1. Introduction
JachOOs Technologies Private Limited ("PromShield", "we", "our", or "us") is committed to protecting the privacy, confidentiality, and security of personal information and business data entrusted to us.
This Privacy Policy explains how we collect, use, process, store, protect, disclose, and retain information when you visit our website at https://promshield.com/, access our application portal at https://app.promshield.com/, or use any related products, features, integrations, and services (collectively, the "Services").
PromShield provides AI-powered services and tools designed to support organizations in managing, securing, governing, and improving their use of artificial intelligence and related technologies.
This Privacy Policy applies to website visitors, registered users, customers, authorized organizational users, and other individuals who interact with our Services.
By accessing or using our Services, you acknowledge that you have read this Privacy Policy. Where consent is required by applicable law, we will obtain your consent before carrying out the relevant processing.
2. Information We Collect
The information we collect depends on how you use PromShield, which features you enable, and the integrations you configure.
2.1 Personal and Account Information
We may collect the following information when you register for or access our Services:
- Name and username.
- Email address and business contact details.
- Organization or company name.
- Job title, department, and organizational role, where provided.
- Account credentials and authentication-related information.
- Single Sign-On (SSO) information, where applicable.
- Account preferences, subscription information, and service configuration details.
- Communications, support requests, and feedback you submit to us.
We use this information to create and administer accounts, authenticate users, provide access to authorized features, and communicate with customers.
2.2 AI Interaction Data
Depending on the features you use, PromShield may process information associated with interactions involving AI systems and applications, including:
- Prompts, instructions, and queries submitted to AI services.
- AI-generated responses and outputs.
- Files, documents, images, or other content submitted as part of an interaction.
- Information relating to AI tools, models, applications, and services used within an organization.
- Records of AI-related activities, where logging or monitoring features are enabled.
- Security events, policy violations, risk indicators, and associated metadata.
- Usage statistics and information required to provide governance, monitoring, analytics, and reporting capabilities.
The information collected will depend on the functionality enabled, the configuration selected by the customer, and the permissions granted to PromShield.
2.3 Business and Organizational Data
If your organization connects internal data sources, applications, or business systems to PromShield, we may process information from those sources to deliver the requested functionality.
Such information may include:
- Business documents and other uploaded files.
- Information from connected applications and data repositories.
- Organizational structures, user accounts, and access permissions.
- Business communications and associated metadata, where the relevant integration is enabled.
- AI usage information and organizational activity records.
- Information processed through configured workflows, AI agents, or integrations.
Organizations are responsible for ensuring that they have the necessary rights, permissions, and legal basis to provide such information to PromShield.
2.4 Technical and Usage Information
When you access our website or application, we may automatically collect certain technical information, including:
- Internet Protocol (IP) address.
- Browser type and version.
- Operating system and device information.
- Date, time, and duration of access.
- Pages visited and features used.
- Authentication and session information.
- Diagnostic data, error reports, and application logs.
- Performance, security, and service usage information.
We use this information to maintain the availability, reliability, performance, and security of our Services.
2.5 Cookies and Similar Technologies
We may use cookies, session identifiers, and similar technologies to:
- Maintain authenticated sessions.
- Support account security and access control.
- Remember user preferences.
- Improve website and application functionality.
- Understand service usage and diagnose technical problems.
- Support analytics or other features, where enabled.
You can manage cookies through your browser settings and, where available, our cookie consent controls. Disabling certain cookies may affect the functionality of the website or application.
3. How We Use Your Information
We process information for legitimate business purposes and to provide the Services you or your organization request.
These purposes may include:
3.1 Providing and Operating the Services
- Creating and managing user accounts.
- Authenticating users and enforcing access permissions.
- Delivering AI-related security, governance, monitoring, and management features.
- Processing prompts, responses, files, and other content necessary for requested functionality.
- Operating configured workflows, integrations, and reporting tools.
- Providing customer support and troubleshooting assistance.
3.2 Security and Risk Management
- Detecting and investigating suspicious or unauthorized activities.
- Identifying potential data exposure, policy violations, and security risks.
- Maintaining audit trails and activity records where configured.
- Protecting accounts, systems, and information against misuse.
- Investigating technical incidents and supporting service reliability.
3.3 Service Improvement
We may use appropriate technical, operational, and usage information to maintain, troubleshoot, evaluate, and improve the performance, usability, reliability, and security of our Services.
We do not use customer prompts, uploaded content, connected business data, or other customer-provided confidential information to train general-purpose AI or machine-learning models, except where the customer has expressly authorized such use or the processing is otherwise permitted by applicable law and disclosed to the customer.
3.4 Communications
We may use contact information to send service-related notifications, security alerts, account information, maintenance notices, support responses, and other communications necessary to administer our Services.
Where required by law, we will obtain consent before sending promotional communications. You may opt out of marketing communications without affecting essential service-related notices.
3.5 Legal and Regulatory Compliance
We may process information when reasonably necessary to comply with applicable laws, respond to lawful requests, enforce our agreements, protect our legal rights, or prevent fraud and other unlawful activities.
