Privacy Policy

1. Information We Collect

Hitech Refrigeration Services Pvt. Ltd. collects personal data only where it is needed to respond to an enquiry, prepare a proposal, support a service relationship, improve the website, or comply with applicable obligations in India.

This policy is written for India-first personal-data practice, including the direction of the Digital Personal Data Protection Act, 2023 and related implementation guidance.

• Contact form: full name, email address, phone number, subject (service category), and message content.
• Quote request form: full name, email address, phone number, service requested, existing or preferred brand, site location, contact preference, and any free-text description of requirements.
• Careers form: full name, email address, phone number, role interest, LinkedIn profile link, any introduction you choose to share, and your confirmation that you are 18 or older.
• Customer portal: the phone number you sign in with (by one-time password), and the service, quotation, invoice, payment-status, and rating records linked to your account. Online payments are handled on Razorpay's hosted checkout, so we do not receive your card or bank credentials.
• Review forms: service ratings, product ratings, comments, complaint messages, and review-link status where a private review link is used.
• Phone and WhatsApp enquiries: your name, phone number, and the details you share during the conversation.
• Website and security logs: IP address, browser details, page path, referrer, cookie consent record, and anti-spam verification status.

We do not ask for Aadhaar, financial account details, health data, identity documents, or passwords through this public website. Please do not submit sensitive documents or confidential project drawings through public forms.

2. Purpose Of Processing

We use personal data to respond to enquiries, prepare quotations, schedule inspections, route service requests, process career applications, send acknowledgement messages, maintain service history, detect spam or abuse, and understand which website pages lead to useful customer interactions.

Where we rely on your consent, you may withdraw it by contacting us or by changing cookie preferences from the footer. Withdrawal will not affect processing already completed before the withdrawal request, but we will stop optional future processing where applicable.

3. Service Providers And Transfers

Contact, quote, careers, consent, and review data may be processed through our own website API and stored in Supabase. Email notifications and acknowledgements may be sent through Resend. Quote descriptions may be processed by Anthropic for internal estimation support. Bot protection may use Cloudflare Turnstile. Location autocomplete may use Google Maps. Sitemap submission may use IndexNow. The website is hosted on Vercel, and customer-portal records are stored in Supabase. Customer-portal payments are processed by Razorpay. Our contact page shows an embedded Google Maps map, and project videos are played from YouTube(privacy-enhanced mode) only when you press play; video preview images load from YouTube's servers.

These providers may process data on infrastructure located outside India. We use them to provide website, database, email, analytics, mapping, security, and AI-assist functions, and we aim to share only the information needed for the relevant service.

4. Cookies, Analytics, And Ads Measurement

Our website uses necessary cookies for site operation, form security, and consent storage. Google tags may load with analytics and advertising storage denied by default so consent settings can be respected. Optional statistics measurement, including Google Analytics 4 and Microsoft Clarity, is enabled only after statistics consent. Optional marketing measurement, including Google Ads and any future campaign pixel, is enabled only after marketing consent.

We do not describe analytics or ad measurement as a sale of personal data. We treat it as consent-based processing with third-party service providers and allow you to change your preference from the footer at any time. Where your browser sends a Global Privacy Control signal, we treat it as a marketing opt-out signal. Our Cookie Policy lists each cookie and browser-storage item, its purpose, and how long it lasts.

5. AI-Assisted Processing

When you submit a quote request that includes a description of your space or cooling requirements, that description may be processed by an artificial intelligence model for internal use only: it is used solely to assist our staff in preparing an accurate proposal.

AI output is treated as staff-assist information, not as a final engineering recommendation. If you prefer that your enquiry not be processed by AI, please contact us directly by phone, WhatsApp, or email.

6. Retention And Security

We keep personal data only for as long as the purpose needs it, and then delete or anonymise it:

• Enquiries and quotes that do not proceed: kept while follow-up is reasonable, then deleted or anonymised.
• Customers: kept for the life of the service relationship and the warranty, AMC, or dispute period that follows it.
• Invoices, payments, and tax records: kept for the periods GST and income-tax law require, even after a deletion request.
• Career applications: kept while the role, or a similar opening, is under consideration.
• Consent records: kept as proof of the choice you made, for as long as the law requires us to show it.

We take reasonable security measures including HTTPS, server-side secret storage, access controls, validation, anti-spam checks, and provider-level security controls.

No internet service can guarantee absolute security. If we become aware of a material security issue affecting your data, we will take reasonable steps to investigate, contain, and notify affected parties or authorities where required.

7. Your Rights, Data Deletion, And Grievances

You may ask us for a summary of the personal data we hold about you, and ask us to correct, complete, update, or delete it. You may also withdraw optional cookie or marketing consent at any time, and nominate another person to exercise these rights for you if you die or become unable to.

To request data deletion, including data held in the customer portal, email customercare@hitechrefrigeration.services from the email address or with the phone number we have on record, so we can confirm the request is yours. We delete what we are not legally required to keep, and tell you what we have retained and why (for example, tax invoices).

For any other privacy request or grievance, contact our grievance team at customercare@hitechrefrigeration.services or by post at our Kochi head office (section 11). We respond within 90 days at the latest. If you are not satisfied with our response, you may complain to the Data Protection Board of India.

8. Children

Our services and this website are meant for adults. We do not knowingly collect personal data from anyone under 18, and our careers form asks applicants to confirm they are 18 or older. If you believe a child has sent us personal data, email customercare@hitechrefrigeration.services and we will delete it.

9. Communications

We may contact you by phone, WhatsApp, SMS, or email in response to an enquiry, quote request, service matter, review request, career application, or other relationship-based communication. Promotional SMS or voice campaigns, if used later, should follow applicable Indian telecom rules including registered sender, header, template, consent, and customer preference requirements.

10. Uploads And Copyright

The public website does not currently provide a customer document-upload feature. If HRS later enables CV uploads, job photos, invoices, drawings, or other user-provided files, we will apply file-type limits, access controls, retention rules, malware checks, and a process for copyright or content complaints before launch.

11. Contact

Hitech Refrigeration Services Pvt. Ltd., Trisha Complex 45/1408B, Toll Gate Road, Pachalam P.O., Kochi, Kerala - 682012. For questions about this privacy policy or your data, contact customercare@hitechrefrigeration.services.