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VAMATECH | VAMATASK

Privacy Policy

How we handle personal information across our business portals, customer accounts and connected services.

Effective date: October 1, 2026

This Privacy Policy explains how VAMATECH ("we", "us" or "our"), which operates the VAMATASK and VAMACRM services, collects, uses, stores and shares personal information when you use our websites, employee and customer portals, and related services. It applies to account holders, organization administrators, employees, customers and people whose information is entered into the service by an organization.

1. Information We Handle

Depending on how the service is used, we may handle the following categories of information:

  • Account and organization details: name, work email, phone number, organization name, business contact details, address, logo, role, login credentials and account preferences. Passwords are stored as password hashes rather than readable text.
  • Customer and business records: customer or contact names and contact details, quotations, invoice numbers and amounts, tax and payment status or schedules, project descriptions, project updates, tasks, service requests and related correspondence.
  • Files and content: documents, images, logos and other files that users or their organizations choose to upload or attach.
  • Workforce and operational records: employee profile and task information, attendance and check-in/check-out records, leave information, activity records and, where an organization enables the relevant tools, call or communication logs and recordings.
  • Device and usage information: session and remember-me identifiers, IP address, browser/device information, login times, security events and application activity needed to operate and protect the service.
  • Optional biometric sign-in credentials: if a user registers a WebAuthn credential, the service stores its credential identifier, public key, device label or type, and last-used time. The device or operating system performs the biometric match; the service is designed to receive the authentication result, not a fingerprint or face scan/template. Biometric sign-in is optional.

Invoice and quotation records may contain amounts, taxes, payment status and installment details. Do not submit full payment-card or bank authentication details through ordinary forms or messages. If a separate payment provider is used, that provider's privacy terms apply to the information entered on its payment page.

2. How Information Is Collected

We receive information directly from you when you register, sign in, update a profile, contact support, upload content or use a portal. An organization may also create accounts, assign work, enable a customer panel, or enter customer and employee information. We receive technical and activity information from the service and, where enabled, from integrations that an organization connects.

3. Why We Use Information

We use information to create and administer accounts; authenticate users; provide dashboards and role-based features; prepare and display quotations, invoices and project updates; coordinate tasks and workforce operations; deliver requested notifications; respond to support requests; maintain records; detect misuse; secure, troubleshoot and improve the service; and meet applicable legal obligations.

Where privacy law requires a lawful basis, processing is based on the steps needed to provide the service or perform an agreement, compliance with legal obligations, our legitimate interests in operating and securing the service, or consent where consent is required. You may withdraw consent for consent-based processing, subject to legal and operational limits.

4. Customer and Organization Data

An organization using VAMATASK or VAMACRM may decide what employee, customer, quotation, invoice and project information to enter and which authorized users may access it. The customer portal is intended to present records associated with the customer account and portal access enabled by the organization. In these cases, the organization may be responsible for deciding why the information is used and for responding to requests about its records; we process that information to provide the service and under our arrangements with the organization.

If your information was provided by an organization, contact that organization for questions about its use of your information. We will assist with requests where we are responsible for the relevant processing.

5. When Information Is Shared

We may disclose information, limited to what is relevant, to:

  • The organization that manages your account, and its authorized administrators, employees or service providers.
  • Service providers supporting hosting, database and file storage, email delivery, authentication, customer support, document generation and security.
  • Third-party integrations an organization chooses to enable, which may include messaging, calling, synchronization or spreadsheet services. Those providers process information under their own terms and privacy notices.
  • Government bodies, regulators, courts or other parties where required by law or necessary to protect rights, safety and the security of the service.
  • A successor or involved parties in a reorganization, merger or transfer of the service, subject to applicable law.

Workspace information may be visible to users authorized by the relevant organization. Some attachments are delivered through download links that do not require sign-in, and some quotation approval actions use tokenized links sent by email. Anyone who obtains a link may be able to access the linked file or action, so users should share these links only with intended recipients and avoid using them for sensitive information unless appropriate.

6. International Processing

We and our service providers may process or store information in countries other than the country where you live. Where required, we use legally recognized safeguards for international transfers. Contact us for information about safeguards relevant to a particular transfer.

7. Security

We use administrative, technical and organizational measures intended to protect information against unauthorized access, loss, alteration or disclosure. No internet service or storage system can be guaranteed completely secure. Users and organizations should protect passwords, restrict account access, and promptly report suspected unauthorized use.

8. Retention

We retain information for as long as needed to provide the service, maintain accounts and business records, meet legal or accounting requirements, resolve disputes, enforce agreements and protect the service. Retention periods vary by information type and the organization's instructions. When information is no longer required, we delete it or de-identify it where reasonably practicable, subject to backup cycles and lawful retention obligations.

9. Your Choices and Privacy Rights

Depending on your location and the role in which we process your information, you may have rights to request access, correction, deletion, restriction or objection to processing, portability, or withdrawal of consent. You may also have the right to complain to a privacy regulator. Rights and exceptions vary under applicable law.

To make a request, email vamaittech@gmail.com from the address associated with your account and describe your request. We may need to verify your identity. If an organization controls the relevant records, we may direct the request to that organization or assist it in responding. You can ask your organization administrator to close or disable an account; some records may need to be retained for legal, security or business purposes.

10. Cookies and Persistent Sign-In

The portals use session and security cookies needed for sign-in and normal operation. If you select the remember-me option, the portal may use a persistent sign-in token for up to 30 days. You can clear cookies in your browser or avoid selecting that option; doing so may require you to sign in again.

11. Children

The service is designed for business use and is not directed to children. Users and organizations must not submit children's personal information unless they have a lawful basis and any required permissions under applicable law.

12. Changes to This Policy

We may update this Policy when our services or legal requirements change. The current version and effective date will be posted on this page. If a change materially affects how information is handled, we will provide additional notice where required by law.

13. Contact

For privacy questions or requests, contact VAMATECH at vamaittech@gmail.com. If you use the service through an organization, you may also contact its administrator.