4. AI Processing and Third-Party AI Services
PromShield may provide features that interact with AI models, AI engines, AI agents, and other artificial intelligence services.
4.1 Processing Through Selected AI Services
When you or your organization configure an external AI service, information submitted through the relevant feature may be transmitted to that service for processing and generation of the requested output.
The information processed may include prompts, instructions, uploaded files, contextual information, and other data necessary to perform the requested operation.
The handling of that information by the external AI provider is also subject to its applicable terms, privacy policy, contractual commitments, and data-processing practices.
4.2 Customer Control and Configuration
Depending on the features available, customers may be able to select AI services, configure integrations, manage permissions, and establish policies governing how information is processed.
Customers should review their configurations carefully and avoid submitting information that they are not authorized to disclose or process through the selected services.
4.3 AI-Generated Content
AI-generated content may be inaccurate, incomplete, outdated, or unsuitable for a particular purpose. PromShield does not guarantee that AI-generated outputs will be accurate, reliable, or free from errors.
Users should independently review important outputs before relying on them, particularly for business, legal, financial, security, or other consequential decisions.
4.4 No Unauthorised Model Training
We do not authorize the use of customer confidential information for general-purpose AI model training unless expressly agreed with the customer or otherwise lawfully permitted and appropriately disclosed.
The processing, retention, and use of information by third-party AI providers may depend on the provider, the selected service, the applicable contractual terms, and the configuration in place.
5. Third-Party Integrations and Connected Services
PromShield may support integrations with external applications, identity providers, cloud platforms, AI services, and other business systems.
When you or your organization enable an integration, PromShield may access and process information made available through the permissions granted to that integration.
We aim to limit such access and processing to what is reasonably necessary to provide the enabled functionality.
Depending on the integration, information may be transmitted to the relevant service provider for authentication, processing, storage, or other functions necessary to deliver the service.
Third-party providers operate under their own privacy policies, terms, and security practices. We are not responsible for independent processing activities outside our control.
Customers should review the permissions requested by each integration and disable integrations that are no longer required.
5.1 Google User Data
Where PromShield integrates with Google services, access to Google user data will be limited to the permissions granted and the functionality enabled by the user or organization.
We will use Google user data only as necessary to provide or support the relevant features, in accordance with applicable Google policies, contractual requirements, and applicable law.
We do not sell Google user data or use it for purposes unrelated to the authorized functionality.
Google user data will not be used to develop, improve, or train generalized AI or machine-learning models unless expressly authorized by the user and permitted under applicable policies and law.
Where applicable, our access to and handling of Google user data will comply with the Google API Services User Data Policy, including its Limited Use requirements.
6. How We Share Information
We do not sell personal information or customer business data to third parties.
We may disclose or make information available in the following circumstances:
6.1 Service Providers
We may use trusted service providers to support hosting, infrastructure, storage, security, authentication, technical support, communications, analytics, and other operational functions.
Such providers may process information on our behalf, subject to appropriate contractual arrangements and safeguards where required.
6.2 AI and Integration Providers
Information may be shared with an AI provider or external application when necessary to carry out a function explicitly requested or configured by you or your organization.
The scope of information shared depends on the selected provider, the permissions granted, and the feature being used.
6.3 Customer-Directed Sharing
Information may be shared with your organization, authorized administrators, or other recipients in accordance with your account permissions, organizational configuration, or explicit instructions.
6.4 Legal Requirements and Protection
We may disclose information when required by law, a court order, or a lawful governmental request, or when reasonably necessary to investigate fraud, protect individuals, enforce our agreements, or safeguard our rights and the security of our Services.
6.5 Business Transfers
If our business undergoes a merger, restructuring, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to applicable legal requirements and appropriate safeguards.
We do not permit third parties to use information entrusted to us for purposes unrelated to the services they are engaged to provide, except as permitted by applicable law or expressly authorized.
7. Data Storage and Security
We take reasonable technical, organizational, and administrative measures designed to protect information against unauthorized access, disclosure, alteration, destruction, and loss.
Depending on the Services and infrastructure in use, these measures may include:
- Encryption of information in transit.
- Encryption at rest where supported and appropriately configured.
- Authentication and access controls.
- Role-based permissions.
- System monitoring and security logging.
- Backup and recovery procedures.
- Vulnerability management and security updates.
- Procedures for responding to security incidents.
Information may be stored or processed in cloud infrastructure or other environments used to provide the Services.
Although we take reasonable steps to protect information, no method of electronic transmission, storage, or security control can be guaranteed to be completely secure.
Customers are responsible for maintaining the confidentiality of their account credentials, configuring appropriate access permissions, and promptly reporting suspected unauthorized access.
8. Data Retention and Deletion
We retain information only for as long as reasonably necessary to provide the Services, fulfil the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, enforce agreements, and maintain appropriate security records.
Retention periods may vary according to the type of information, the relevant feature, the customer's configuration, and applicable legal requirements.
