Admin Privacy Policy

Privacy Policy for Internal Admin Chat Application

Effective Date: August 20, 2025

This Privacy Policy governs the collection, use, disclosure, and protection of personal data within Light Up's Internal Admin Chat Application (the "App"). The App is designed for internal use by employees, administrators, and authorized personnel to facilitate workplace communication. We are committed to protecting your privacy and ensuring compliance with applicable data protection laws, including but not limited to the Information Technology Act, 2000 (India), the Digital Personal Data Protection Act, 2023 (DPDP Act, India), and other relevant regulations.

1. Information We Collect

We collect the following categories of personal data to provide and improve the App's functionality:

• Identifiers: Name, employee ID, work email address, and username associated with your organizational account.
• Communication Data: Messages, files, images, or other content shared through the App’s chat features, including timestamps and recipient information.
• Device and Usage Information: IP address, device type, browser type, operating system, and usage data (e.g., login times, message frequency, and interaction logs).
• Authentication Data: Login credentials and single sign-on (SSO) information linked to your organization’s identity management system.

• Other Information: Any additional data you voluntarily provide, such as profile information or preferences within the App.

   

2. How We Collect Information

We collect personal data:

• Directly from You: When you create an account, send messages, or upload content in the App.
• Automatically: Through your use of the App, such as logging activity or device information.
• From Your Organization: Via integration with your organization’s employee directory or authentication systems (e.g., SSO).

3. Purpose of Processing

We process personal data for the following purposes:

• Service Delivery: To provide and maintain the App’s functionality, including enabling secure communication, message storage, and user authentication.
• Administration: To allow workspace administrators to manage user accounts, monitor compliance, and ensure appropriate use of the App.
• Security: To detect and prevent fraud, abuse, or unauthorized access to the App.
• Improvement: To analyze usage trends and improve the App’s performance and user experience.
• Legal Compliance: To comply with applicable laws, regulations, or legal requests.

4. Legal Basis for Processing

We process personal data based on the following legal grounds:

• Legitimate Interests: To provide and improve the App, ensure security, and support internal operations.
• Contract: To fulfill our obligations to your organization as part of its internal communication tools.
• Consent: Where required, we will obtain your consent for specific processing activities (e.g., optional features like analytics).
• Legal Obligation: To comply with legal requirements, such as responding to lawful requests from authorities.

5. Data Sharing and Disclosure

Your personal data may be shared as follows:

• Internal Administrators: Workspace administrators within Light Up may access your account details, messages, or usage logs to manage the App, ensure compliance, or investigate incidents, subject to Light Up’s policies.
• Service Providers: We may share data with trusted third-party service providers (e.g., cloud hosting or authentication services) who process data on our behalf under strict data protection agreements. These providers are prohibited from using your data for any other purpose.
• Legal Requirements: We may disclose data if required by law, such as in response to a court order or regulatory request, in accordance with applicable laws.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred, but we will notify you and ensure continued protection under this policy.

We do not share your personal data with third parties for marketing purposes or sell your data.

6. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. For example:

• Chat messages and account data are retained for the duration of your employment or as specified by Light Up’s retention policies.
• Deleted messages or accounts are removed from our systems within 30 days, unless legally required to be retained.
• Usage logs may be retained for up to one year for security and analytics purposes.

7. Data Security

We implement industry-standard technical and organizational measures to protect your data, including:

• Encryption of data in transit (TLS 1.2+) and at rest (AES-256).
• Role-based access controls to limit data access to authorized personnel only.
• Regular security audits and monitoring to detect and respond to threats.
• Secure authentication mechanisms, including SSO integration.

Despite these measures, no system is completely secure. We cannot guarantee absolute security of data transmitted over the internet.

8. Your Privacy Rights

Under the Digital Personal Data Protection Act, 2023 (India) and other applicable laws, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your data, subject to legal or organizational retention requirements.
• Restriction: Request restriction of data processing under certain conditions.
• Data Portability: Request a copy of your data in a structured, machine-readable format.
• Object: Object to certain types of processing, such as analytics, where applicable.

To exercise these rights, contact Light Up’s data protection officer at admin@letslightup.com. We will respond within 30 days, as required by applicable laws.

9. International Data Transfers

As Light Up is based in India, your data is primarily processed within India. If your data is transferred to servers located outside India, we ensure compliance with the DPDP Act and other applicable laws, using mechanisms like Standard Contractual Clauses or equivalent safeguards.

10. Children’s Privacy

The App is not intended for use by individuals under 13 years of age. We do not knowingly collect personal data from children under 13. If you believe a child under 13 has provided data, please contact us, and we will take steps to delete it.

11. Cookies and Tracking

The App may use cookies or similar technologies to maintain user sessions, authenticate users, or analyze usage trends. You can manage cookie preferences through your device or browser settings, though disabling cookies may affect App functionality.

12. Changes to This Privacy Policy

We may update this policy to reflect changes in our practices or legal requirements. We will notify you of significant changes via email, the App, or other communication channels. Continued use of the App after such changes constitutes acceptance of the updated policy.

13. Contact Us

For questions, concerns, or to exercise your privacy rights, contact us at:

• Email: admin@letslightup.com

Note: This policy is intended for internal use and should be customized to reflect Light Up’s specific practices, legal requirements, and contact details.