1. Who We Are
Xlink One is a cloud-based ERP, CRM and business automation platform operated by Xlink Software Drome, India.
Depending on the circumstances, Xlink One may act as a service provider/data processor for customer-controlled information or as an independent controller/data fiduciary for information collected for our own business purposes.
2. Information We Collect
Account information
- Name, business/organization, email, mobile number and job title
- Address, country, billing, subscription and account information
- Authentication, security and session information
ERP and business information
Customers may store information relating to customers, suppliers, employees, students, leads, quotations, orders, invoices, payments, accounting, inventory, payroll, attendance, projects, services and other business records.
Lead and CRM information
- Name, company, designation, phone, WhatsApp number and email
- Address, city, state, country, PIN/ZIP, industry, website and tax information
- Interests, requirements, enquiry details, expected value and communication preferences
- Source/campaign information, activities, scores, statuses and customer-defined custom fields
Public and embedded forms
Information submitted through Xlink One forms may be stored in the account of the organization that created the form. That organization is responsible for legally required notices, consents and lawful use of the collected information.
3. Meta, Facebook, Instagram and Marketplace Data
When a customer connects Meta Lead Ads, Xlink One may receive information authorized by that customer through Meta's APIs, including contact information, answers to lead-form questions, Page/Form/Lead IDs, campaign/ad information and timestamps.
Where supported services such as IndiaMART, JustDial or TradeIndia are connected, Xlink One may process enquiry IDs, buyer/contact details, product enquiries, source information, timestamps and raw integration payloads necessary for reliable synchronization and troubleshooting.
4. How We Use Information
- Operate, secure, maintain and improve Xlink One
- Authenticate users and manage accounts
- Provide ERP, CRM, lead capture, scoring, routing, reporting and integration functionality
- Provide support, subscriptions and service notifications
- Detect fraud, abuse, security incidents and technical errors
- Comply with applicable law and enforce agreements
5. AI Features
Xlink One may provide AI-assisted functionality such as lead summaries, prioritization, business insights, suggested actions, reporting assistance and ERP Copilot features. Relevant data may be transmitted to authorized AI service providers when needed to perform the requested feature. AI output should be independently reviewed before important business decisions.
6. Lawful Processing
Where applicable, processing may rely on consent, contractual necessity, legitimate business interests, legal obligations, customer instructions or another lawful basis. For individuals in India, applicable requirements may include the Digital Personal Data Protection Act, 2023 and rules as they become effective.
8. Security and Tenant Isolation
- HTTPS/TLS encrypted transport
- Password hashing and encrypted storage for sensitive integration credentials
- Role-based permissions and tenant/company isolation
- Secure API authentication, audit logging, monitoring and rate limiting
- Operational backups and security controls
No internet-connected service can be guaranteed completely secure. Customers are also responsible for securing their users, credentials and devices.
9. Data Retention
Information is retained only as long as reasonably necessary to provide services, maintain accounts, satisfy legal/accounting obligations, resolve disputes, prevent fraud and preserve security. Backup copies may remain for a limited period before being overwritten.
10. Your Privacy Rights
Depending on applicable law, individuals may have rights to request access, correction, deletion, restriction, portability, withdrawal of consent or objection. Where Xlink One processes information solely on behalf of a customer, requests may need to be directed to that customer.
Deletion instructions are available at xlinkone.com/data-deletion.
12. Children's Privacy
Xlink One is a business software platform and is not intended for unsupervised use by children. Educational institutions using Xlink One for student information are responsible for appropriate lawful authority, consent and safeguards.
13. Changes to This Policy
We may update this policy periodically. Material changes may be communicated through the website, application or another appropriate channel.
14. Contact Us
Xlink Software Drome
Rishra, Hooghly. West Bengal, India., India
Privacy: privacy@xlinkone.com
Support: support@xlinkone.com