Privacy notice

1. What is collected, and when

If you are a gift recipient

• Given to us by your organisation: your name, work email or mobile number, and an internal identifier so your gift can be matched to you.
• Given by you at claim time: the delivery address, contact number and, where relevant, an apparel size or delivery instruction.
• Generated by use: which gift you selected, when the link was opened and claimed, delivery events, and any rating or comment you choose to leave.

Your home address is collected from you, at the point of delivery, and is not visible to the colleague or manager who sent the gift. They see that a gift was claimed and delivered, not where you live.

If you are a platform user (HR, procurement, finance, partner)

• Name, work email, role and department.
• An audit record of actions you take: approvals, budget movements, campaign launches and fulfillment changes, with timestamp and IP address.

2. Why it is used

• To deliver the gift you chose — the address is shared with the fulfilment partner and courier handling your specific parcel, and with nobody else.
• To run the programme — budget control, approval workflow, delivery SLA tracking and exception handling.
• To measure the programme — redemption rates, satisfaction, delivery performance and cost. Reporting to your employer is aggregated; individual choices are not surfaced in management dashboards.
• To meet legal obligations — tax invoicing, GST records and retention of audit trails.

3. What is deliberately not done

• Sensitive characteristics — religion, health, caste, sexual orientation, political or trade-union affiliation — are never inferred, stored or used to select a gift. Dietary preference is recorded only if you volunteer it, and is used solely to exclude unsuitable items.
• Bulk home-address exports are not made available to general administrator roles.
• Your data is not sold, rented, or used to train advertising or profiling models.
• Fulfilment partners receive the delivery details for their own orders only. They do not receive your employer's name, the campaign, or any other recipient's data.

4. Legal basis

Under the Digital Personal Data Protection Act, 2023 (India), the delivery details you provide are processed on the basis of the consent you give on the claim page. Directory data supplied by your employer, and audit records of platform users, are processed for legitimate uses connected to employment and to meeting legal obligations.

Where the GDPR applies, the corresponding bases are consent (Article 6(1)(a)) for delivery details, and legitimate interests or legal obligation (Articles 6(1)(f) and 6(1)(c)) for programme administration and record-keeping.

5. How long it is kept

• Delivery address and contact number: retained while the order is in transit and through the returns and dispute window, then deleted or irreversibly anonymised in line with the workspace retention policy (currently 365 days).
• Order, invoice and tax records: kept for the statutory period, which in India is generally eight years for financial records.
• Audit events: retained for the workspace retention period, since removing them would defeat their purpose.
• Aggregated metrics: retained indefinitely, but hold no identifiers.

6. Who else sees it

• The fulfilment partner producing your specific gift.
• The courier delivering it.
• Payment and tax systems, for the invoice.
• Infrastructure providers hosting the platform, under contract and without independent right of use.

Data is stored in India. Any transfer outside India happens only to jurisdictions permitted under applicable law and under contractual safeguards.

7. Your rights

You can ask to:

• see what data is held about you and who it was shared with;
• correct anything inaccurate or incomplete;
• have data erased once it is no longer needed for the delivery or for a legal record;
• withdraw consent — including declining a gift entirely, which stops the collection of any address;
• nominate someone to exercise these rights on your behalf in the event of death or incapacity;
• raise a grievance, and escalate to the Data Protection Board of India if the response is unsatisfactory.

Withdrawing consent does not undo processing already carried out, and may mean a gift already in transit cannot be delivered.

8. Security

Access is role-based; each role sees only what its function requires. All actions affecting personal data are logged with actor and timestamp. Data is segregated per organisation, and access is scoped at the data layer rather than left to individual queries. Passwords are stored using a one-way hash. Transport is encrypted.

If a breach affecting your data occurs, affected individuals and the Data Protection Board will be notified as required by law.

9. Contact

Contact your organisation's People or Privacy team. If you received a gift link, the sender's details are in the original message.

Platform operator queries: privacy@example.com

10. Changes

This notice is versioned. The version in force when you gave consent is recorded alongside that consent, so a later revision cannot be applied retrospectively to an earlier collection. Material changes are notified before they take effect.

Version 1.0 · effective 1 August 2026. This is a template notice supplied with the platform. Have it reviewed by your own counsel against your actual data flows before you rely on it in production.