Privacy Policy

Introduction

Eagleminds Technologies Private Limited ("Eagleminds", "we", "us", or "our") is committed to protecting the privacy and personal data of users who interact with the TrackFee application ("TrackFee"). This Privacy Policy explains how we collect, use, share, and protect your personal information when you use the TrackFee mobile application, website, or related services.

By using TrackFee, you agree to the terms outlined in this Privacy Policy. If you do not agree with these terms, we kindly recommend refraining from using our services.

Applicability

This Privacy Policy applies to personal data processed through the TrackFee platform, including its mobile and web interfaces. TrackFee is a platform designed to streamline fee collection, payment management, and digital record maintenance.

Depending on the service model, we may collect personal data:

• Directly from users (e.g., self-onboarding)
• As part of services provided to institutions or businesses using TrackFee for fee management

We implement appropriate organizational and technical measures to protect all collected data.

Information We Collect

The personal information we collect depends on your interaction with TrackFee.

Mandatory Data

• Full Name
• Contact Number (mobile)
• Email Address
• Bank Account Number & IFSC (for payment configuration)
• PAN (Permanent Account Number)
• GSTIN (if applicable)
• KYC Documents (Aadhaar, PAN, etc.)

Optional Data

• Date of Birth (DOB)
• Residential Address
• Business/Institution Details

How We Use Personal Information

We use personal data only for legitimate business purposes, including:

• Verifying identity and compliance (e.g., KYC, PAN validation)
• Setting up payment configuration and processing transactions
• Responding to support requests and service inquiries
• Delivering personalized experiences and communications
• Complying with financial and legal regulations
• Improving platform security and performance

We do not use your data for advertising purposes.

Information Sharing

We do not sell your personal information. We may share it only in the following situations:

Service Providers

Third-party vendors that support our operations (e.g., hosting providers, payment gateways, etc.) may access data under strict confidentiality agreements.

Client Organizations

If your use of TrackFee is managed by an institution, your data may be visible to them based on the agreed usage (e.g., student fee management by a school).

Legal Compliance

We may disclose information if required to comply with applicable laws, regulations, court orders, or government requests.

Data Security

We implement industry-standard technical and organizational measures to safeguard personal data, including:

• Encryption of data in transit (TLS) and at rest (AES)
• Role-based access controls (RBAC) and secure login mechanisms
• Multi-factor authentication for privileged users
• Application-layer firewalls and DDoS protection
• Periodic vulnerability scans and patch management
• Secure software development lifecycle (SSDLC) practices
• Data masking and tokenization for sensitive fields
• Regular security training for employees
• Incident response and escalation procedures
• Separation of production, development, and test environments
• Audit logging and security monitoring

Data Retention

We retain personal information only as long as necessary:

• For the purposes for which it was collected
• To comply with legal, regulatory, or contractual obligations

Personal data is securely deleted or anonymized when retention is no longer required.

Your Rights

Depending on applicable laws, you may have the following rights:

• Right to Access: Obtain confirmation and a copy of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion when data is no longer necessary
• Right to Restrict Processing: Limit how your data is used
• Right to Object: Object to data use based on legitimate interest

To exercise these rights, please contact us at: support@trackfee.ai

Cookies and Tracking Technologies

The TrackFee website and app may use cookies or similar tools to:

• Recognize returning users
• Track usage trends for optimization

We do not use cookies for advertising purposes. You can control cookie preferences through your browser or device settings.

International Data Transfers

We may transfer personal data across borders, including to countries where data protection laws may differ from those in your jurisdiction. To ensure an adequate level of protection, we implement appropriate safeguards such as Standard Contractual Clauses (SCCs) or similar legal mechanisms.

Children's Privacy

TrackFee is not intended for users under the age of 16. We do not knowingly collect data from children. If we learn that a child has submitted personal information, we will take steps to delete it.

Changes to This Privacy Policy

We may update this policy periodically. Updates will be posted on this page with a revised "Last Updated" date.