This page mirrors the authoritative Terriqon Privacy Policy published at terriqon.com/privacy-policy. For plain-language explanations of the product-level behavior these safeguards describe, see Data Protection and PII Stripping.
1. Our Role: Data Fiduciary and Data Processor
Terriqon serves two distinct roles depending on the type of personal data involved, and this distinction determines who is responsible for what:1.1 Where We Act as Data Fiduciary / Controller
For personal data relating to Customer’s own personnel who use the Platform (Organization Admins, Organization Managers, and Field Officers), and for personal data of visitors to our website and marketing contacts, we act as the Data Fiduciary (under the DPDP Act) or Controller (under the GDPR). This means we determine the purposes and means of processing that data, and this Policy governs that processing directly. Within Customer’s organization, Customer administrators (Organization Admins and Organization Managers) can access and manage information relating to users within their organization, including roles, account status, project assignment, form submission activity, and audit history — an individual Authorized User’s account is visible to and managed by their employing organization, not private from it.1.2 Where We Act as Data Processor
For the field data that Customer and its Authorized Users collect and submit through the Platform — including form submissions that may describe or relate to Customer’s own beneficiaries, program participants, or other third parties (“Field Data”) — we act solely as a Data Processor (or “Processor”) on Customer’s instructions. Customer is the Data Fiduciary / Controller responsible for that Field Data, including for ensuring it has a lawful basis to collect it, providing any required notices to the individuals it describes, and responding to their rights requests. We process Field Data only as instructed by Customer, as described in this Policy and our Terms of Service, and in accordance with applicable law. For customers subject to the GDPR, this relationship is additionally governed by a separate Data Processing Agreement containing the terms required under GDPR Article 28, available on request.2. Personal Data We Collect
2.1 Account and Organization Data
When Customer creates a Terriqon account and invites Authorized Users, we collect: name, email address, role (Organization Admin, Organization Manager, or Field Officer), organization affiliation, and account activity logs (login timestamps, invitation and status history). We also collect technical data needed to operate and secure the Platform, including IP address, device and browser information, security and audit logs, approximate location derived from IP address, API usage data, organization settings, and role-change history.2.2 Field Data
Data submitted through Terriqon’s dynamic forms by Field Officers in the course of their work, which may include information about program beneficiaries, survey respondents, or other individuals described by Customer’s data collection activities. As described in Section 4, sensitive and personally identifying fields within Field Data are excluded from AI processing on a best-efforts, not guaranteed, basis.2.3 Billing Data
Billing contact name, email, and organization address. Full payment card details are collected and processed directly by Stripe, our payment processor; we do not store complete card numbers on our own systems.2.4 Website and Marketing Data
When you visit terriqon.com, we (via PostHog) may collect usage data such as pages visited, device and browser type, and general location (derived from IP address). If you contact us or subscribe to updates, we collect your name, email, and message content (via Crisp and Loops respectively).2.5 Support Communications
Records of support requests and live chat conversations conducted through Crisp, including any personal data you choose to include in those communications, and diagnostic information you provide to help us troubleshoot an issue.3. How We Use Personal Data, and Our Legal Basis
We use personal data for the purposes described throughout this Policy — primarily to provide and secure the Platform, generate AI Reports at Customer’s request, process payments, provide support, send service and security communications, and, where you’ve opted in, send product updates. Because the DPDP Act and the GDPR use different legal frameworks, we describe our legal basis separately for each.3.1 Legal Basis — India (DPDP Act)
Under the DPDP Act, we process personal data on the following bases: (a) your consent, given freely, specifically, and can be withdrawn as easily as it was given; (b) your voluntary provision of personal data for a specified purpose (for example, providing your email to receive support); (c) compliance with a legal obligation, such as tax and accounting record-keeping; and (d) other “legitimate uses” recognized under the DPDP Act, such as responding to a request for a service you have asked for.3.2 Legal Basis — EU/EEA (GDPR)
Under GDPR Article 6, we process personal data on the following bases: (a) performance of a contract with Customer or you; (b) compliance with a legal obligation; (c) your consent, for example for optional marketing communications or non-essential cookies, which you may withdraw at any time; and (d) our legitimate interests — such as securing and improving the Platform, or supporting our customers — balanced against your rights and interests.4. AI Processing and Privacy Safeguards
Before any Field Data is used to generate an AI Report, it passes through an automated privacy-protection pipeline. This pipeline:- Removes any field tagged with a sensitivity classification of “personally identifiable” or “restricted”, replacing the value with a redaction marker;
- Always strips GPS coordinates and other precise geolocation data;
- Automatically excludes structural field types known to carry personal identifiers — including free text, names, phone numbers, device and subscriber identifiers, case IDs, files, audio, and signatures — from any metric used in AI analysis;
- Applies pattern-based detection to catch common identifier formats (national ID numbers, passport numbers, bank account and card numbers, and similar) as an additional safeguard;
- Records a redaction manifest documenting which fields were excluded and why, retained in our audit log for traceability.
