For DPOs, legal, compliance and HR leaders
Your data. Your rules. Our obligations, in writing.
Our platforms hold personal data about your employees, customers, vendors, contractors, visitors and — through Seed Track — farmers. You decide why and how it is used. We process it only on your instructions, and we build the tools you need to meet India’s Digital Personal Data Protection framework and, where relevant, GDPR.
01 · Our commitments
Eight promises, all of them contractual.
01
Your instructions only
We process personal data only to deliver the services you contract.
02
No selling, no ads
Your data is never sold, rented or used for advertising.
03
No cross-customer AI training
Your data does not train models used for other customers.
04
Minimum necessary
Forms and apps collect only fields you configure as needed.
05
Residency you choose
India by default; other regions only with your approval.
06
Breach notification
We inform you without undue delay with the facts you need.
07
Rights tooling
Export, correct and erase records from the platform.
08
Return & delete at exit
Full export, then certified deletion.
02 · What personal data is involved
A data inventory you can paste into your Record of Processing.
Data principals
Employees & contract workers
HRMS, attendance, payroll and plant access.
Typical data
- Name, ID, contact
- Attendance & shifts
- Salary & bank details
- Skills & certifications
Typical purpose
Workforce management, payroll, safety and statutory compliance.
Safeguards
HR-only access to salary and bank fields, masking, audit trail on edits.
Data principals
Customer contacts
Sales, CRM, dispatch and invoicing.
Typical data
- Name, role, phone, email
- Billing & delivery address
- Order & payment history
Typical purpose
Quotations, orders, dispatch, invoicing and service.
Safeguards
Territory-scoped access, export controls, consent for marketing messages.
Data principals
Vendor & supplier contacts
Purchase, vendor portal and payments.
Typical data
- Name, role, phone, email
- Bank & tax details
- Contracts & ratings
Typical purpose
Procurement, vendor onboarding, quality and payments.
Safeguards
Maker-checker on bank changes, role-based access, audit trail.
Data principals
Farmers & growers
Seed Track app and portal: onboarding, field mapping, visits, distribution.
Typical data
- Name, phone, village
- Land parcel & GPS boundary
- Photos of field & person
- Crop & yield records
- ID document only if you require it
Typical purpose
Seed production programmes, field verification, distribution, payments.
Safeguards
Local-language consent, territory-scoped access, ID masking, encrypted offline storage.
Data principals
Visitors & drivers
Gate entry, weighbridge and security.
Typical data
- Name, phone
- Vehicle number
- Gate photo
- Entry & exit times
Typical purpose
Site security, safety and dispatch tracking.
Safeguards
Short retention with auto-delete, access limited to security and logistics.
Data principals
Platform users
Every person who signs in to the platform.
Typical data
- Name, email, phone
- Role & permissions
- Login & activity logs
Typical purpose
Authentication, authorisation, audit and support.
Safeguards
SSO and MFA, activity logs retained per policy, no use beyond service delivery.
03 · Privacy by design, across the lifecycle
Privacy is a product feature, not a policy PDF.
01 · Collect
- Configurable fields — collect only what is needed
- Notice and consent screens
- Purpose recorded with the record
02 · Use
- Role and scope-based access
- Masking of sensitive fields
- AI reads only what the user can see
03 · Store
- Encrypted at rest
- Residency per tenant
- Tenant isolation
04 · Share
- Exports logged and controllable
- Integrations scoped to fields needed
- Sub-processors under contract
05 · Retain
- Retention per record type
- Archive before delete
- Legal hold support
06 · Delete
- Erasure on request
- Purge at end of retention
- Deletion certificate at exit
04 · Field & farmer data
Farmers trust your field officer. The app has to deserve that trust.
Seed Track collects names, phone numbers, land details, GPS boundaries and photos — often from people who are not familiar with digital consent. We designed the app around that reality.
Consent in their language
Notice read out or shown in the local language, with consent captured on the device.
Purpose shown clearly
Why data is collected and who will see it.
ID only if required
Government ID collection is optional and configurable; numbers are masked on screen.
Photos with purpose
Field and identity photos tagged with purpose and time.
Territory-scoped
Officers see only farmers in their own area.
Encrypted offline
Data stored offline is encrypted and cleared after sync policy.
Correction in the field
Officers can raise corrections that are reviewed and logged.
Withdrawal handled
Consent withdrawal recorded and acted on across systems.
05 · Rights of data principals
When someone asks for their data, you can answer in minutes, not weeks.
Access
In the platform: Find every record linked to a person across modules and export it.
Correction
In the platform: Edit with reason codes; history preserved for audit.
Erasure
In the platform: Delete or anonymise, respecting statutory retention and legal holds.
Consent withdrawal
In the platform: Withdraw consent for specific purposes; downstream use stops.
Grievance redressal
In the platform: Log, track and respond to complaints with timelines.
