Privacy Policy

HOD Media ("we", "us", "our") respects your privacy. This Privacy Policy explains how we collect, use, and protect your information when you use hodmedia.in, our customer portal, our advertising services, and our ecommerce platform.

1. Information We Collect

• Contact details: name, email, phone, business name (when you register or contact us)
• Account information: login credentials, store details (for ecommerce platform users)
• Payment information: processed securely by our payment partners; we do not store full card details
• Information collected automatically: how you interact with our website and platform, your device and browser type, IP address, pages visited, and standard server logs — collected via cookies and similar technologies (see section 11)
• Communication data: messages you send us via forms, email, or WhatsApp
• For merchants: data about your store, products, orders, and your customers
• Data received from Meta Platforms ("Platform Data"): when we run advertising campaigns, we receive data through Meta's tools and APIs — for example, information you submit in a Facebook or Instagram lead form (such as your name, phone number, and city), and aggregate ad campaign performance data

2. How We Use Your Information

• To provide and manage our services
• To process payments and subscriptions
• To run and optimize advertising campaigns on your behalf
• If you submitted your details through a lead form in an ad: solely to contact you about the specific product or service you enquired about, on behalf of the business that ran the ad
• To communicate with you (service updates, support, marketing with consent)
• To improve our services
• To comply with legal obligations

3. WhatsApp & Communications

With your consent, we may contact you via WhatsApp, email, SMS, or phone regarding our services, leads, and campaign updates. You can opt out at any time — reply STOP to any message, or contact us using the details below — and we honour opt-out requests immediately.

4. Sharing Your Information

We do not sell your personal data. We may share information with:

• Payment processors (Zoho Payments, Razorpay, PayU, Cashfree) to process transactions
• Advertising platforms (Meta/Facebook) to run your campaigns
• Service providers who help us operate (hosting, email, analytics) — bound by contracts that restrict them to processing data only on our instructions and to the standards of this policy
• Authorities when required by law

5. Meta Platform Data (Advertising & Lead Services)

We use Meta's advertising tools and APIs to run campaigns for our clients. When we do, we process Platform Data in accordance with Meta's Platform Terms and Developer Policies. Specifically:

• Lead data. Details you submit in a Facebook/Instagram lead form are shared only with the business whose ad you responded to, and are used only to contact you about that enquiry. We do not use lead data for any other purpose.
• No selling of Platform Data. We never sell, license, or purchase Platform Data.
• No profiling. We do not use Platform Data to build or augment user profiles, and we do not use it to retarget people on or off Meta.
• Client separation. Each client's campaign data is kept separate. We use campaign performance data only on an aggregate, anonymous basis to assess campaign performance, and we do not combine it with campaigns on other platforms.
• Retention & deletion. We delete Platform Data when it is no longer needed for the purpose it was collected for, when the related client relationship ends, when Meta requires it, or when you ask us to (see section 6).

6. Data Deletion Requests

Anyone whose data we hold — including people who submitted a lead form in an ad we ran — can ask us to correct or delete their data at any time:

• Email [email protected] with the subject "Data deletion request", or
• WhatsApp or call us at +91 79844 73332

Tell us the name and phone number or email you used, and we will delete your data within 30 days and confirm to you, except for records we are legally required to retain (such as tax records), which we will tell you about.

7. Merchant & Customer Data

If you run a store on our platform, you are the controller of your customers' data. We process it on your behalf to operate your store. You are responsible for your own privacy practices toward your customers.

8. Data Security

We use industry-standard measures including SSL encryption, secure hosting, and access controls to protect your data. No method is 100% secure, but we take protection seriously. If we become aware of an incident affecting your data, we will notify affected users and relevant platforms as required by law and begin remediation immediately.

Reporting a security vulnerability. If you find a security issue in any of our websites or services, please email [email protected] with the subject "Security vulnerability". We investigate all reports promptly.

9. Data Retention

We retain your data while your account is active and as required by law. If your plan expires, your store data is retained so you can resume later; you may request deletion.

Unused stores. A store that has never received an order, has never made a payment to us, and has had no sign-in or other activity for an extended period is removed on the following schedule. Signing in at any point before the final step stops the process completely and resets it.

• After 30 days of no activity — we email you a reminder.
• After 45, 55 and 59 days — we email you warnings that state both dates below.
• After 60 days — the store is archived: the storefront goes offline, but nothing is deleted. Signing in brings it back immediately.
• After 90 days — the store is taken offline pending deletion and any connected custom domain is disconnected. Your data is still intact; email us and we restore it in full.
• After 120 days — the store and its content are permanently deleted.

A store that has received even one order, or has ever paid for a plan, is never removed by this process. After deletion we keep a limited record — your name, email, phone number, business and GST details, and our invoice history with you — because we are required to retain tax records and to answer later queries about your account. You may ask us to erase that record too, subject to those legal retention requirements.

10. Your Rights

You may request to:

• Access the personal data we hold about you
• Correct inaccurate data
• Delete your data (subject to legal retention requirements) — see section 6
• Withdraw consent for marketing communications

Contact [email protected] to exercise these rights.

11. Cookies

Our website uses cookies for functionality, analytics, and improving your experience. You can control cookies through your browser settings.

12. Third-Party Links

Our website may link to third-party sites. We are not responsible for their privacy practices.

13. Children's Privacy

Our services are not intended for individuals under 18. We do not knowingly collect data from children.

14. Changes to This Policy

We may update this policy. The "last updated" date reflects the latest version.

15. Contact Us

HOD Media
GF-30, Krishna Heights, Jagatpur Road, opp. Archway, Gota, Ahmedabad, Gujarat 382470
Email: [email protected] | Phone: +91 79844 73332