Privacy Policy

This Privacy Policy explains how Foxtrot Solutions LLP ("Foxtrot", "we", "us", or "our") collects, uses, discloses, and protects personal information when you visit this website, submit an admission enquiry through a form we operate on behalf of a school, college, or coaching institute (our "Institutional Clients"), interact with our telecalling desk, or use the Admission CRM & ERP platform as an authorised user of an Institutional Client. By using this website or providing your information to us, you agree to the practices described in this Policy.

Foxtrot Solutions LLP is a lead-generation, CRM/ERP, telecalling, and BPO-setup service provider for the education sector, registered at [Registered Office Address, City, State, PIN Code, India] (LLPIN: [LLPIN]).

In most cases involving an admission enquiry, Foxtrot acts as a Data Fiduciary when it first collects your information (for example, through a website enquiry form or an ad campaign), and then discloses that information to the relevant Institutional Client so they can process your enquiry — see "How We Share Information" below. Where Foxtrot operates the Admission CRM & ERP purely as software on an Institutional Client's behalf, that Institutional Client is the Data Fiduciary for data stored in their account, and Foxtrot acts as their service provider (processor).

We collect the following categories of information:

• Enquiry & contact information — name, phone number, email address, city, the programme or class you're enquiring about, and any message you submit through a lead form, call, or WhatsApp/SMS reply.
• Communication records — call logs, call recordings (where legally permitted and disclosed to you at the start of a call), call notes, and message threads created as our telecalling desk follows up on an enquiry.
• Account information — for Institutional Client staff (admissions officers, telecallers, administrators) using the CRM/ERP or admin portal: name, work email, role, and login activity.
• Technical & usage data — IP address, browser and device type, pages visited, referral source, and cookie data as described in our Cookie Policy.
• Payment & billing information — for Institutional Clients only, billing contact details and invoicing history; card and bank details are handled directly by our payment processor and are not stored on our own servers.

• To respond to your admission enquiry and pass it to the relevant Institutional Client for follow-up.
• To place follow-up calls, SMS, WhatsApp messages, or emails about the enquiry you raised, through our telecalling desk.
• To operate, maintain, and improve the Admission CRM & ERP platform, our website, and our own service quality.
• To generate reports for Institutional Clients on enquiry volume, response times, and pipeline status.
• To send you service-related updates (for example, confirming a scheduled campus visit).
• To comply with applicable law, respond to lawful requests from authorities, and enforce our Terms of Service.
• With your separate consent, to send you marketing communications about Foxtrot's own services (if you are a prospective Institutional Client rather than an admission enquirer).

Under the Digital Personal Data Protection Act, 2023, we process personal information on the basis of your consent (for example, when you submit an enquiry form or opt in to receive calls), for the performance of a contract (for example, running the CRM/ERP for an Institutional Client that has engaged us), and for other limited, legitimate uses permitted by law, such as responding to a request you have made or complying with a legal obligation. Where consent is the basis for processing, you may withdraw it at any time as described in "Your Rights" below, without affecting the lawfulness of processing carried out before withdrawal.

By submitting an enquiry form, providing your phone number, or otherwise expressing interest in an Institutional Client's programme, you consent to being contacted by our telecalling desk by phone call, SMS, WhatsApp, or email regarding that enquiry, even if your number is registered on the National Customer Preference Register (NDNC) — this is permitted for transactional and service communications made pursuant to your own request, consistent with TRAI's Telecom Commercial Communications Customer Preference Regulations.

Calls may be recorded for training, quality assurance, and dispute-resolution purposes; where a call is recorded, this is disclosed to you at the start of the call. You may ask to stop receiving further communications at any time by informing the telecaller directly, replying "STOP" to an SMS/WhatsApp message, or contacting us at [hello@foxtrot.in].

Our website uses cookies and similar technologies for essential site functionality, analytics, and (where enabled) advertising conversion tracking. Full details of what we use and how to control it are in our Cookie Policy.

We disclose personal information only in the following circumstances:

• With the Institutional Client you enquired about — this is the core of our lead-generation service: your enquiry details are shared with the school, college, coaching institute, or BPO client whose form you submitted, so they can process your admission or onboard you as their own customer.
• With service providers — hosting, telephony/dialer, SMS/WhatsApp gateway, analytics, and payment-processing vendors who process data on our behalf under confidentiality obligations, strictly to deliver our services.
• With professional advisors (auditors, lawyers) where necessary for our own legitimate business purposes.
• With law enforcement, regulators, or courts where required by applicable law or a valid legal process.
• In connection with a merger, acquisition, or sale of business assets, subject to this Policy continuing to apply to your information.

We do not sell personal information to third parties for their own independent marketing use.

We use administrative, technical, and physical safeguards designed to protect personal information against unauthorised access, alteration, disclosure, or destruction, including encrypted transmission (HTTPS), access controls on the CRM/ERP restricted by role, and regular review of who has access to enquiry data. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

We retain enquiry and CRM data for as long as needed to provide our services to the relevant Institutional Client, plus a reasonable period afterward to comply with legal, accounting, or dispute-resolution requirements — currently [X years] from the end of the enquiry or engagement, unless a longer retention period is required by law or requested by the Institutional Client that owns the data. You may request earlier deletion as described below, subject to any overriding legal retention obligation.

Our admission enquiry forms are intended to be completed by a parent, guardian, or an adult prospective student — not directly by a child. Where an enquiry form or a telecalling conversation includes a minor's name, age, or grade (for example, so a school can process an admission enquiry), we treat that information as having been provided by, and with the consent of, the parent or guardian submitting the enquiry.

We do not knowingly use a child's personal information for behavioural monitoring, tracking, or targeted advertising. If you believe a child has provided us with personal information directly and without appropriate parental consent, please contact us at [hello@foxtrot.in] so we can review and, where appropriate, delete it.

Subject to applicable law, you have the right to:

• Request access to the personal information we (or the relevant Institutional Client, for CRM data) hold about you.
• Request correction of inaccurate or incomplete information.
• Request erasure of your information, subject to any legal or contractual retention obligation.
• Withdraw consent to processing that is based on consent, including further telecalling contact.
• Nominate another individual to exercise these rights on your behalf in the event of your death or incapacity, as permitted under the DPDPA.
• Register a grievance with our Grievance Officer (see below) and, if unresolved, with the Data Protection Board of India.

To exercise any of these rights, contact us at [privacy@foxtrot.in]. We may need to verify your identity before acting on a request, and will respond within the timeframe required by applicable law.

Our infrastructure providers may process or store data outside India. Where this happens, we take reasonable steps to ensure your information continues to receive a level of protection consistent with this Policy and applicable Indian law, including entering into appropriate data-processing terms with those providers.

In accordance with the Information Technology Act, 2000 and applicable rules, our Grievance Officer is [Grievance Officer Name], reachable at [grievance@foxtrot.in] or [+91 00000 00000]. The Grievance Officer will acknowledge your complaint and aim to resolve it within the timeframe prescribed by applicable law.

We may update this Policy from time to time to reflect changes in our practices or applicable law. We will revise the "Last updated" date above when we do, and where a change is material, we will provide a more prominent notice (for example, on our homepage or by email to Institutional Clients) before it takes effect.

Questions about this Policy or how we handle your information can be sent to [privacy@foxtrot.in], or by post to [Registered Office Address, City, State, PIN Code, India].