Privacy Policy

1. Overview

Omnipresence Ventures India Private Limited (“Company”, “we”, “us”) operates the Omnipresence Platform, including OmniSales, OmniTasks, OmniDashboard and Omni Scout (the “Platform”), a business-to-business software service supplied to organisations for field force management, workforce operations and sales operations.

This Policy explains how personal data is handled in connection with the Platform. Because we supply the Platform to businesses rather than to individuals, our role differs depending on whose data is involved. Section 2 explains this and is important to read first.

This Policy forms part of and is incorporated into our Terms of Service.

2. Our Role — Read This First

Our responsibilities under the Digital Personal Data Protection Act, 2023 depend on the context in which personal data is processed.

(a) Data about employees and personnel of our business customers. Where an organisation subscribes to the Platform and its employees, contractors or field personnel (“Authorized Users”) use it, that organisation is the Data Fiduciary and we act as a Data Processor on its instructions. The organisation determines what is collected, which features are enabled, how tracking is configured, how long data is kept and who within the organisation may see it.

That organisation, as your employer or principal, is responsible for: giving you notice of what is collected and why; obtaining and recording any consent required by law; configuring the Platform lawfully; and responding to your requests about your data.

(b) Data about business contacts surfaced through Omni Scout. Where the Platform surfaces third-party business contact information for prospecting purposes, we may act as a Data Fiduciary in respect of that information, and our subscribing organisations act as independent Data Fiduciaries in respect of their own subsequent use of it. Section 6 describes this processing.

(c) Data about visitors to our website and people who contact us. Where you visit our website, book a demonstration, subscribe to communications or contact us directly, we act as the Data Fiduciary. Section 7 describes this processing.

3. Data Processed on Behalf of Our Business Customers

Where we act as a Processor for a subscribing organisation, the categories of data processed may include:

The organisation determines which optional categories are collected through its configuration of the Platform. We process each category to provide, operate, secure, support, troubleshoot and improve the Platform, and as otherwise instructed by the organisation.

4. Location and Camera

Location. Where the subscribing organisation has enabled location features, the Platform collects precise location to record check-in and check-out at customer sites, verify on-ground presence, reconstruct routes, and support attendance and expense workflows. Depending on the organisation’s configuration, location may be collected while the application is in use and, where separately enabled and separately permitted by you, while the application is running in the background.

Before any operating system permission dialog is shown, the application displays an explanation of why the permission is needed and how location will be used. You may deny or later revoke location permission through your device settings at any time. Denying or revoking permission will disable location-dependent features and may prevent you from completing tasks your employer requires.

The accuracy and continuity of location data depends on device hardware, operating system settings, battery optimisation, network conditions and physical environment, and cannot be guaranteed.

Camera. Where enabled, the Platform uses the camera to capture proof-of-visit photographs, task documentation and attendance images. Images captured are uploaded and associated with the relevant record and are visible to authorised personnel of your employer. The application does not access your photo library unless you choose to select an existing image.

5. How Data Is Shared

We do not sell personal data and we do not share it for cross-context behavioural advertising.

With the subscribing organisation. Data collected through the Platform is made available to authorised personnel of the organisation whose subscription the Authorized User operates under. Their use of it is governed by their own policies and is their responsibility.

Service providers. We engage third parties to process data on our behalf, in the following categories: cloud hosting and infrastructure; database and storage services; error monitoring and application performance management; email and messaging delivery; mapping and geocoding; payment processing; customer support tooling; business contact data providers; and machine learning model providers. These providers are permitted to process data only to provide services to us and are bound by confidentiality obligations. A current list is maintained at omnipresence.in/subprocessors and may be updated from time to time.

Legal and protective disclosure. We may disclose data where required by law, regulation, court order, or a lawful request by a public authority, or where we consider disclosure necessary to investigate suspected fraud, enforce our terms, or protect the rights, property or safety of any person.

Corporate transactions. We may disclose data in connection with any merger, acquisition, financing, reorganisation or sale of assets, subject to the recipient being bound by obligations consistent with this Policy.

6. Omni Scout and Business Contact Data

Omni Scout surfaces business contact information about individuals in their professional capacity, including name, job title, employer, business email address, business telephone number and professional profile links, sourced from third-party data providers and publicly available sources.

We process this data to provide prospecting functionality to subscribing organisations. Where an organisation uses this data to contact an individual, that organisation acts as an independent Data Fiduciary and is solely responsible for the lawfulness of its own use, including any notice, lawful basis and opt-out obligations.

We do not warrant the accuracy or currency of third-party data. If you are an individual whose business contact details appear through Omni Scout and you wish to object to that processing or request correction or erasure, contact info@omnipresence.in and we will action your request in respect of our own systems and inform you of the source where we are able to.

7. Website, Marketing and Enquiries

Where you visit our website, book a demonstration, complete a form, apply for a role or contact us, we act as the Data Fiduciary. We collect the information you provide, together with technical data including IP address, browser and device type, referring page and pages viewed.

