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PRIVACY POLICY — AVENTRA SYSTEMS

Smart Systems Delivered

Effective Date: 3 November 2026
Last Updated: 3 November 2026
Version: 1.0

1. Introduction and Who We Are

1.1 Aventra Systems ("Aventra", "Company", "we", "us", "our") is a [partnership firm / LLP – fill in] with its head office at A1 & A8, Siddhi Vinayak Complex, Sail City Road, New Pundag, Ranchi, Jharkhand – 834007, India,

1.2 Aventra operates in industrial electrical products, low-voltage switchgear trading, electrical panel manufacturing, industrial automation, energy management, gas detection products, technical services, ERP solutions and business consulting.

1.3 For the personal data described in this Policy, Aventra is the Data Fiduciary within the meaning of the Digital Personal Data Protection Act, 2023 ("DPDP Act"). Service providers who process data on our instructions are Data Processors.

1.4 This Policy explains what personal data we collect, why, how we use and protect it, who we share it with, how long we keep it, and how you can exercise your rights.

2. Scope

2.1 This Policy applies to personal data processed through:

2.2 This Policy covers customers, prospects, suppliers, business partners, their employees and representatives, and website visitors. Employee data is governed by a separate internal policy.

2.3 This Policy is a notice of our data practices. It does not replace our Terms and Conditions of Sale, purchase orders, quotations or other contracts, which govern commercial matters.

3. Applicable Law and Definitions

3.1 We process personal data in accordance with the Information Technology Act, 2000; the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011; the DPDP Act and the Digital Personal Data Protection Rules, 2025 as they come into force; and the WhatsApp Business Policies of Meta.

3.2 In this Policy:

3.3 We do not collect "sensitive personal data" such as passwords, biometric data, health records or full bank card details through WhatsApp or our website. Please do not send such data to us through any messaging channel.

4. Information We Collect

4.1 Identity and contact data: Name, company, job title, mobile and WhatsApp number, email, billing, shipping and site addresses.

4.2 Business and transaction data: Enquiries, RFQs, quotations, sales orders, purchase orders, pro-forma and tax invoices, delivery challans, delivery orders, e-way bill details, GSTIN, PAN of the business, payment status and references, credit terms, product specifications, drawings, site photographs, service tickets, warranty and AMC records.

4.3 WhatsApp data: WhatsApp number, profile name, messages, documents, images, voice notes and other attachments you send us, message timestamps, delivery and read status, and your opt-in / opt-out status and its source.

4.4 Website and technical data: IP address, browser and device type, pages viewed, referring site, cookies and form submissions.

4.5 Data about other people you share: If you give us the contact details of a colleague, consignee, site engineer or accounts person, you confirm that you are authorised to share them and that the person has been informed (see Section 18).

5. How We Collect Information

6. Purposes and Lawful Grounds

6.1 We process personal data only for the purposes below, each on a lawful ground under the DPDP Act.

Purpose Examples Lawful ground
Respond to enquiries and quote RFQ replies, quotations, technical selection Data you voluntarily provided for that purpose (legitimate use)
Perform orders and contracts SO, PO, invoice, DO, dispatch updates, payment reminders Legitimate use; contract performance
Procurement and vendor management POs, vendor onboarding, delivery follow-up Legitimate use; contract performance
Service and support Complaints, commissioning, AMC, warranty claims Legitimate use; contract performance
Legal and tax compliance GST, e-invoicing, e-way bills, audit, court or authority orders Compliance with law
Fraud prevention and security Verifying payment instructions, protecting our systems Legitimate use; compliance with law
Marketing Product launches, offers, newsletters, festival greetings, event invitations Your consent only
Website analytics Improving site performance Consent for non-essential cookies

6.2 We will not use your personal data for a new purpose that is incompatible with the above without telling you and, where required, obtaining your consent.

6.3 We do not make decisions that produce legal effects on you based solely on automated processing. Where we use automated tools or AI to draft replies, classify enquiries or suggest products, a member of our team remains responsible for the outcome.