5. Sub-processors
We use the following sub-processors to help us provide the Platform. Each sub-processor is bound by contractual obligations to protect personal data consistent with this Policy and applicable law, and is engaged only for the specific purpose described below.
We may update this list from time to time as our infrastructure evolves. Material changes affecting the transfer of personal data will be reflected in an updated Effective Date and, where required by law, notified to Customer in advance.
6. Cross-Border Data Transfers
As shown in the table above, some of our sub-processors are located outside India and, where applicable, outside the European Economic Area. Where personal data is transferred internationally, we implement an appropriate transfer mechanism, which may include the European Commission’s Standard Contractual Clauses, the UK International Data Transfer Addendum, or another legally recognized safeguard, to the extent applicable to the transfer in question. If we finalize an AI processing sub-processor located in a jurisdiction without a GDPR adequacy decision, we will identify that provider and the applicable transfer safeguard in the table in Section 5 before routing any personal data of EU/EEA individuals to it, and, where our processing involves EU/EEA personal data, we will apply appropriate transfer safeguards consistent with this Section. Under the DPDP Act, cross-border transfer of personal data is permitted except to countries restricted by the Government of India from time to time. We do not currently transfer personal data to any such restricted jurisdiction.7. Data Retention
7.1 While Customer’s Account Is Active
Field Data tied to an individual Authorized User who is suspended or soft-deleted within an active Customer organization is retained for as long as Customer maintains the relevant project, record, or organization account, with the user’s display name anonymized, in order to preserve the integrity of Customer’s audit trail (for example, to support donor or regulatory queries against historical field submissions) — subject to Customer’s own configured retention requirements, lawful instructions, and applicable legal obligations. We provide this extended retention because submission records cannot be reliably reattributed once disconnected from their originating user, and Customer may configure or request adjustments to this behavior where our tooling supports it.7.2 After Full Account Termination
Where Customer terminates its Terriqon subscription entirely, we retain Customer Data, including Field Data, for up to 30 days to allow Customer to export its data or reverse the cancellation. Deletion from our production systems then follows within a further 90 days — meaning production deletion may occur up to approximately 120 days after account termination in total — except: (a) billing and financial records, which we retain for the period required under applicable Indian law (currently up to 8 years); (b) data we are required to retain to comply with a legal obligation or to establish, exercise, or defend legal claims; and (c) residual copies in encrypted backups, which are overwritten on a rolling cycle of approximately 90 additional days and are not used for any active purpose in the interim.7.3 Website and Marketing Data
Analytics data is retained in accordance with our analytics provider’s standard retention settings; marketing contact data is retained until you unsubscribe or request deletion.8. Data Security
We implement technical and organizational measures designed to protect personal data, including encryption of data in transit, role-based access control, private (non-public) cloud storage for organization files with time-limited signed URLs for downloads, and audit logging of access and administrative actions. No system can be guaranteed completely secure; we encourage Customer to use strong, unique credentials and to promptly report any suspected unauthorized access to support@terriqon.com.9. Your Rights
9.1 Rights under the DPDP Act (India)
If you are a Data Principal under the DPDP Act, you have the right to:- Obtain a summary of the personal data we process about you and the processing activities undertaken;
- Request correction, completion, or updating of your personal data;
- Request erasure of your personal data, where it is no longer necessary for the purpose for which it was collected, subject to our legal retention obligations;
- Nominate another individual to exercise these rights on your behalf in the event of death or incapacity;
- Withdraw consent, where processing is based on consent, as easily as it was given;
- Lodge a grievance with our Grievance Officer (Section 15) and, if unresolved, with the Data Protection Board of India.