Privacy Policy

1. Overview & Commitment to Data Privacy

Monitrix Corporate Services Pvt. Ltd. ("Monitrix", "we", "us", or "our") is dedicated to protecting the privacy, confidentiality, and security of our clients' and visitors' personal and corporate data. This Privacy Policy outlines how we collect, use, store, process, and safeguard your information in compliance with the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 (SPDI Rules), and applicable Indian data protection standards.

2. Information We Collect

To provide legal incorporation, tax compliance, advisory, and cloud accounting services, we may collect the following categories of information:

• Personal Identification Information: Full legal name, date of birth, father's/spouse's name, nationality, photograph, and digital signature details.
• Contact Information: Email address, mobile telephone number, business address, and residential address.
• Government Identity & Tax Identifiers: PAN (Permanent Account Number), Aadhaar number (for OTP e-filing/e-verification), Director Identification Number (DIN), Passport details, and Voter ID.
• Corporate & Financial Records: Entity name, Certificate of Incorporation, GSTIN, bank statements, audited financials, balance sheets, sales/purchase registers, invoices, and employee payroll records.
• Payment Information: Transaction IDs, order numbers, payment method details, and billing address. (Note: Sensitive card data, CVV, and net-banking passwords are encrypted and processed directly by our PCI-DSS compliant payment gateway, Razorpay. Monitrix does not store your card numbers or CVV).
• Technical & Usage Information: IP address, browser type, operating system, device details, and portal activity logs.

3. Purpose and Use of Your Data

We process your data strictly for legitimate business, legal, and statutory purposes, including:

1. Drafting legal charters, resolutions, MOA/AOA, and government application forms.
2. Executing electronic filings on statutory government portals (such as MCA V3, GST Common Portal, Income Tax e-filing portal, IP India Trademark portal, and DGFT).
3. Facilitating secure online payments and generating GST-compliant tax invoices.
4. Providing real-time task tracking, client communications, and customer support via our Client Portal (https://iportal.mymonitrix.in).
5. Delivering cloud accounting, invoicing, and ledger management within our Monibook SaaS platform.
6. Sending statutory compliance alerts, due date reminders, and service status updates.

4. Disclosure of Information to Third Parties

We do not sell, rent, trade, or commercially lease your personal or business data to any third-party marketing companies. We disclose information only under the following strictly necessary circumstances:

• Statutory & Regulatory Authorities: Government bodies and regulators (Ministry of Corporate Affairs, Income Tax Department, GSTN, Trademark Registry, Reserve Bank of India, DGFT) as required by statutory law to complete your requested filings.
• Authorized Service Providers: Trusted infrastructure and processing partners (such as Razorpay for secure payments, AWS/cloud hosting for encrypted storage, and SMS/email gateway providers) bound by stringent confidentiality and security obligations.
• Legal Obligations: When compelled by valid court orders, subpoenas, or official directives issued by law enforcement or competent judicial bodies under Indian law.

5. Data Security & Storage Standards

We implement robust administrative, technical, and physical security measures to protect your sensitive personal and corporate data against unauthorized access, alteration, loss, or disclosure. These measures include:

• Industry-standard 256-bit SSL / TLS encryption for all data in transit across our websites and portals.
• Role-based access controls ensuring only authorized professionals assigned to your specific file can view your documentation.
• Encrypted database storage hosted on ISO 27001 / SOC-2 certified cloud infrastructure.
• Regular security audits and compliance reviews.

6. Retention of Data

We retain client records and statutory filing acknowledgements for as long as necessary to fulfill the purposes for which they were collected, or as mandated by statutory compliance regulations (for example, Companies Act, 2013 and Income Tax Act, 1961 require retention of corporate books and returns for a minimum of 8 financial years).

7. Cookies and Tracking Technologies

Our website utilizes cookies and similar session technologies to maintain active login sessions, remember user preferences, and analyze anonymized traffic performance. You may configure your browser to reject cookies, though certain portal capabilities may become restricted.

8. Your Rights

You have the right to access, review, update, or correct the personal data we hold about you. You may also request deletion of your client portal account or withdraw consent for marketing communications at any time by contacting our Compliance Department, subject to legal record-retention requirements under Indian corporate laws.

9. Grievance Redressal Officer

In accordance with the Information Technology Act, 2000 and rules made thereunder, the details of our designated Grievance Officer are as follows: