable law and the nature of our role, individuals may be entitled to:

• request information about personal data being processed;
• request access to relevant personal information;
• correct, complete or update inaccurate information;
• request deletion where legally available;
• withdraw consent where processing is based on consent;
• opt out of optional promotional communications;
• raise a privacy grievance or complaint; and
• exercise other rights available under applicable law.

Requests involving Customer Organisation data

If information is held in a CampusConnect, ClearShift or BizViz Customer Organisation account, the individual should normally contact the relevant school, college, employer, business or website operator first. That organisation is usually best placed to verify identity and act on the relevant record.

Ace Softwares may refer a request to the relevant Customer Organisation or assist it where reasonably necessary, contractually appropriate and technically possible.

Verification

We may request reasonable information to verify identity, authority and the relevant account or record. Verification information will be used only for handling the request and related security purposes.

Requests and grievances will be handled within the period required by applicable law, subject to verification, complexity and any necessary involvement of a Customer Organisation.

17. Personal data breaches

If we become aware of a personal data breach affecting information under our control, we will take reasonable steps to investigate, contain and remediate the incident.

We will provide notifications to affected Customer Organisations, individuals or authorities where required by applicable law or an applicable agreement.

Where Ace Softwares processes information on behalf of a Customer Organisation, we may provide reasonable assistance to that organisation in meeting its applicable breach-response obligations.

18. Third-party services and links

Our websites and products may link to or integrate with third-party services, such as payment gateways, messaging providers, maps, analytics, social networks, hosting providers, domain providers, attendance devices and Customer Organisation-selected integrations.

Those third parties may independently process information under their own terms and privacy policies. Ace Softwares does not control and is not responsible for the independent privacy practices, availability, security or content of third-party services.

Customer Organisations are responsible for evaluating and lawfully using third-party services that they independently select or configure.

19. Websites operated by BizViz customers

Websites and online stores created using BizViz are normally operated by the relevant Customer Organisation.

The Customer Organisation is responsible for its website content, products, customer relationships, forms, communications, cookie choices, legal notices and privacy practices, including information it independently collects from visitors and customers.

A BizViz-operated website may provide its own privacy policy. Ace Softwares remains responsible for information it processes for its own purposes and for responsibilities that cannot lawfully be transferred or excluded.

20. Account closure and service termination

When a subscription or Customer Organisation account ends, the Customer Organisation may be given a limited opportunity to retrieve or export information, depending on the applicable agreement, product and technical availability.

After the applicable access or retention period, information may be deleted, anonymised or made inaccessible, except where limited retention is reasonably required for legal compliance, security, dispute resolution, backups or enforcement of contractual obligations.

Customer Organisations are responsible for exporting information they are legally or operationally required to retain before access ends.

21. Policy status and limitations

This Privacy Policy describes our privacy practices. It does not create warranties or contractual rights beyond those required by applicable law or expressly agreed in a written contract with Ace Softwares.

Nothing in this Policy excludes, restricts or modifies a right, obligation or responsibility that cannot lawfully be excluded, restricted or modified.

To the maximum extent permitted by applicable law, Ace Softwares is not responsible for loss or harm caused solely by:

• unlawful, inaccurate or unauthorised information supplied by a Customer Organisation or user;
• Customer Organisation access decisions, instructions or communications;
• failure by a user or Customer Organisation to protect credentials or devices;
• independent third-party services outside Ace Softwares' reasonable control; or
• use of a product in violation of applicable agreements or law.

Liability relating to subscriptions, product availability, warranties, indemnities and financial limits is governed by the applicable Terms of Service, order, proposal or written customer agreement.

22. Changes to this Policy

We may update this Policy when our products, practices, providers or legal obligations change.

The updated version will be published on this page with a revised “Last updated” date. Where a change is material, we may also provide notice through email, an account notification, a product notice or another appropriate method.

23. Contact and grievances

To ask a privacy question, exercise an available right, report a concern or raise a grievance, contact:

Please provide enough information to identify the relevant product, Customer Organisation or account. Do not send passwords, complete payment credentials or unnecessary sensitive information by email.