/01Introduction and scope
This Privacy Policy explains how Neoptima Marketing Solutions, a sole proprietorship based in New Delhi, India, trading as Neoptima(“Neoptima”, “we”, “us”), collects, uses, shares, retains and protects personal data when you visit neoptimasolutions.com, submit an enquiry, email us or engage us for services.
To the extent applicable and as the relevant provisions come into force, Neoptima Marketing Solutions acts as the Data Fiduciary for personal data it collects under the Digital Personal Data Protection Act, 2023, the Digital Personal Data Protection Rules, 2025 and other applicable Indian law.
This policy should be read with our Terms & Conditions. Personal data we process on behalf of clients during an engagement (for example, their customers’ data inside a dashboard we build) is governed by the agreement with that client, where we typically act on the client’s instructions.
/02Personal data we collect
We collect only what is reasonably needed. Depending on how you interact with us, this may include:
- Enquiry data from the contact form: your name, company (optional), email address, the type of project you selected and the message you write.
- Correspondence: emails, WhatsApp messages, call notes and documents you share with us.
- Engagement data for clients: billing name and address, GSTIN where applicable, contact details of your team, invoices and payment records.
- Access credentials you choose to share for a project (for example, CMS, hosting or analytics access). We ask that these be shared through a secure channel, not the public contact form.
- Technical data collected automatically when you visit the site, such as IP address, browser, device type, pages visited, referring site and timestamps, through hosting logs and any analytics in use.
We do not knowingly collect sensitive categories of data such as financial account numbers, government ID numbers or health information through this website. Please do not submit them.
/03Why we use your data
- To reply to your enquiry and understand what you need.
- To evaluate, propose, deliver and support a project you engage us for.
- To invoice, collect payment and keep accounting and tax records.
- To keep the website secure, prevent spam and abuse, and fix errors.
- To understand, in aggregate, how the website is used so we can improve it.
- To comply with legal obligations, court orders and lawful government requests.
/04Consent and legal basis
When you submit the contact form or email us, you provide your data voluntarily for the purpose of us responding to you. Where applicable law requires consent, that submission is the consent, and it is limited to the purposes in this policy.
We also process data where it is necessary for a contract with you, for legal compliance (for example, tax records), or for other legitimate uses permitted under the DPDP Act.
You can withdraw consent at any time by writing to hello@neoptimasolutions.com. Withdrawal does not affect processing already completed lawfully, and we may keep data we are legally required to retain.
/05Who we share data with
We do not sell your personal data and do not share it with advertisers. We share it only with service providers who help us run the website and our business, and only as much as they need:
- Formspree: receives and forwards contact-form submissions to our inbox.
- Vercel: hosts the website and processes standard server logs.
- Google Analytics 4 (Google LLC): measures how visitors use the website. See section 7.
- Email and workspace providers: store our business email and documents.
- Payment providers and banks: process client payments.
- Accountants, auditors and legal advisers: where needed for compliance or disputes.
- Authorities: where required by law, court order or a lawful government request.
If Neoptima’s business is restructured or transferred, data may pass to the successor, subject to equivalent protection.
/06Cross-border processing
Some of our service providers, including Formspree, Vercel and Google, may store or process data outside India, for example in the United States or the European Union. We choose reputable providers and rely on their contractual and technical safeguards. Where Indian law restricts transfers to particular countries, we will take steps to comply with those restrictions as they apply.
/07Cookies and analytics
We use Google Analytics 4 to understand how the website is used. GA4 sets first-party cookies (such as _ga) and collects data including pages viewed, time on page, approximate location derived from your IP address, device and browser type, referring site, and interactions such as clicks on our email link, Instagram link and contact-form steps.
We use this data in aggregate to improve the website and measure which pages lead to enquiries. We do not use it to identify you personally, we have not enabled Google advertising features, and we do not use it for ad targeting. Google processes this data under its own privacy policy and may process it outside India.
The website also uses essential browser storage for features such as remembering interface state.
You can block or clear cookies in your browser settings, or opt out of Google Analytics across websites with Google’s opt-out browser add-on. The website will continue to work.
/08How long we keep data
- Enquiries that do not become a project: up to 24 months from last contact, then deleted.
- Client engagement records: for the engagement and as long afterwards as needed for support, disputes and our legitimate business records.
- Invoices, payment and tax records: for the period required under Indian tax and accounting law.
- Server and security logs: kept by our hosting provider for a limited period under its own policies.
- Google Analytics data: kept for the retention period set in our GA4 property (14 months), then deleted by Google.
/09Security
We use reasonable technical and organisational measures to protect personal data, including HTTPS across the site, access controls on our accounts, and limited internal access on a need-to-know basis.
No website, email system or online service is completely secure. If we become aware of a personal data breach that affects you, we will notify you and the relevant authority where the law requires it.
/10Your rights
Subject to applicable law and as the relevant provisions come into force, you may:
- ask what personal data we hold about you and how we use it;
- ask us to correct, complete or update inaccurate data;
- ask us to delete your data, subject to what we must legally retain;
- withdraw consent you have given;
- raise a grievance with us, and if unresolved, with the Data Protection Board of India;
- nominate another person to exercise these rights on your behalf where the law allows.
/11How to make a request
Email hello@neoptimasolutions.com with your name, the email address you contacted us from, and what you are asking for. We may need to verify your identity before acting on a request.
We will respond within the timelines required by applicable law and otherwise within a reasonable period. If we cannot fully meet a request, for example because we must keep certain records by law, we will explain why.
/12Children
This website and our services are intended for businesses and for adults aged 18 or over. We do not knowingly collect personal data from children. If you believe a child has sent us personal data, contact us and we will delete it.
/13Third-party links
The website may link to third-party websites, such as Instagram. Their privacy practices are their own and are not covered by this policy. Please review their policies before sharing information with them.
/14Changes to this policy
We may update this policy when our services, providers or legal requirements change. The current version and its effective date are always shown on this page. Where a change is material and the law requires it, we will seek fresh consent.
/15Grievance Officer and contact
For privacy questions, data-rights requests, grievances or legal notices, contact:
- Grievance contact: Neoptima Marketing Solutions
- Address: S-196, Basement Front Portion, Panchsheel Park, New Delhi 110017, India
- Email: hello@neoptimasolutions.com
We aim to acknowledge grievances within 48 hours. Where a statutory timeframe applies under information-technology or data-protection law, we will resolve the request within that timeframe.