Privacy Policy

Last Updated: 20 October 2025 • Policy Version: 1.1

Vehicle Plate Service (“we”, “our”, “us”) operates the website vehicleplateservice.in. We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you use our website or services.

1. Information We Collect

• Contact & identity: name, email address, phone number, delivery address.
• Vehicle details (only when required): registration/vehicle number, make/model (if provided), chassis/engine numbers — collected only with explicit consent and only when necessary for a service.
• Order & transaction info: order ID, products ordered, amount, transaction ID, proof filename (we do not store full card numbers).
• Technical & analytics: IP address, browser type, device identifiers, cookies, and log data.
• Communications: messages you send via contact forms, support requests, or email.

2. Purpose of Collection

We use your data to:

• Process and fulfil orders, provide installation or delivery services, and issue invoices (Contract basis).
• Communicate order updates, respond to support requests, and provide after-sales support.
• Detect and prevent fraud and misuse (Legitimate interest).
• Comply with legal, tax, and accounting obligations (Legal obligation).
• Improve our website and services using anonymized analytics (Legitimate interest or Consent where required).

Consent clause: By using our website and providing your information, you consent to the processing described in this policy. You may withdraw consent where applicable (see “Your Rights” below).

3. Legal Basis for Processing

• Performance of a contract — to deliver the services you requested.
• Legitimate interests — for business operations, fraud prevention, and service improvement.
• Consent — for optional marketing communications or when collecting particularly sensitive information.
• Legal obligations — to retain records for tax, accounting, or regulatory compliance.

4. Data Retention

We retain personal data as long as necessary to fulfil the purposes outlined above and to satisfy legal, tax, or accounting needs. Typical retention periods:

• Order records & invoices: retained for up to 6–8 years (as required by tax/accounting laws).
• Transaction proofs: retained for up to 180 days for reconciliation, unless needed for disputes or investigations.
• Support correspondence: retained for up to 24 months.
• Analytics data: retained in anonymized or aggregated form for analysis.

5. Sharing & Disclosures

We do not sell or rent your personal data. We may share data with:

• Transaction processors and gateways for reconciliation.
• Delivery/courier partners for order fulfilment (only necessary order details).
• Hosting and infrastructure providers for secure storage and backups.
• Authorities where required by law (for example, lawful requests from RTO, police, or courts).

All service providers are bound by contractual obligations to protect your data and to use it only for specified purposes.

6. Cookies & Tracking

We use essential cookies for site functionality. Analytics and marketing cookies are used only after you give consent via the cookie banner. You can manage cookie preferences via your browser settings or the cookie controls on our site. (Note: ensure your site displays a cookie banner that allows users to opt-in/out for analytics/marketing cookies.)

7. International Transfers

Some of our service providers (hosting, backups, email providers) may process data outside India. Where transfers occur, we apply appropriate safeguards and contractual protections to maintain data security.

8. Your Rights

You have the right to:

• Access the personal data we hold about you and request a copy.
• Request correction of inaccurate or incomplete data.
• Request deletion of your personal data where we have no legal reason to retain it.
• Withdraw consent to processing where processing is consent-based.
• Request portability of your data in a commonly used, machine-readable format where applicable.

To exercise any of these rights, contact our Data Protection Officer (DPO) at dpo@vehicleplateservice.in. We will respond to requests in accordance with applicable law and aim to reply within 30 days of receipt. For certain requests we may ask you to verify your identity before processing.

9. Security

We implement industry-standard technical and organisational measures such as HTTPS (TLS), access controls, encrypted backups, and regular security reviews to protect personal data. Avoid sending sensitive documents by unencrypted email; use our secure upload form if requested.

10. Changes to this Policy

We may update this Privacy Policy to reflect operational or legal changes. The “Last Updated” date at the top indicates the current version. Material changes will be published on this page; registered customers will be notified by email when feasible.

11. How to File a Complaint

If you believe your rights have been violated or you have concerns about our processing, contact our DPO first at dpo@vehicleplateservice.in. You may also file a complaint with the relevant supervisory authority if you remain unsatisfied.

Disclaimer: Vehicle Plate Service is an independent private assistance provider for number plate booking and delivery. We are not affiliated with, endorsed by, or authorized by any government department, state transport authority, or RTO.