1. Introduction

Saiph Academy, the training division of Saiph Business Solutions LLP ("Saiph Academy", "we", "us", or "our"), is committed to protecting your personal data and your right to privacy. This Privacy Policy explains what information we collect, how we use it, and what rights you have in relation to it.

This policy applies when you:

• Visit our website (saiphacademy.com)
• Enquire about our Programme via WhatsApp, phone, email, or social media
• Register and enrol in our AI-Powered Practical Accounting Programme
• Attend sessions, workshops, or demo classes at our facility in Malappuram, Kerala

2. What Personal Data We Collect

2.1 Information You Provide Directly

• Identity data: Full name, date of birth, photograph
• Contact data: Mobile number, email address, residential address
• Academic data: Educational qualifications, mark sheets or certificates (B.Com, M.Com, or equivalent)
• Payment data: Payment receipts, UPI transaction IDs, bank details for refund purposes (we do not store card numbers)
• Communication data: Messages or enquiries sent to us via WhatsApp, email, or Instagram

2.2 Information Collected Automatically

• Usage data: Pages visited on our website, time spent, referring URL
• Device data: Browser type, device type, operating system, IP address
• Cookie data: As described in our Cookies Policy

2.3 Information from Third Parties

• Referral information from existing students or partner institutions
• Information provided through Medhavi University's Digilocker integration for academic credit issuance

3. How We Use Your Data

We use the personal data we collect for the following purposes:

• Enrolment & Administration: Processing your application, confirming your seat, managing batch records, and issuing ID materials.
• Programme Delivery: Providing access to training materials, scheduling sessions, tracking attendance, and providing feedback.
• Certification: Issuing Saiph Academy Certificates and facilitating Medhavi University academic credit via Digilocker.
• Communication: Sending batch updates, schedule changes, payment reminders, and programme-related announcements via WhatsApp, email, or phone.
• Support & Guidance: Post-programme mentorship, alumni community access, and job-readiness support.
• Website Improvement: Analysing how visitors use our website to improve content and functionality.
• Legal Compliance: Meeting our obligations under applicable Indian law, including GST and financial record-keeping requirements.

4. Sharing of Personal Data

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

• Medhavi University / Digilocker: Your name, qualification details, and programme completion status are shared for the purpose of issuing academic credit.
• Payment Processors: Basic transaction information shared with UPI or bank systems solely to process payments and issue receipts.
• Legal Authorities: If required by Indian law, court order, or government authority, we may be obligated to disclose your data.
• Instructors & Training Staff: Your name, contact number, and attendance records may be shared with CMA Sajin Odupara, CA Muhammed Faisal, and other authorised training staff at Saiph Business Solutions LLP solely for Programme delivery.

5. Data Retention

We retain your personal data for as long as is necessary for the purposes set out in this policy:

• Student records: Retained for a minimum of 5 years after programme completion for certification verification purposes.
• Payment records: Retained for 7 years as required under Indian financial regulations.
• Enquiry data: Retained for 12 months from the date of last contact if you did not enrol.
• Website usage data: Retained for up to 12 months.

Once the retention period expires, your data is securely deleted or anonymised.

6. Your Rights

You have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal data we hold about you.
• Right to Correction: Request correction of inaccurate or incomplete data.
• Right to Deletion: Request deletion of your personal data, subject to our legal retention obligations.
• Right to Withdraw Consent: Withdraw consent for marketing communications at any time.
• Right to Grievance: Lodge a complaint with us if you believe your data has been mishandled.

To exercise any of these rights, please contact us at hello@saiphacademy.com. We will respond within 30 days.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, or misuse. These include:

• Password-protected storage of digital records
• Restricted access to student data on a need-to-know basis within our team
• Secure communication channels (WhatsApp Business, encrypted email)
• Physical security at our Malappuram training location

While we take all reasonable steps to protect your data, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

8. Third-Party Tools & Services

The Programme involves training on third-party software tools. By participating in the Programme, you acknowledge that your use of these tools may be subject to their own privacy policies:

• Tally Prime — Tally Solutions Pvt. Ltd.
• Zoho Books — Zoho Corporation Pvt. Ltd.
• Microsoft Excel — Microsoft Corporation
• Claude (Anthropic), ChatGPT (OpenAI), Gemini (Google), Perplexity AI — respective companies
• GST Portal — Government of India (GSTN)
• Income Tax e-Filing Portal — Government of India
• Digilocker — Government of India

Saiph Academy is not responsible for the privacy practices of these third-party tools.

9. Children's Privacy

Our Programme is designed for individuals who are at least 18 years of age. We do not knowingly collect personal data from anyone under the age of 18. If you believe a minor has submitted personal data to us, please contact us immediately and we will delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last Updated" date at the top of this page. If changes are material, we will notify enrolled students via WhatsApp or email. Continued enrolment or use of our website after changes are posted constitutes acceptance of the updated policy.

11. Contact Us

For any privacy-related questions or to exercise your data rights, please contact: