Data Policy

At Food Safety Works, we take the privacy and security of your personal data seriously. This Data Policy explains what information we collect, why we collect it, how we use and protect it, and your rights in relation to it. This Policy applies to all individuals who interact with our website, services, training programmes, and any technology services/products.

1. Who We Are

NXG Food Safety Works India Pvt. Ltd. is a food safety consultancy based in Bengaluru, India. We are the data controller for personal information collected through our Platform and services. For data-related queries or concerns, contact us at: info@foodsafetyworks.com

2. What Information We Collect

2.1 Information You Provide to Us

  • Contact and identification details: name, job title, organisation, email address, phone number
  • Business information: company registration details, FSSAI licence numbers, product and facility information
  • Training and learning data: course registrations, attendance records, assessment scores, certificates
  • Account credentials: username and hashed password (for myFssai and Academy platforms)
  • Communications: emails, enquiry forms, feedback, and meeting notes
  • Payment details: billing address, GST number (bank details are handled by our payment processors and not stored by us)

2.2 Information Collected Automatically

  • Device and browser data: IP address, browser type, operating system
  • Usage data: pages visited, time on site, links clicked (via cookies and analytics tools)
  • Platform activity: login timestamps, features accessed, documents uploaded (on myFssai)

3. How We Use Your Information

We use your personal information to:

  • Deliver consulting, regulatory, auditing, and training services you have engaged us for
  • Process enquiries, proposals, and onboarding
  • Manage your account on myFssai or the Training Academy
  • Send service-related communications such as updates, reports, and renewal reminders
  • Issue invoices, process payments, and maintain financial records as required by Indian law
  • Send occasional updates about regulatory changes, new services, or events (you may opt out at any time)
  • Improve our services, website, and products through analytics
  • Comply with legal and regulatory obligations

4. Legal Basis for Processing

We process your personal data on the following grounds:

  • Contractual necessity: to fulfil the services you have engaged us for
  • Legal obligation: to comply with GST, FSSAI, and other statutory requirements
  • Legitimate interests: to improve our services, communicate with clients and prospects, and protect our business
  • Consent: for marketing communications and cookies where required

5. How We Share Your Data

Food Safety Works does not sell your personal data. We may share data with:

  • Regulatory bodies (FSSAI, FoSCoS, MoFPI, etc.) where required to complete licensing or compliance submissions on your behalf
  • Our expert consultants and sub-contractors who assist in delivering services (bound by confidentiality obligations)
  • Technology service providers: cloud hosting, email platforms, payment gateways, and analytics tools
  • Statutory authorities: where required by law, court order, or government directive

6. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected. Our general retention guidelines:

  • Client engagement records: 7 years from the end of the engagement (as required for GST and financial records)
  • Training and certification records: 5 years from the date of training
  • Website enquiries and marketing contact data: up to 3 years from last interaction
  • myFssai account data: for the duration of the subscription plus 1 year after termination

Data is securely deleted or anonymised when retention periods expire.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These include:

  • Encrypted data transmission (HTTPS/TLS)
  • Access controls and role-based permissions on our SaaS platforms
  • Regular security reviews and staff awareness on data handling

While we take these measures seriously, no method of electronic transmission or storage is entirely risk-free. In the event of a data breach likely to affect your rights, we will notify you and relevant authorities as required.

8. Cookies

Our website uses cookies to improve your browsing experience. These may include:

  • Essential cookies: required for the website to function (e.g., login sessions)
  • Analytics cookies: to understand how visitors use our site (e.g., Google Analytics)
  • Preference cookies: to remember your settings

You can control cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of parts of the website.

9. Your Rights

Subject to applicable Indian privacy laws and the Digital Personal Data Protection Act, 2023, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate or incomplete data
  • Request deletion of your data (subject to legal retention requirements)
  • Withdraw consent for marketing communications at any time
  • Raise a complaint with the relevant authority if you believe your data has been mishandled

To exercise any of these rights, please contact us at info@foodsafetyworks.com. We will respond to verified requests within a reasonable timeframe.

10. Changes to This Policy

We may update this Data Policy periodically to reflect changes in our practices or applicable laws. The updated Policy will be posted on this page with a revised effective date.

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