Request workflow
- 1
Receive
Request logged with identity check by your team.
- 2
Locate
Platform search finds records across modules.
- 3
Review
Your privacy owner decides what applies.
- 4
Act
Export, correct, erase or restrict — in the platform.
- 5
Respond
Response prepared from the action log.
- 6
Record
Request and outcome kept for audit.
06 · Retention & deletion
Kept only as long as you need it — or the law requires it.
| Record type | Default retention | Driver | At end of period |
|---|---|---|---|
| Financial & tax records | [As per statute] | Tax and company law | Archive, then delete |
| Production & batch records | [X years] | Customer and regulatory traceability | Archive, then delete |
| Employee records | [X years after exit] | Labour law | Delete or anonymise |
| Farmer records | [X seasons after last activity] | Programme needs | Delete or anonymise |
| Visitor & gate photos | [X days] | Site security | Auto-delete |
| Audit logs | [X years] | Security and audit | Delete |
| Backups | [X days] | Recovery | Expire on schedule |
Illustrative defaults. You set retention per record type; statutory periods depend on your legal advice.
07 · Where data lives
Residency you choose.
Transfers you approve.
India by default
Indian customers are hosted in India cloud regions.
Other regions on request
Hosting in other regions for international entities, by tenant.
Your own cloud
Deploy in your cloud account so data never leaves your control.
On-premise
For plants or entities that require it.
Transfer safeguards
Cross-border transfers only with approval and appropriate contractual safeguards.
08 · Sub-processors
Every vendor that touches your data, listed.
| Category | Purpose | Location |
|---|---|---|
| Cloud hosting | Compute, storage, databases | [Region] |
| AI model provider | Language and vision model inference | [Region] |
| Email & SMS | Notifications and OTPs | [Region] |
| Maps | Map tiles and geocoding for field apps | [Region] |
| Monitoring | Error tracking and logs | [Region] |
| Support desk | Ticket handling | [Region] |
[Insert named sub-processors.] Customers are notified [X] days before a new sub-processor is added and may object.
09 · Regulatory alignment
How the platform supports your obligations.
| Obligation | DPDP (India) | GDPR (EU, where applicable) | How the platform helps |
|---|---|---|---|
| Lawful basis & notice | Consent or legitimate uses; clear notice | Lawful basis; transparency | Notice and consent screens; purpose on records |
| Purpose limitation | Use only for stated purpose | Purpose limitation | Purpose tags; scoped access |
| Data minimisation | Collect what is necessary | Data minimisation | Configurable fields |
| Accuracy | Keep data complete and accurate | Accuracy | Correction workflow with history |
| Storage limitation | Erase when purpose is served | Storage limitation | Retention rules and purge jobs |
| Security safeguards | Reasonable security safeguards | Security of processing | See Data security page |
| Breach notification | Notify the Board and affected principals | Notify authority / data subjects | Incident process and evidence for you |
| Rights | Access, correction, erasure, grievance, nomination | Access, rectification, erasure, portability, objection | Rights tooling and DSR log |
Summary for evaluation only, not legal advice. DPDP rules and timelines are being phased in; confirm current requirements with counsel.
10 · What our Data Processing Agreement covers
Roles
You as fiduciary/controller, Trikaan as processor
Scope & purpose
What data, why, for how long
Security measures
Technical and organisational controls
Sub-processors
List, notice and objection rights
Confidentiality
Staff bound by confidentiality
Breach notification
Timelines and content
Assistance
Help with rights requests and assessments
Audit rights
Information and audit support
International transfers
Safeguards where applicable
Return & deletion
At end of contract, certified
Questions privacy teams ask
Who is responsible for consent — you or us?
You are the Data Fiduciary and decide the purposes and lawful basis. We provide the notice and consent screens, record consent with each record and act on withdrawals across the platform.
Do you use our data to improve your products?
No. We process your data only on your instructions to deliver the contracted services. Aggregate, non-personal service metrics may be used to run the platform.
Can we restrict what the AI assistant can see?
Yes. The assistant only reads what the signed-in user is allowed to see, and you can switch AI features off per module or role. Your data does not train models for other customers.
Do you collect Aadhaar or other government IDs?
Only if you configure it. ID collection is optional, numbers are masked on screen and access is limited to the roles you choose.
Can we run a privacy impact assessment with you?
Yes. We provide the data inventory, data-flow diagrams and control descriptions you need, and join working sessions with your privacy team.
How quickly can you delete a person’s data?
Erasure can be actioned in the platform as soon as your privacy owner approves it, subject to statutory retention and legal holds. Backups expire on their normal schedule.
Do you support GDPR for our overseas entities?
Yes. Overseas entities can be hosted in their own region, and our DPA includes the safeguards needed for GDPR, including sub-processor notice and transfer terms.
