Privacy Policy

1. INTRODUCTION

Solution Dot Com ("we," "our," or "us") is committed to protecting the privacy and confidentiality of personal information collected through our website and during the provision of our software development and maintenance services. This Privacy Policy explains how we collect, use, store, and protect your information in compliance with applicable privacy laws in Bangladesh.

2. SCOPE OF THIS POLICY

This Privacy Policy applies to:

  • Information collected through our website (solutiondotcom.com)
  • Data processed during software development and maintenance services
  • Personal information gathered through business communications
  • Client data accessed during technical support activities

3. INFORMATION WE COLLECT

3.1 Personal Information

We may collect the following types of personal information:

Contact Information:

  • Full name and title
  • Company name and designation
  • Email addresses
  • Phone numbers
  • Business addresses
  • Emergency contact details

Business Information:

  • Company registration details
  • Tax identification numbers
  • Banking information for payment processing
  • Business requirements and preferences

Technical Information:

  • IP addresses and device information
  • Browser type and version
  • Operating system details
  • Website usage patterns and preferences
  • System access logs and timestamps

3.2 Service-Related Data

During service delivery, we may access:

  • HRM system data and employee records
  • Database structures and configurations
  • System performance metrics
  • Application usage statistics
  • Technical documentation and procedures

3.3 Communication Records

  • Email correspondence and attachments
  • Support ticket histories
  • Meeting notes and documentation
  • Contract negotiations and amendments
  • Service feedback and testimonials

4. HOW WE COLLECT INFORMATION

4.1 Direct Collection

  • Website contact forms and inquiry submissions
  • Service contract negotiations and agreements
  • Direct email and phone communications
  • Business meetings and consultations
  • Client onboarding processes

4.2 Automatic Collection

  • Website cookies and tracking technologies
  • Server logs and access records
  • System monitoring and performance tools
  • Error reporting and diagnostic data

4.3 Third-Party Sources

  • Business directories and professional networks
  • Reference checks and testimonials
  • Industry associations and events
  • Partner referrals and recommendations

5. PURPOSE OF DATA COLLECTION

5.1 Service Delivery

  • Providing software development and maintenance services
  • Technical support and troubleshooting
  • System monitoring and optimization
  • User training and guidance
  • Performance reporting and analytics

5.2 Business Operations

  • Contract management and billing
  • Client relationship management
  • Service improvement and development
  • Quality assurance and compliance
  • Legal and regulatory requirements

5.3 Communication

  • Responding to inquiries and support requests
  • Providing service updates and notifications
  • Marketing relevant services and solutions
  • Industry news and technical advisories

6. DATA SHARING AND DISCLOSURE

6.1 Limited Sharing

We do not sell, rent, or trade personal information to third parties. We may share information only in the following circumstances:

Service Delivery:

  • Authorized subcontractors working on client projects
  • Technical specialists providing specialized services
  • Third-party tools required for service delivery (with client consent)

Legal Requirements:

  • Compliance with court orders or legal processes
  • Protection of our legal rights and interests
  • Prevention of fraud or illegal activities
  • National security or law enforcement requests

Business Transfers:

  • Merger, acquisition, or sale of business assets
  • Corporate restructuring or partnership arrangements
  • Due diligence processes (with appropriate confidentiality measures)

6.2 Client Data Confidentiality

  • Client business data is never shared with other clients
  • Strict access controls limit data exposure to authorized personnel only
  • Confidentiality agreements govern all data handling activities
  • Data segregation ensures client information remains isolated

7. DATA SECURITY MEASURES

7.1 Technical Safeguards

  • Encrypted data transmission and storage
  • Secure server infrastructure and hosting
  • Regular security updates and patches
  • Multi-factor authentication for system access
  • Automated backup and disaster recovery systems

7.2 Administrative Controls

  • Employee background checks and confidentiality agreements
  • Role-based access controls and permission management
  • Regular security training and awareness programs
  • Incident response and breach notification procedures
  • Annual security audits and assessments

7.3 Physical Security

  • Secured office premises with access controls
  • Locked storage for physical documents
  • Supervised access to server equipment
  • Secure disposal of storage media and documents

8. DATA RETENTION

8.1 Retention Periods

  • Active Service Contracts: Data retained for the duration of service agreements
  • Completed Projects: Technical data retained for 2 years post-completion
  • Financial Records: Maintained for 7 years as per Bangladesh tax requirements
  • Communication Records: Retained for 3 years for reference and compliance
  • Website Analytics: Aggregated data retained for 2 years