7. WhatsApp Business Platform and Odoo ERP Integration

7.1 We use the WhatsApp Business Platform provided by Meta Platforms, Inc. and WhatsApp LLC, connected to our Odoo ERP. This lets us send and receive business messages and documents directly from our ERP.

7.2 Through WhatsApp we may send or receive: quotations, pro-forma invoices, sales orders and order confirmations, purchase orders, tax invoices and e-invoices, delivery orders, delivery challans and dispatch details, payment reminders and receipts, service and AMC updates, product information, and — only with consent — marketing messages.

7.3 Messages and attachments exchanged with our official numbers are logged against the relevant contact, quotation, order or invoice in Odoo so our team can serve you, keep an accurate transaction record and meet legal record-keeping duties.

7.4 Messages we initiate outside a customer-started conversation are sent using message templates approved by Meta. Template categories include utility (order and invoice updates), authentication and marketing.

7.5 WhatsApp messages are end-to-end encrypted in transit. When we use the Cloud API, Meta hosts the messages on our behalf and they are decrypted on Meta's servers so our ERP can process them. Meta processes this data under its own terms and policies, including the WhatsApp Business Terms of Service and Meta's privacy policy.

7.6 Our authorised staff can view WhatsApp conversations in Odoo on a need-to-know basis according to their role.

8. Official Communication Channels

8.1 Aventra communicates business matters only through these Official Channels:

8.2 Documents generated from our Odoo ERP carry our letterhead, document number and GSTIN, and can be verified with our office.

8.3 Messages from any other number, email domain or social media account claiming to be Aventra are not authorised. This includes personal numbers of our employees unless the message is later confirmed through an Official Channel. Aventra is not bound by, and is not responsible for, commitments, prices or payment instructions sent through unofficial channels.

9. Opt-in, Marketing Consent and Opt-out

9.1 Transactional messages. When you give us your WhatsApp number in connection with an enquiry, order or service request, you agree to receive messages from Aventra on WhatsApp about that matter, such as quotes, order confirmations, invoices, delivery updates and payment reminders.

9.2 Marketing messages. We send promotional messages only to people who have opted in. Opt-in may be given by ticking a box on our website, replying YES to an opt-in request, sending a message to our WhatsApp number after seeing a clear notice, signing an enquiry form, or giving written consent at an exhibition or meeting. Each opt-in names Aventra Systems as the sender.

9.3 We keep a record of each opt-in and opt-out — date, time, channel and the wording shown — to show that consent was obtained and honoured.

9.4 Opting out. You can stop marketing messages at any time by:

9.5 We act on opt-out requests within 2 working days. Withdrawing consent is as easy as giving it and does not affect processing done before withdrawal.

9.6 Opting out of marketing does not stop transactional or service messages needed for an active order, invoice, warranty or legal obligation. You may ask us to send those by email instead.

9.7 We do not sell, rent or trade contact lists, and we do not buy contact lists for WhatsApp marketing.

10. Sharing and Data Processors

10.1 We share personal data only as needed for the purposes in Section 6, with:

10.2 We engage Data Processors under written terms, or under their published terms where those meet the law, that require them to process data only for our purposes and to keep it secure.

10.3 If Aventra is restructured, merged, or its business or assets are transferred, personal data may pass to the successor, which will be bound by this Policy or one offering similar protection.

10.4 We do not sell personal data.

11. Cross-Border Processing

11.1 Some of our service providers, including Meta, Odoo and cloud providers, may store or process data outside India. Such transfers are made only to countries not restricted by the Government of India under the DPDP Act, and subject to the safeguards these providers offer.

12. Security and Personal Data Breach Response

12.1 We apply reasonable security practices proportionate to the data, including:

12.2 If a personal data breach occurs, we will contain it, investigate it, and notify the Data Protection Board of India and affected individuals as required by the DPDP Act and Rules. Our notice to you will describe the breach, its likely consequences, what we are doing, and steps you can take.

12.3 No system is completely secure. We cannot guarantee that data transmitted over the internet or held by third-party platforms will never be accessed without authorisation. This does not reduce any security duty we owe under law.

