Privacy Policy

Welcome to Procedure's Privacy Policy. This policy explains how we collect, use, and protect your information when you visit our website, use our services, or interact with us. It applies to all visitors, clients, partners, and anyone who engages with Procedure.

By using our services, you're agreeing to the practices described in this policy. We're committed to being transparent about our data practices and giving you control over your information.

Personal Information You Share With Us

We collect information you voluntarily provide when you:

• Fill out contact forms or request consultations
• Subscribe to our newsletter
• Apply for job positions
• Communicate with our team

This may include:

• Contact details: Name, work email address, company name
• Enquiry details: Your message and project requirements, and optionally your budget, timeline and how you discovered us
• Scheduling details: If you book a call, your name, email and meeting preferences (collected via Cal.com)
• Communication records: Messages you send us, meeting notes

Information We Collect Automatically

When you visit our website, we automatically collect:

• Technical data: IP address, browser type and version, operating system
• Usage data: Pages visited, time spent on site, click patterns, referral sources, and the page you submitted a form from
• Device information: Screen resolution, device type, location data (if you allow it)
• Session activity: With your consent, we use Microsoft Clarity to record anonymised session replays and heatmaps (mouse movement, clicks and scrolling) to understand how the site is used

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience. See our dedicated Cookies section below for details.

We use your information to:

Provide Our Services

• Respond to your inquiries and consultation requests
• Deliver the services you've requested
• Send project updates and communications
• Process job applications

Improve and Analyze

• Understand how you use our website
• Identify areas for improvement
• Conduct market research and analytics
• Personalize your experience

Stay Connected

• Send newsletters and updates (only if you've subscribed)
• Share relevant industry insights
• Notify you about our services that might interest you

Legal and Security

• Comply with legal obligations
• Protect against fraud and security threats
• Enforce our terms of service

Legal Basis: Under India's Digital Personal Data Protection Act, 2023, we process your personal data on the basis of your consent, and for the "legitimate uses" and legal or contractual obligations recognised by that Act. You may withdraw consent at any time (see "Your Rights" below).

What Are Cookies?

Cookies are small text files stored on your device that help us improve your browsing experience.

Tracking Tools We Use

We leverage tracking technologies like cookies and analytics tools on our website to understand visitor behavior and preferences.

Specific Tools We Use:

• Google Analytics 4 & Google Tag Manager: To measure website traffic, user engagement and content performance, and to manage our tags
• Microsoft Clarity: Session replay and heatmaps to see how visitors interact with pages
• Apollo.io: Business-audience analytics that may associate a visit with an organisation
• Ahrefs Web Analytics: Privacy-friendly traffic measurement
• Google Ads: Measuring and attributing advertising campaigns
• Cloudflare: Website security, bot protection (Turnstile) and hosting of our contact form
• Cal.com: Scheduling when you book a call

All non-essential tools above load only after you accept them in our cookie banner, and you can withdraw consent at any time via the "Cookie Preferences" link in the footer.

The goal of using these tools is to build an accurate analytical roadmap for measuring the impact of our marketing efforts, understanding user needs, and continuously improving our website and services.

Types of Cookies We Use

Essential Cookies (Always Active)

• Enable basic website functionality
• Remember your preferences during your visit
• Ensure security features work properly

Analytics Cookies (Optional)

• Help us understand how visitors use our site
• Allow us to measure and improve website performance
• Powered by Google Analytics, Google Tag Manager, and similar tools

Functional Cookies (Optional)

• Remember your preferences and settings
• Enable enhanced features like chat functionality
• Customize content based on your interests

Managing Your Cookie Preferences

You can control cookies through:

• Our cookie banner when you first visit
• Your browser settings (instructions available in your browser's help section)
• Opt-out tools provided by analytics services

Note: Disabling certain cookies may affect website functionality.

Who We Share Data With

Service Providers: We work with trusted third-party processors, including:

• Website hosting, security and form processing (Cloudflare)
• Storing and managing your enquiry, and notifying our team (Notion and Slack)
• Call scheduling (Cal.com)
• Analytics, session analysis and performance monitoring (Google Analytics 4, Google Tag Manager, Microsoft Clarity, Ahrefs, Apollo.io)
• Advertising measurement (Google Ads)

Some of these providers are located outside India and may process your data on servers abroad; where they do, we rely on your consent and appropriate contractual safeguards.

Legal Requirements: We may disclose information when required by:

• Court orders or legal processes
• Government authorities for regulatory compliance
• Protection of our rights, property, or safety

Business Transfers: In case of merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.