8.2 Data Disposal

  • Secure deletion of electronic data using industry-standard methods
  • Physical destruction of paper documents and storage media
  • Certificate of destruction provided upon client request
  • Regular purging of obsolete backup systems

9. YOUR PRIVACY RIGHTS

9.1 Access Rights

You have the right to:

  • Request copies of personal information we hold about you
  • Verify the accuracy and completeness of your data
  • Understand how your information is being used
  • Receive information in a commonly used electronic format

9.2 Correction and Updates

  • Request corrections to inaccurate or incomplete information
  • Update contact details and preferences
  • Modify communication preferences and consent settings

9.3 Data Portability

  • Request transfer of your data to another service provider
  • Receive data in a structured, machine-readable format
  • Facilitate smooth transitions between service providers

9.4 Deletion Rights

  • Request deletion of personal information (subject to legal requirements)
  • Withdrawal of consent for data processing activities
  • Account closure and data removal procedures

10. COOKIES AND TRACKING TECHNOLOGIES

10.1 Types of Cookies Used

Essential Cookies:

  • Website functionality and navigation
  • Security and authentication
  • Load balancing and performance optimization

Analytics Cookies:

  • Website usage statistics and patterns
  • Performance monitoring and optimization
  • User experience improvement insights

Preference Cookies:

  • Language and regional settings
  • Display preferences and customization
  • Previous form submissions and selections

10.2 Cookie Management

  • Browser settings allow cookie control and deletion
  • Opt-out mechanisms available for non-essential cookies
  • Regular cookie policy updates and notifications

11. INTERNATIONAL DATA TRANSFERS

11.1 Cross-Border Processing

  • Data primarily processed within Bangladesh
  • Limited international transfers only with appropriate safeguards
  • Adequate protection measures for overseas data processing
  • Client notification for any international data transfers

11.2 Safeguards

  • Contractual data protection clauses
  • Adequacy decisions and certification schemes
  • Regular monitoring of international data protection standards

12. CHILDREN'S PRIVACY

We do not knowingly collect personal information from individuals under 18 years of age. If we become aware that we have collected personal information from a minor, we will take steps to delete such information promptly.

13. CHANGES TO THIS PRIVACY POLICY

13.1 Policy Updates

  • We may update this Privacy Policy periodically
  • Significant changes will be communicated via email or website notification
  • Continued use of our services constitutes acceptance of updated policies

13.2 Notification Process

  • 30 days advance notice for material changes
  • Clear explanation of changes and their impact
  • Option to withdraw consent if changes are unacceptable

14. DATA BREACH NOTIFICATION

14.1 Incident Response

In the event of a data breach:

  • Immediate containment and assessment procedures
  • Notification to affected clients within 72 hours
  • Cooperation with regulatory authorities as required
  • Remedial measures and prevention strategies

14.2 Client Notification

  • Clear explanation of the nature and scope of the breach
  • Information about potential risks and impacts
  • Steps taken to address the breach
  • Recommendations for protective measures

15. COMPLIANCE AND GOVERNANCE

15.1 Legal Compliance

  • Adherence to Bangladesh data protection regulations
  • Compliance with international best practices
  • Regular legal review and policy updates
  • Cooperation with regulatory inquiries and investigations

15.2 Internal Governance

  • Privacy officer designation and responsibilities
  • Regular privacy impact assessments
  • Employee training and awareness programs
  • Vendor due diligence and contract management

16. CONTACT INFORMATION

16.1 Privacy Inquiries

For questions about this Privacy Policy or your personal information:

Solution Dot Com - Privacy Officer
House 33, Road 5, Sector 12, Uttara, Dhaka, Bangladesh
Email: info@sdc-bd.com
Phone: +880 1613 080706
Business Hours: 9 AM - 6 PM, Sunday to Thursday

16.2 Data Protection Requests

To exercise your privacy rights or report concerns:

  • Submit written requests with proper identification
  • Allow 30 days for processing complex requests
  • Contact our privacy officer for urgent matters

17. DISPUTE RESOLUTION

17.1 Internal Resolution

  • Direct communication with our privacy officer
  • Formal complaint investigation procedures
  • Escalation to senior management if necessary

17.2 External Resolution

  • Complaints to relevant Bangladesh regulatory authorities
  • Mediation and arbitration services
  • Legal recourse through Dhaka court jurisdiction

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