1Introduction and Scope
This Privacy Policy describes the handling of information through SrajanAI OS (the “ERP” or “Services”), a cloud-based farm and agricultural operations management product operated by Srajan Data Analytics Private Limited (“Company”, “we”, “us”). It covers os.srajanai.com, related web portals, administrative consoles, mobile applications, APIs, integrations, customer support and subscription enquiries. SrajanAI OS is separate from the SrajanAI farm-intelligence product, although both are operated by the same company.
We aim to follow applicable Indian privacy and technology laws, including the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023 and Digital Personal Data Protection Rules, 2025 as their provisions become applicable. Additional contractual terms or notices may govern individual deployments.
2Company and Privacy Contact
Legal entity: Srajan Data Analytics Private Limited
ERP website: os.srajanai.com
Address: Araji No 134, Yamuna Nagar, Makari Kheda, Kanpur, Uttar Pradesh 208002, India
Privacy and support: support@srajanai.com | +91 9625999230
Grievance Officer / Privacy Contact: Amit K Srivastava.
3Organizational Roles and Responsibility
SrajanAI OS is principally offered to farm owners, agricultural enterprises, organizations, FPOs, estate operators and their authorized personnel. An organization generally decides which workers, staff members, contractors and farmers are onboarded, which modules are enabled, and who can see its records. The organization is ordinarily responsible for necessary notices, permissions and lawful authority for personal information it uploads or instructs us to process.
We may separately determine purposes for our own account-registration, billing, service security, product administration and support data. Where we process organization-controlled information on its instructions, contractual data-processing terms may apply.
4Categories of Information
Account and contact data: names, business email addresses, phone numbers, profile photos where enabled, preferred language, user IDs, role, designation, OTP/login events, access status and organization membership.
Organization and subscriptions: entity name, addresses, organization profile, selected modules, subscription plan, trial eligibility, user/activity/storage limits, billing contacts, invoices, GST-related details, payment status and transaction references.
Farms and agricultural operations: farm/plot identity, GPS coordinates, mapped boundaries, crop plans and calendars, tasks, recurring work, irrigation, inputs, inventory, harvest forecasts and actuals, produce records, procurement and vendor records.
Workforce and field execution: worker/staff profiles, supervisor mapping, attendance, check-in/check-out timestamps, assigned work, shift schedules, task instructions, photographs and evidence, approval/rework history, wages, payroll, advances, deductions, reimbursements and work performance where enabled.
Financial and asset operations: budgets, costs, expenses, payments and receipts, invoices, payroll totals, asset/machinery records, equipment usage, maintenance, repair and vendor transactions.
Technical and usage data: IP address, device and operating-system information, session/authentication logs, diagnostics, crash records, application navigation, feature use, audit logs and support communications.
5How We Collect Data
Information may be submitted directly by a customer, organization administrator or authorized user, captured through device permissions during authorized workflows, generated by system activity, received from payment or communication providers, or synchronized from customer-enabled integrations. We aim to collect only what is reasonably necessary for relevant features.
6Purpose of Processing
We use information to create accounts, verify identity, enforce module access and RBAC, administer trials and subscriptions, allocate farms and tasks, record field execution and approval, generate operational reports, track attendance and payroll, manage costs/inventory/assets, maintain audit trails, provide customer support, process payments and invoices, prevent abuse, investigate incidents, troubleshoot, back up records and meet legal obligations.
Operational metrics and aggregated or properly de-identified statistics may be used to understand service performance and improve features, subject to applicable law and customer agreements. We do not sell or rent personal data as a business model.
7Lawful Processing and Consent
Where consent is required under applicable law, we or the responsible customer organization will provide appropriate notices and obtain it. Other processing may be based on lawful uses recognized under applicable law, contractual necessity where legally relevant, or legal compliance. Consent may be withdrawn through available controls or by contacting the responsible organization or us, subject to legal requirements and necessary service limitations.
8GPS, Farm Boundaries and Attendance
Where enabled, a mobile user may be asked for location permission to map farms, confirm arrival/check-in, evidence location, field visits or task completion. Location can be inaccurate or unavailable due to signal or device limitations. Background tracking is not assumed: if introduced, it requires a distinct notice and appropriate permissions.
Farm polygons and GPS records are operational references, not cadastral surveys, conclusive area measurements, or proof of land title or possession. Organization administrators may view permitted location and attendance records based on assigned access.
9Photos, Task Evidence and Files
Task execution may require photos, documents, receipts, images of machinery, field activities or other proof. Metadata may include timestamp and GPS where the feature permits. Uploaded evidence may be reviewed by managers or supervisors who can approve, reject or request further evidence. Users must avoid unrelated identification documents, other people’s personal data or confidential material unless authorized and necessary.
10Payroll, Labour and Financial Data
Where workforce accounting and payroll modules are enabled, organization users may enter wage rates, attendance, advances, reimbursements, expense evidence, deductions and payment details. Organizations are responsible for the legal accuracy, authorization and handling of these records. We process them to deliver configured ERP functionality, subject to access controls and customer instructions.
