Privacy Policy
LEGAL DOCUMENT
Privacy Policy
Key Brains Tech Pvt. Ltd. | Last updated: May 25, 2026
| This Privacy Policy explains how Key Brains Tech Pvt. Ltd. collects, uses, stores, and protects your personal information when you visit keybrains.io, purchase our products, or engage us for services. We do not sell your personal data — ever. |
01 — Who We Are
Key Brains Tech Pvt. Ltd. is the data controller for all personal information collected through this Website.
- Company: Key Brains Tech Pvt. Ltd.
- Address: A12 Bhaskar Enclave, Mansarovar, Jaipur, Rajasthan 302001, India
- Email: support@keybrains.io
- Phone: +91 141 4860398
Where we act as a data processor on behalf of our clients, the relevant client is the data controller and our processing is governed by the terms of our client agreement.
02 — What Data We Collect
Information you provide directly
- Contact enquiries: Name, email address, company name, job title, project description, and budget range submitted via our contact form
- Customer portal registration: Name, email address, and company name when you create an account at customer.keybrains.io
- Newsletter subscription: Email address and, optionally, business size
- Client onboarding: Business name, billing address, tax identification numbers, and payment details (processed by our payment provider — we do not store card details)
- Communications: Email, call recordings (where consent is given), and project correspondence
Information collected automatically
- Usage data: Pages visited, time on page, referring URL, browser type, operating system, and device type
- IP address: Used for security, fraud prevention, and approximate geolocation
- Cookies and tracking: See Section 9 for full details
03 — How We Collect Data
We collect personal data through:
- Contact and enquiry forms on keybrains.io
- Customer portal at customer.keybrains.io
- Email when you write to us directly
- Phone and video calls for project discovery and ongoing client work
- Cookies and analytics tools placed on your device when you browse the Website (see Section 9)
- Payment processors (Stripe, Razorpay) when you purchase a product or pay an invoice
04 — How We Use Your Data
We use your personal information for the following purposes:
| Purpose | Data used |
| Responding to enquiries and project briefs | Name, email, company, project details |
| Delivering software development services | All client onboarding data, project correspondence |
| Processing product purchases and licence management | Name, email, billing address, payment confirmation |
| Sending product updates and support responses | Email, product licence details |
| Sending newsletters (with consent) | Email address, business size |
| Improving the Website and our products | Usage data, analytics, cookies |
| Fraud prevention and security | IP address, usage patterns |
| Legal and compliance obligations | As required by applicable law |
| Invoicing and financial record-keeping | Billing address, payment records |
We do not sell, rent, or trade your personal data to any third party for marketing purposes.
05 — Legal Basis for Processing (GDPR)
If you are located in the European Economic Area (EEA) or the United Kingdom, our legal basis for processing your personal data is as follows:
| Processing activity | Legal basis |
| Responding to contact form enquiries | Legitimate interests |
| Delivering client services under contract | Performance of a contract |
| Product purchase and licence management | Performance of a contract |
| Sending newsletters | Consent (you can withdraw at any time) |
| Analytics and Website improvement | Legitimate interests |
| Legal compliance and record-keeping | Legal obligation |
| Fraud prevention and security | Legitimate interests |
India’s Digital Personal Data Protection Act 2023 (DPDPA) also applies to our processing of personal data of Indian residents.
06 — Who We Share Data With
We share personal data only where necessary and with appropriate safeguards:
- Payment processors: Stripe and/or Razorpay for secure payment processing. PCI-DSS compliant.
- Cloud infrastructure: AWS and Google Cloud Platform for hosting. Data stored in India and/or the EU.
- Email service providers: For transactional emails and newsletters.
- Analytics: Privacy-respecting analytics tools with IP anonymisation enabled.
- Legal and professional advisors: Where required to obtain legal or accounting advice.
- Law enforcement or regulatory authorities: Where we are legally required to disclose information.
All third-party processors are bound by data processing agreements.
07 — International Data Transfers
When we transfer data outside India, we ensure appropriate safeguards are in place:
- Standard Contractual Clauses (SCCs) approved by the European Commission, where applicable
- Transfers to countries with adequacy decisions under applicable data protection law
- Data processing agreements that require equivalent protections
08 — How Long We Keep Your Data
| Data type | Retention period |
| Contact form enquiries (no engagement) | 12 months from last contact |
| Client project data and correspondence | 7 years from project completion |
| Product purchase and licence records | 7 years from purchase date |
| Financial and invoicing records | 8 years (Indian tax law) |
| Newsletter subscriber data | Until you unsubscribe |
| Customer portal accounts | Until account deletion is requested |
| Website analytics data | 26 months (aggregated, anonymised) |
| Security logs | 90 days |
09 — Cookies
This Website uses cookies — small text files stored on your device — to improve your experience and understand how the Website is used.
| Cookie type | Purpose | Duration |
| Essential | Required for the Website to function. Cannot be disabled. | Session or up to 1 year |
| Analytics | Help us understand how visitors interact with the Website. Data is anonymised where possible. | Up to 26 months |
| Preferences | Remember your settings. | Up to 1 year |
| Marketing | We do not currently run retargeting campaigns. | N/A |
You can control cookies through your browser settings. Disabling certain cookies may affect Website functionality.
10 — Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Right of access: Request a copy of the personal data we hold about you
- Right to rectification: Ask us to correct inaccurate or incomplete data
- Right to erasure: Request deletion of your personal data, subject to legal retention obligations
- Right to restriction: Ask us to pause processing of your data in certain circumstances
- Right to data portability: Receive your data in a structured, machine-readable format
- Right to object: Object to processing based on legitimate interests or for direct marketing
- Right to withdraw consent: Where processing is based on consent, withdraw it at any time
- Right to lodge a complaint: File a complaint with your local data protection authority
| To exercise any of these rights, email support@keybrains.io with the subject line “Privacy Request”. We will respond within 30 days. |
11 — Children’s Privacy
Our Website and services are directed at businesses and professionals. We do not knowingly collect personal data from anyone under the age of 18.
If you believe we have inadvertently collected data from a minor, please contact us immediately at support@keybrains.io and we will delete it promptly.
12 — Security
The technical and organisational measures we have in place include:
- TLS/HTTPS encryption for all data in transit
- Encryption at rest for databases containing personal data
- Access controls and least-privilege principles
- Regular security reviews of our infrastructure
- Secrets management via AWS Secrets Manager — no credentials stored in code
- Audit logging for access to systems containing personal data
- Vendor risk assessments before engaging new data processors
13 — Third-Party Links
This Website contains links to third-party websites including ThemesProject.com, our customer portal, payment processors, and external resources. This Privacy Policy applies only to keybrains.io.
14 — 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.
Continued use of the Website after changes are posted constitutes acceptance of the revised policy.
15 — Contact & Data Protection
For any privacy-related questions or requests to exercise your rights:
| Key Brains Tech Pvt. Ltd. — Privacy A12 Bhaskar Enclave, Mansarovar, Jaipur, Rajasthan 302001, India Email: support@keybrains.io Subject line: Privacy Request Phone: +91 141 4860398 We aim to respond to all privacy requests within 30 days. |