What We Don't Do

• We never sell your personal data to advertisers or marketers
• We don't share your information for promotional purposes without consent
• We don't provide data to unauthorized third parties

We take data security seriously and implement:

Technical Safeguards

• SSL/TLS encryption for data transmission
• Secure hosting with regular security updates
• Access controls and authentication systems
• Regular security audits and monitoring

Organizational Measures

• Staff training on data protection
• Privacy by design in our processes
• Regular review of data handling practices
• Incident response procedures

While we use industry-standard security measures, no system is 100% secure. We continuously work to protect your data and will notify you of any significant security incidents as required by law.

We keep personal data only for as long as it is needed for the purpose it was collected, or as required by law. Our standard retention periods are:

• Contact form & enquiry data: up to 24 months after our last interaction with you, unless it becomes part of an active client engagement
• Client engagement records: for the duration of the engagement and up to 7 years afterwards, to meet contractual, tax and legal obligations
• Scheduling data (Cal.com): retained by Cal.com for the life of the booking record
• Analytics data (GA4, Clarity, Ahrefs, Apollo): retained per each provider's defaults (GA4 up to 14 months; Microsoft Clarity and others per their policies)

When data is no longer required, we delete or anonymise it. You can ask us to delete your data sooner (see "Your Rights" below).

Under the Digital Personal Data Protection (DPDP) Act and other applicable Indian laws, you have the right to:

Access & Information

• Know what personal data we hold about you
• Understand how we use and share your information
• Request copies of your data

Correction & Updates

• Correct inaccurate or incomplete information
• Update your contact preferences
• Modify your communication settings

Deletion & Erasure

• Request deletion of your personal data
• Have your information removed from marketing lists
• Exercise your "right to be forgotten"

Consent Management

• Withdraw consent for data processing
• Opt out of marketing communications
• Change cookie preferences anytime

Data Portability

• Request your data in a commonly used format
• Transfer your information to another service provider

How to Exercise Your Rights: Contact us at hello@procedure.tech. We'll respond within 30 days and may need to verify your identity for security purposes.

Some of our service providers may be located outside India. When we transfer your data internationally:

• We ensure adequate protection through appropriate safeguards
• We use providers that comply with international privacy standards
• We implement standard contractual clauses where applicable
• We maintain the same level of protection as required under Indian law

Countries where your data might be processed: United States, European Union, Singapore (all with adequate protection measures).

Our website may contain links to external websites, social media platforms, or third-party services. We're not responsible for the privacy practices of these external sites.

When you click external links:

• You'll be subject to that site's privacy policy
• We recommend reading their privacy practices
• Your interactions are governed by their terms

Third-party integrations on our site:

• Social media buttons and embedded content
• Analytics tools and tracking scripts
• Customer support chat widgets

We choose partners carefully but encourage you to review their privacy policies independently.

We may update this Privacy Policy to reflect:

• Changes in our practices or services
• New legal requirements
• Technology updates
• User feedback and improvements

How we'll notify you:

• Email notification to registered users
• Notice on our website homepage
• Updates highlighted in the policy text

Your continued use of our services after updates constitutes acceptance of the revised policy. We encourage you to review this policy periodically.

Children's Privacy

Procedure provides business-to-business software and AI engineering services. Our website and services are directed only at businesses and adults aged 18 and over, and are not intended for or marketed to children. We do not knowingly collect personal data from anyone under 18. Consistent with section 9 of the Digital Personal Data Protection Act, 2023, if we become aware that we have collected a child's personal data without verifiable parental consent, we will delete it promptly. If you believe a minor has provided us data, contact our Grievance Officer above.

Sensitive Data

We generally don't collect sensitive personal data (health, religion, political views). If such information is shared in project communications, it's handled with extra care and limited access.

Data Breaches

In the unlikely event of a data breach, we'll:

• Assess and contain the incident immediately
• Notify relevant authorities within 72 hours
• Inform affected individuals without undue delay
• Provide guidance on protective measures

In line with the Digital Personal Data Protection Act, 2023, you can contact our Grievance Officer to exercise your rights or raise any concern about how we handle your personal data:

• Grievance Officer: Renuka Rode
• Email: privacy@procedure.tech
• Registered address: Shrishti Square, Flat No. 406, 4th Floor, LBS Marg, Bhandup (West), Mumbai, Maharashtra, India - 400078

We aim to acknowledge grievances promptly and respond within the timelines required under applicable law.

Email: hello@procedure.tech

For general privacy questions:

• Use our contact form at https://procedure.tech/contact
• Email us at hello@procedure.tech
• Call our main line and ask for the privacy team

For urgent security concerns: Email hello@procedure.tech

At Procedure, we're committed to earning and maintaining your trust through transparent, ethical data practices. This policy reflects our dedication to protecting your privacy while delivering exceptional service.

If you have questions, concerns, or suggestions about our privacy practices, we want to hear from you. Your feedback helps us improve and ensures we're meeting your expectations.

Thank you for trusting us with your information.

This Privacy Policy is governed by Indian law and any disputes will be subject to the jurisdiction of Indian courts.