Certain operational logs, security records, backups, and transaction records may be retained for a limited additional period where reasonably necessary for security, recovery, compliance, or legitimate business purposes.
When information is no longer required, we will take reasonable steps to delete it or render it no longer identifiable, subject to applicable law, backup cycles, and legitimate retention requirements.
Where available, customers may manage certain retention settings through their administrative controls or request deletion of information associated with their accounts.
Deleting an account or requesting deletion may not immediately remove all information from backups or records that must be retained by law. Such information will be handled in accordance with applicable retention requirements and safeguards.
9. Access to Customer Data and Confidentiality
We recognize that customer information and organizational data may contain confidential or commercially sensitive material.
Access to such information by our personnel or authorized service providers will be limited to what is reasonably necessary for providing, maintaining, securing, or supporting the Services, fulfilling contractual obligations, or complying with applicable law.
Where practicable and appropriate, access to customer content will be restricted to authorized personnel with a legitimate operational need.
We do not intentionally access customer content for unrelated purposes or disclose it to unauthorized persons.
Customers should ensure that information uploaded to or processed through PromShield is appropriate for the selected features and that any required permissions or consents have been obtained.
10. Cookies and Session Management
PromShield may use essential cookies and similar technologies to support login sessions, authentication, security, and application functionality.
For example, session technologies may help maintain a user's authenticated status while navigating protected areas of the application.
We may also use other cookies or analytics technologies where required to support specific functionality or understand service performance.
You may control cookies through your browser settings and any available consent-management options. Blocking essential cookies may prevent certain features from working correctly.
11. International Data Transfers
Depending on the infrastructure, integrations, and AI services used, your information may be processed or stored in countries outside your country of residence or the country in which your organization operates.
Where such transfers occur, we will take reasonable steps to ensure that they are carried out in accordance with applicable data protection laws and that appropriate contractual, technical, or organizational safeguards are applied where required.
Customers should consider the data-location and processing arrangements of any third-party AI services or integrations they choose to enable.
12. Your Privacy Rights
Subject to applicable law, you may have rights concerning your personal information, including the right to:
- Request access to personal information we hold about you.
- Request correction of inaccurate or incomplete information.
- Request deletion of personal information where legally permissible.
- Withdraw consent where processing is based on consent.
- Object to or request restrictions on certain processing activities where applicable.
- Request information about how your personal information is processed.
- Exercise any additional rights provided under applicable data protection legislation.
To exercise these rights, please contact us using the details in the Contact Us section below.
We may need to verify your identity before responding to a request. Where information is managed by an organization that provides you access to PromShield, we may refer your request to that organization's administrator or direct you to the organization responsible for the relevant data.
We will respond to privacy requests in accordance with applicable law.
13. Organizational Responsibilities
Where PromShield is used by an organization, the organization may determine how the Services are configured, which users receive access, which integrations are enabled, and what information is processed.
In such circumstances, the organization may be responsible for determining the lawful basis for processing personal information, obtaining necessary notices and consents, managing user access, and responding to certain data-subject requests.
Users should contact their organization's administrator where their request concerns information managed under the organization's account or policies.
Our respective responsibilities may also be defined by the applicable customer agreement or data-processing agreement.
14. Children's Privacy
PromShield is intended primarily for business and organizational use and is not designed specifically for children.
We do not knowingly collect personal information from children in circumstances where such collection is prohibited by applicable law.
If you believe that a child has provided personal information to us inappropriately, please contact us so that we can assess the circumstances and take appropriate action in accordance with applicable law.
15. Third-Party Websites and Services
Our website or application may contain links to third-party websites, services, or resources.
These third-party services are governed by their own terms and privacy policies. We do not control their independent data collection or processing practices.
You should review the applicable privacy policies before providing personal information directly to any third-party website or service.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our Services, technology, operational practices, or legal obligations.
When we make changes, we will publish the updated version on our website and revise the "Last Updated" date.
Where required by applicable law, we will provide additional notice or obtain consent for material changes.
We encourage you to review this Privacy Policy periodically to remain informed about how we handle information.
17. Governing Law and Applicable Data Protection Requirements
This Privacy Policy will be interpreted and applied in accordance with applicable laws and regulations, including relevant Indian data protection and information technology laws, to the extent applicable.
Depending on the circumstances of the processing and the location of users or customers, other applicable data protection laws may also apply.
Nothing in this Privacy Policy is intended to exclude or restrict any rights that cannot lawfully be excluded or restricted under applicable law.
18. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact us using the details below.
JachOOs Technologies Private Limited
PromShield
SBC 3, 3rd Floor, Thapasya Building
Infopark, Kochi – 682030
Kerala, India
Telephone: +91 484 405 3219
Website: https://promshield.com/
Application Portal: https://app.promshield.com/
For privacy-related requests, please identify yourself and describe your request clearly so that we can review and respond appropriately.
By using PromShield, you acknowledge that you have had the opportunity to review this Privacy Policy and understand how information may be collected, used, and processed in connection with the Services, subject to applicable law and any additional agreements governing your use of the Services.