13. Data Retention

13.1 We keep personal data only as long as needed for the purpose for which it was collected, then delete or anonymise it, unless law requires longer retention.

Data Typical retention
Invoices, credit/debit notes, delivery documents, GST and accounting records As required by GST, income-tax and other laws — generally at least 8 years from the end of the relevant financial year
Quotations, orders and related WhatsApp/email correspondence Duration of the business relationship plus 8 years, for warranty, dispute and audit purposes
Warranty, service and AMC records Warranty or contract period plus 3 years
Marketing contact data Until you opt out, or 3 years after your last interaction with us
Opt-in and opt-out records As long as needed to prove consent was obtained or honoured
Enquiries that do not lead to business 3 years after the last interaction
System access logs At least 1 year

13.2 Where data is kept for a legal claim, investigation or authority order, it is retained until that matter is closed.

14. Your Rights

14.1 Subject to applicable law, you may:

15. How to Make a Request, and Data Deletion Instructions

15.1 Send requests to sales@aventrasystems.in [or privacy@aventrasystems.in] with the subject "Data Privacy / Data Deletion Request", stating your name, the WhatsApp number or email you used with us, and what you want us to do. You may also message our official WhatsApp number with the word DELETE MY DATA.

15.2 We may ask you to verify your identity before acting, so that nobody else can access or delete your data.

15.3 On a valid deletion request we will delete your WhatsApp conversation history, marketing data and contact details from Odoo and our other systems, except data we must keep under Section 13 (for example tax invoices). Retained data will be restricted to that legal purpose. We will confirm to you when this is done.

15.4 Deleting data held by us does not delete messages stored on your own device or WhatsApp account.

16. Grievance Officer

16.1 In accordance with the Information Technology Act, 2000, its rules, and the DPDP Act, our Grievance Officer is:

16.2 We will acknowledge a grievance within 14 days and resolve it as soon as possible, and in any case within 90 days. If you are not satisfied, you may approach the Data Protection Board of India after using our grievance process.

17. Children and Cookies

17.1 Our products and services are for businesses and professionals. We do not knowingly collect personal data of anyone under 18 years. If you are under 18, please do not contact us without a parent or lawful guardian. If we learn we hold such data without verifiable parental consent, we will delete it.

17.2 Our website uses essential cookies needed for it to work and keep it secure, and may use analytics or marketing cookies only with your consent. You can change cookie choices in your browser; blocking essential cookies may affect site features.

18. Your Responsibilities

18.1 When you share information with us, you confirm that:

18.2 You are responsible for the security of your own phone, WhatsApp account, email and devices, and for who in your organisation can see documents we send you.

18.3 To the extent permitted by law, you agree to indemnify Aventra against third-party claims, penalties and reasonable costs arising directly from your breach of Section 18.1, such as sharing a person's data without authority or supplying false information.

18.4 Aventra is not responsible for delays, wrong deliveries, misdirected documents or failed communications caused solely by inaccurate or outdated information you provided. This does not cover errors caused by Aventra.

19. Payment Instructions and Fraud Prevention

19.1 Aventra will never change its bank account details through WhatsApp, email or phone alone. Any change to our bank details will be communicated on company letterhead, signed by an authorised signatory, and must be confirmed by you by calling our office number listed on our website before you make payment.

19.2 Make payments only to the bank account printed on our tax invoice generated from our ERP or confirmed under Section 19.1. Payments made to any other account on the basis of an unverified message are made at the payer's own risk and will not discharge the payer's obligation to Aventra, except where the loss results from Aventra's own fault.

19.3 We will never ask you through WhatsApp for your OTPs, passwords, net-banking credentials, card numbers or CVV.

19.4 If you receive a suspicious message, document or payment request using our name, do not act on it. Report it to sales@aventrasystems.in or our office number.

19.5 To the maximum extent permitted by law, Aventra is not liable for losses caused solely by impersonation, phishing, compromised accounts or fraud by third parties unconnected with Aventra, where Aventra has not contributed to the loss through its own negligence or breach of law.

