Privacy Policy

Who we are

Gyandatabit IT (“Gyandatabit”, “we”, “us”) is a software and technology development company. This website is available at gyandatabit.com. You can contact us about privacy at admin@gyandatabit.com. We aim to handle personal information in line with the Australian Privacy Principles.

Information we collect

When you request an estimate or send us a message, we collect the information you choose to give us:

• your name and email address;
• your phone number, if you provide it;
• your business name and business type;
• the service, package, add-ons and care plan you select, and the estimate shown to you;
• any message you write to us; and
• whether you ticked the box to receive website tips, offers and updates (your marketing preference).

We also collect some information automatically:

• Campaign attribution — how you found us, such as the advertising campaign or website that referred you (UTM campaign tags), the first page you landed on and the referring website address. With your marketing permission, this can include advertising click identifiers (for example Google, Meta or TikTok click IDs).
• Analytics information — with your permission, how the website is used, such as pages viewed and steps completed in the estimate builder.
• Technical information — your browser type (user agent) and a one-way keyed hash of your IP address, recorded with form submissions for security, abuse prevention and consent records. Like most websites, our hosting provider also keeps standard server logs.

The project planner is different: it does not send or store your answers. It prepares an email in your own email app, and nothing reaches us unless you send it.

How we use your information

• to prepare and send the estimate you requested;
• to respond to your enquiry and discuss the project you asked about;
• to provide our services if you decide to proceed;
• to manage enquiries and follow-ups within our team;
• to keep the website and our systems secure and prevent spam or misuse;
• to understand how the website performs and improve it (analytics, with your permission);
• to measure whether our advertising leads to enquiries (with your permission); and
• to send marketing emails — only if you asked to receive them.

Your email address is used to send the estimate you asked for and to talk with you about your request. Asking for an estimate does not sign you up for marketing. You receive your estimate whether or not you tick the marketing box.

Marketing emails and unsubscribing

We only send marketing emails (tips, offers and updates) if you ticked the optional box to receive them. We keep a record of when you agreed, where, and the wording you agreed to.

Every marketing email includes an unsubscribe link. Unsubscribing is free, needs no login, and takes effect straight away. Once you unsubscribe, we keep a record of that choice so we don’t email you marketing again. You can also unsubscribe by replying to any of our emails or writing to admin@gyandatabit.com. Emails about an estimate or project you requested are not marketing and are not affected.

WhatsApp messages

We operate WhatsApp business numbers on the official WhatsApp Business Platform (the Meta WhatsApp Cloud API). If you message one of those numbers, Meta delivers your message to a gateway we run, which passes it to the private business console we use to run our own businesses.

These numbers are used for Gyandatabit and the businesses the same owner operates — currently Varni Sales and its brand Tartefyam. We do not operate WhatsApp numbers on behalf of other companies, and other companies’ customers’ messages do not pass through our systems. That means we are responsible for the messages described here; there is no separate business acting as controller of them.

What the gateway stores

• the WhatsApp number your message was sent from;
• the message itself and the contact entry WhatsApp sends with it, exactly as Meta delivered it — nothing is added and no other conversation is included;
• the message identifier, its type, the business number and account it was sent to, and the times it was sent, received and processed;
• for photos, documents and other attachments, only the details of the file — its identifier, kind, file type, size, a checksum and its name. The file itself is not stored in our database; and
• a record of each delivery from Meta, holding counts and a one-way hash of the delivery, with no message content in it.

How long it is kept

These are the retention settings the gateway is actually running with:

• Message content is removed 30 days after the message has been processed. The record that the message was received — its identifier, type, timestamps and processing history — is kept after that, because it is what stops the same message being handled twice and is our audit trail that it was dealt with.
• A message that could not be processed after repeated attempts is held for review for 90 days, content included, then cleared.
• Delivery records — the counts and hash described above, with no content — are kept for 90 days.
• Clearing runs automatically every hour.

The business console that receives these messages is a private application on a company computer. It is not reachable from the internet: it connects outward to collect messages and confirms back when it has them. We have confirmed that it does collect them and acknowledge them, which is the point at which the gateway stops holding them open. It is built to record what it collects in a database on that computer, but we have not yet verified what it keeps or for how long, so no retention period for it is stated here. We would rather say that than publish a figure we have not checked. If you want to know what is held about you there, or want it removed, ask us and we will look — our data deletion page explains how.

Security of the connection

Meta signs every delivery and our gateway verifies that signature before accepting it, so a message that did not come from Meta is rejected. The connection between Meta and us, and between our gateway and the console, is encrypted in transit (HTTPS). WhatsApp describes messages to a business using the Cloud API as being received on Meta’s infrastructure on the business’s behalf — so we do not describe these messages as end-to-end encrypted between you and us, because that would not be accurate.

Your own copy of the conversation lives in WhatsApp on your phone and is governed by WhatsApp’s privacy policy. Deleting a chat on your device does not delete our copy — to have ours removed, use our data deletion page.

Cookies and tracking technologies

We group cookies and similar technologies into three categories:

• Necessary — Keeps the website working and secure, remembers your cookie choices and keeps your estimate form working. Always on.
• Analytics — Helps us understand how the website is used, such as which pages are visited, so we can improve it (Google Analytics).
• Marketing — Lets advertising platforms such as Google Ads, Meta and TikTok measure whether our ads led to an enquiry, and remembers ad click identifiers.

Analytics and marketing tools are only loaded after you allow them. Without that permission, campaign attribution is kept only in your browser for the current visit and sent to us only if you submit a form. Personal details such as your name, email or phone number are never included in analytics or advertising event data.

You can change your choice at any time: Cookie preferences

Service providers

We use trusted providers to run the website and our business. Depending on the feature, these may include:

• our website hosting provider, which hosts the website and database;
• a transactional email provider, which delivers estimate and enquiry emails;
• Google (Tag Manager, Analytics and Ads) — only with your analytics or marketing permission;
• Meta and TikTok advertising tools — only with your marketing permission; and
• a bot-protection service on our forms, where enabled.

Some of these providers may store or process information outside Australia, including in the United States. We only share what each provider needs to perform its service. We do not sell your personal information.

How long we keep information

We keep enquiry and estimate records for as long as we need them to respond, provide our services and keep reasonable business records. Marketing preferences are kept until you unsubscribe; after that we keep a minimal record so your choice is respected.

Security

We take reasonable steps to protect information from misuse, loss and unauthorised access. Read more on our Security page.

Our mobile apps

Our apps are distributed through Google Play. Information about how each app handles data is shown in the privacy and data safety details on its Google Play listing.

Seller Operations Platform and Amazon information

Our Seller Operations Platform is private software in development, used initially by Varni Sales. Where it connects to Amazon services, it does so only with the seller’s authorisation and appropriate API access. Information obtained this way:

• is used only to operate the authorising seller’s own business;
• is not sold, and is not shared with third parties except where required by law;
• is handled in line with the applicable Amazon policies for developers; and
• is kept only for as long as it is needed for those purposes.

Your choices and rights

You can ask us what personal information we hold about you, or ask us to correct it, by contacting us or emailing admin@gyandatabit.com. To ask us to delete it, our data deletion page explains who can ask, how we verify a request, what we can remove, what we may have to keep and how it is handled — and has a form that records your request straight away. If you have a privacy concern, please contact us first so we can try to resolve it. If you are not satisfied with our response, you can raise it with the Office of the Australian Information Commissioner. If you are outside Australia, the data protection authority where you live may also be able to help you.

Changes to this policy

We may update this policy as our website and services change. The date at the top of this page shows when it was last updated.