11Role-Based Access and Administrator Visibility
Customer organizations control internal account permissions through supported roles and enabled modules. Authorized administrators may access records uploaded or generated by members of their organization, including work evidence, attendance, expenses and reports. Access depends on configured permissions and product capabilities. Customers should apply least-privilege access and disable accounts when roles change.
12Mobile App, Offline Cache and Sync
Some mobile functions may store operational data temporarily on a device for later synchronization, depending on functionality and configuration. Locally stored data can remain on a lost, shared or unmanaged device; users should use screen locks and promptly report loss. When connectivity returns, data may synchronize to the relevant organization account. Conflicting updates may require reconciliation.
13Cookies, Analytics and Logs
The ERP website and apps may use cookies, local storage, device identifiers and software development kits for sign-in, preferences, performance, error diagnostics, security, auditability and product usage analytics. Nonessential analytics/marketing technologies are subject to applicable notice and consent requirements.
14Third Parties and Disclosures
We may disclose the minimum information reasonably needed to hosting, storage and backup providers, authentication and message-delivery vendors, payment processors, monitoring/security providers, support and communication providers, maps/location providers and customer-enabled integrations. Providers may process data under their terms where independently responsible.
We may disclose information to customer organization administrators acting within their permissions, to professional advisers under appropriate duties, in corporate transactions subject to safeguards, or to competent authorities where required by law or legal process. We do not grant unrelated customers access to another organization’s records.
15Payment Information
Subscription payments may be handled by third-party payment providers or application stores. Those providers ordinarily process complete card, banking or UPI credentials under their own policies. We may retain payment references, invoice, tax, subscription and transaction status information for service and compliance.
16Cross-Border Processing
Some vendors may process information outside India. Any cross-border transfer will be handled in accordance with applicable law, restrictions and relevant contractual safeguards. Separate enterprise hosting or localization terms may apply where agreed.
17Data Retention
Customer records are generally held during the active service relationship and thereafter only where necessary for agreed export/closure procedures, service recovery, audit, legal holds or tax/accounting obligations. Farm and operations history may be retained while the organization requires longitudinal records.
Attendance/task evidence and payroll/financial records may require distinct retention periods imposed by the customer, sectoral rules or applicable law. Authentication, support and security logs are retained for justified operational periods. This Policy does not promise a fixed deletion deadline; specific periods should be established in the customer agreement and product retention schedule.
18Security and Incident Response
We use reasonable administrative, technical and organizational safeguards appropriate to the information and risk, which may include authentication, access restrictions, transport encryption, audit logs, backups, secure development, monitoring and incident response. No system is completely secure.
Please promptly report suspected compromise to support@srajanai.com. Where notification of a personal-data breach is legally required, we will take steps to investigate and provide notifications within applicable requirements.
19Individual Rights and Requests
Subject to the law in force and applicable exceptions, individuals may seek access-related information, correction, completion or updating, deletion where eligible, withdrawal of consent, grievance redressal and nomination where available under law. We may verify identity and coordinate with the organization controlling the relevant record. Contact support@srajanai.com or the administrator of the relevant ERP organization.
20Account Closure, Export and Deletion
An organization owner may request closure in accordance with the subscription agreement. Access may end at expiry or termination; customers should export needed data before closure. Erasure of individual records may be subject to the organization’s lawful obligations, audit trails, backups and dispute holds. Account deletion does not automatically require deletion of legally retained billing or statutory records.
21Children
ERP accounts are intended for adults legally capable of using the service or persons acting under appropriate organizational authority. Customers must not onboard children’s personal information without required parental/guardian authorization and safeguards under applicable law.
22Communications and Marketing
We may send authentication, task, account, billing, security and service notices using email, SMS, notifications or authorized messaging services. Promotional messages, where used, will follow applicable consent and opt-out requirements. Essential transactional notices may continue while an account remains active.
23Changes to This Policy
We may revise this Policy when practices, product capabilities or laws change. The updated date will be shown and additional notice or renewed consent will be requested where legally required.
24Grievance Redressal and Applicable Law
Grievance Officer / Privacy Contact: Amit K Srivastava; Email: support@srajanai.com; Phone: +91 9625999230; Address: Araji No 134, Yamuna Nagar, Makari Kheda, Kanpur, Uttar Pradesh 208002, India.
We will handle grievances within periods required by applicable Indian law. Nothing in this Policy limits a mandatory statutory right or remedy. This Policy is interpreted under applicable laws of India.
25Short Privacy Summary
Data collected: account, organization, farm/plot, tasks, attendance, evidence, payroll, expenses, assets, subscriptions, device and security information, depending on modules enabled.
Reason: to operate farm ERP workflows, support organizational administration, manage payments, secure services and comply with law.
Access: authorized organization members, contracted providers and recipients required by law; we do not sell personal data.
Privacy requests: support@srajanai.com; organization-managed records may require coordination with the account owner.