19.6 Aventra may investigate suspected misuse of its name or channels, block numbers, report incidents to authorities including the cyber crime portal, and take lawful action.

20. Electronic Documents and Their Effect

20.1 Documents we send through WhatsApp or email are electronic records under the Information Technology Act, 2000. Please review them and tell us of any discrepancy within 7 days of receipt.

20.2 Sending a document electronically does not by itself mean acceptance of an order, change of contract terms, waiver of any right, or confirmation of payment. A quotation becomes binding only when accepted under its stated terms, and an order only when confirmed by Aventra in writing or by an ERP-generated order confirmation.

20.3 Informal chat messages, voice notes, emojis or "read" receipts do not amend prices, specifications, delivery dates, payment terms or warranties, unless confirmed in a formal document from an Official Channel.

20.4 Where a chat message conflicts with a signed contract, accepted purchase order, Aventra's order confirmation or tax invoice, the formal document prevails.

20.5 A document is authentic only if it comes from an Official Channel and its number matches our ERP records. Altered, forged or edited copies of our documents have no effect, and you may verify any document with our office.

21. Service Availability

21.1 WhatsApp, Odoo, email and our website depend on third-party systems and the internet. We do not guarantee uninterrupted or error-free availability, delivery or timing of messages. Important or time-critical matters should also be confirmed by email or phone.

22. Third-Party Platforms and External Links

22.1 Meta, WhatsApp, Odoo, payment gateways and logistics companies operate under their own terms and privacy policies, which we do not control. Our website and messages may contain links to external sites; we are not responsible for their content or privacy practices.

23. Confidential Business Information

23.1 Prices, discount structures, quotations, technical proposals, drawings, panel designs, supplier details and contract documents we share are confidential and are provided only for evaluating or carrying out business with Aventra. Do not forward, publish or share them with competitors or other third parties without our written permission, except your own advisers bound by confidentiality, or as required by law.

24. Intellectual Property

24.1 Our name, logo, tagline, website content, catalogues, drawings, designs, technical documents and software configurations belong to Aventra or their lawful owners, including the OEM brands we represent. They may not be copied, modified or used commercially without authorisation, except as allowed by law or contract.

25. Limitation of Liability

25.1 To the maximum extent permitted by law, Aventra is not liable for any indirect, incidental, special or consequential loss, or for loss of profit, business, goodwill or data, arising from the use of, or inability to use, our website, WhatsApp or other digital channels.

25.2 Liability for products, services, delivery, warranty and contract performance is governed exclusively by the relevant quotation, order confirmation, contract and our Terms and Conditions of Sale.

25.3 Nothing in this Policy excludes or limits any liability, right or remedy that cannot be excluded or limited under applicable law, including your rights under the DPDP Act, the Information Technology Act, 2000 and the Consumer Protection Act, 2019.

26. Force Majeure

26.1 Aventra is not responsible for delay or failure in performing non-statutory obligations under this Policy caused by events beyond its reasonable control, including natural disasters, epidemics, government action, war, civil unrest, strikes, power or network failures, platform outages or major cyber-attacks. This does not excuse our legal duties on data security and breach response.

27. Governing Law and Jurisdiction

27.1 This Policy is governed by the laws of India.

27.2 Subject to the powers of the Data Protection Board of India and other statutory authorities, and to any non-excludable consumer rights, the courts at Ranchi, Jharkhand shall have exclusive jurisdiction over disputes arising from this Policy. Where a contract with you contains an arbitration or jurisdiction clause, that clause applies to commercial disputes.

28. Severability, No Waiver and Language

28.1 If any provision is held invalid, it will be applied to the extent permitted, and the rest of the Policy continues in force.

28.2 Our failure to enforce any provision is not a waiver of it.

28.3 This Policy is available in English and Hindi on request. If versions differ, the English version prevails, to the extent permitted by law.

29. Changes to This Policy

29.1 We may update this Policy to reflect changes in our operations, technology or the law. The current version, with its effective date, will always be on www.aventrasystems.in. We will inform you of material changes by email, WhatsApp or website notice, and obtain fresh consent where the law requires.

30. Contact Us

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