We use this to respond to your enquiry, arrange and conduct demonstrations, administer recruitment, measure and improve our website, and send business communications about our products where permitted. You may opt out of marketing communications at any time using the link in any such communication or by contacting info@omnipresence.in.

Cookies and similar technologies. Our website uses cookies and similar technologies that are strictly necessary for operation, and analytics cookies that help us understand how the site is used. You can control cookies through your browser settings. Disabling cookies may affect site functionality.

8. Artificial Intelligence Features

Certain Platform features use machine learning models, including models operated by third parties, to generate summaries, recommendations, classifications, extracted data and draft content. Where these features are used, the relevant inputs, which may include Customer Data, are processed by the applicable model provider.

We do not permit model providers to use identifiable Customer Data to train their foundation models. Outputs are generated probabilistically and may be inaccurate, and should not be relied on as the sole basis for any decision about an individual.

Model providers are listed in the sub-processor categories in Section 5.

9. Messaging Modules

Where a subscribing organisation uses messaging modules, we process recipient contact details and message content in order to transmit messages on its instruction, together with delivery metadata. The organisation is the Data Fiduciary in respect of its recipients and is responsible for obtaining and maintaining any required consent and for honouring opt-outs. Messages transmitted through third-party platforms are additionally subject to those platforms’ own terms and privacy practices.

10. Storage, Security and Location of Data

Data is hosted on cloud infrastructure located in the Asia Pacific (Mumbai) region. Limited processing may take place outside India where necessary for support, monitoring, error reporting or third-party service delivery.

We implement technical and organisational measures designed to protect personal data against unauthorised access, alteration, disclosure and destruction, having regard to the nature of the data, industry practice and the cost of implementation. These include encryption of data in transit and at rest, role-based access controls, network segregation between customer environments, and audit logging. A summary of current practices is available to subscribing organisations on request.

No system can be guaranteed secure and we do not warrant that our measures will prevent every incident.

Incidents. We report cyber security incidents to the Indian Computer Emergency Response Team within the timelines prescribed by applicable directions, and retain information and communications technology system logs for a minimum of one hundred and eighty (180) days within India as those directions require. Where an incident materially affects data processed on behalf of a subscribing organisation, we notify that organisation without undue delay after confirming the incident. Where we act as Data Fiduciary, we notify affected individuals and the Data Protection Board as required by law.

11. Retention

Where we act as a Processor, retention is determined by the subscribing organisation through its configuration and its agreement with us. We retain data for the duration of that organisation’s subscription and, after it ends, for the period described in our Terms of Service, following which we may delete it.

Where we act as a Data Fiduciary, we retain personal data for as long as necessary for the purposes described in this Policy, having regard to:

• the duration of our relationship with you;
• the need to respond to enquiries and disputes;
• our legal, tax, accounting and regulatory obligations, which for financial records is generally not less than eight years;
• the retention of security and system logs as described in Section 10; and
• the establishment, exercise or defence of legal claims.

We may retain aggregated and de-identified data, which does not identify any individual, indefinitely.

12. Rights of Data Principals

Subject to applicable law, you have the right to access your personal data, to correct or complete it, to request erasure, to nominate another person to exercise your rights in the event of death or incapacity, and to grievance redressal.

If you are an Authorized User of a subscribing organisation, that organisation is the Data Fiduciary and you should exercise these rights with them directly. We will forward requests we receive to that organisation and will not action them without instruction, except where required by law.

Where we act as the Data Fiduciary, contact info@omnipresence.in. We may require information to verify your identity before acting. We will respond within the period required by applicable law. Where a request is manifestly unfounded, excessive or repetitive, we may decline it or charge a reasonable fee, and we will tell you why.

Withdrawing consent. Where processing depends on your consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing before withdrawal and may prevent us or your employer from providing some or all functionality.

13. Children

The Platform is a business tool intended for use by individuals aged 18 or over. We do not knowingly process the personal data of children. If we become aware that we have done so, we will delete it. Contact info@omnipresence.in if you believe a child’s data has been provided to us.

14. Changes

We may update this Policy. Changes take effect on posting with an updated version number and date. Where changes are material, we will provide notice to subscribing organisations by email or in-product notification. Continued use after the effective date constitutes acceptance. Previous versions are available at omnipresence.in/privacy-policy/archive.

15. Contact and Grievance Officer

Omnipresence Ventures India Private Limited
25 Sona Udyog Industrial Estate, Parsi Panchayat Road, Andheri East, Mumbai, Maharashtra 400069

Privacy enquiries: info@omnipresence.in
Security disclosures: info@omnipresence.in

Grievance Officer
Name: Rishit Saraf | Designation: Founder
Email: info@omnipresence.in | Address: as above

Complaints are acknowledged within twenty-four (24) hours and we endeavour to resolve them within fifteen (15) days.

If you are dissatisfied with our response and we act as the Data Fiduciary in respect of your data, you may complain to the Data Protection Board of India.