Privacy Policy

Privacy Policy

Last Updated: 11/05/2026 | Version: 4.0

Related Policies: Terms of Use | Return and Cancellation Policy

1. Introduction

This Privacy Policy describes how Aashi Infosystems ("Company", "we", "our") processes information in connection with the Smart Identity Pro software ("Software"), website, licensing systems, and associated services.

This Privacy Policy should be read together with the Terms of Use and Return and Cancellation Policy. In the event of any conflict, the Terms of Use shall prevail to the maximum extent permitted by applicable law.

2. Definitions

For purposes of this Privacy Policy:

• "User" means any individual, organization, operator, reseller, employee, contractor, or entity using the Software.
• "Customer" or "Data Subject" means any individual whose identity-related information or documents may be processed by a User through the Software.
• "Identity-Related Data" means documents, images, PDFs, metadata, text, or related information processed through the Software in connection with identity-document formatting, extraction, processing, or printing workflows.

3. Nature of the Service

Smart Identity Pro is a software application used for formatting, extracting, arranging, cropping, rendering and printing compatible identity-related document layouts for user-controlled printing workflows.

The Software is provided as a technical processing and formatting tool and does not:

• provide identity verification services;
• authenticate documents or individuals;
• determine the legality, validity, or authenticity of documents;
• control how Users collect, obtain, or use data;
• act on behalf of Customers or end-users of the User.

The User remains solely responsible for lawful collection, access, consent, processing, disclosure, and use of all data processed through the Software.

4. Applicability

This Privacy Policy applies to:

• Users of the Software;
• technical, licensing, billing, operational, and usage-related information processed by the Company;
• Identity-Related Data transiently processed through the Software in connection with requested functionality.

This Privacy Policy does not govern how Users independently collect, obtain, manage, disclose, or otherwise process personal data belonging to their own Customers or end-users.

5. Information Processed

5.1 Identity and Document Data

The Software may process Identity-Related Data uploaded, transmitted, imported, or otherwise handled by the User in connection with requested document-formatting or printing functionality.

Such data may include:

• government-issued identification documents;
• organization-issued identification documents;
• images, PDFs, text, metadata, and structured or unstructured data provided by the User.

Identity-Related Data may undergo limited transient processing, transmission, buffering, caching, or temporary system handling where technically necessary to provide requested functionality.

The Company does not maintain persistent storage or archival retention of Identity-Related Data processed through the Software.

Identity-Related Data is processed transiently and is ordinarily discarded, overwritten, or released from active processing once requested operations complete, except where limited transient technical handling is reasonably necessary for transmission reliability, abuse prevention, troubleshooting, or security operations.

The Company does not use Identity-Related Data processed through the Software for:

• behavioral profiling;
• targeted advertising;
• model training;
• resale;
• unrelated commercial purposes.

5.2 Technical and Usage Data

The Company may collect and process limited technical and usage-related information, including:

• system and environment identifiers;
• operating system and environment details;
• IP addresses;
• software version information;
• license and activation data;
• processing and operational metadata;
• usage patterns and logs.

This data is used for:

• licensing and activation;
• fraud detection and abuse prevention;
• system integrity and security;
• troubleshooting and operational support;
• enforcing Terms of Use.

The Company may use automated systems and operational monitoring mechanisms for these purposes.

5.3 Account, Licensing, and Billing Information

The Company may collect and process information relating to Software licensing, account administration, billing, payments, and customer support, including:

• name and organization details;
• email addresses;
• phone numbers;
• billing and transaction references;
• license registration and activation details;
• support and communication records.

Such information is used for purposes including:

• license provisioning and activation;
• billing and payment processing;
• customer support and communication;
• renewal reminders and operational notifications;
• fraud prevention and account security;
• compliance with legal and accounting obligations.

Such processing is necessary for licensing, activation, billing, fraud prevention, support, account security, operational communication, renewal management, and compliance with legal or accounting obligations.

6. Purpose of Processing

Information is processed only for specific operational purposes including:

• enabling requested document processing;
• software licensing and activation;
• fraud detection and abuse prevention;
• maintaining system security and integrity;
• troubleshooting and technical support;
• enforcing contractual and usage restrictions.

The Company does not use such data for:

• behavioral profiling or targeted advertising;
• resale;
• unrelated commercial purposes.

The Company may send operational, transactional, licensing, renewal, support, product-update, or service-related communications relating to the Software and associated services.

7. User Responsibility

The User is solely responsible for:

• obtaining all required consents and authorizations;
• ensuring lawful collection and processing of Identity-Related Data handled through the Software;
• compliance with applicable laws and regulations;
• ensuring that use of the Software does not violate any legal requirements.

The Company does not independently verify:

• authenticity or validity of documents;
• legality of data collection;
• adequacy of consent;
• regulatory compliance by Users.

8. Security Measures

The Company implements reasonable technical and organizational security measures intended to protect system integrity, secure communications, and reduce risks of unauthorized access, misuse, alteration, or disclosure of information.

Such measures may include implementation of industry-standard security practices and cryptographic protections, including secure communication protocols, software integrity protections, access-control mechanisms, authorization controls, monitoring systems, and abuse-prevention safeguards, as reasonably appropriate for the nature of the Software and associated services.

However:

• no system, network, software, or method of transmission is completely secure;
• absolute security, uninterrupted availability, or prevention of all unauthorized activity cannot be guaranteed;
• Users remain responsible for maintaining secure systems, credentials, devices, and operating environments on their end.

In the event of a security incident or suspected personal data breach, the Company may take reasonable steps to investigate, mitigate, contain, and comply with applicable legal obligations.

9. Data Retention

Identity-Related Data processed through the Software is not subject to persistent storage or archival retention by the Company.

Such data may undergo limited transient processing, buffering, caching, or temporary technical handling strictly where necessary for requested functionality, transmission reliability, troubleshooting, abuse prevention, or security operations.

Technical logs, licensing data, billing information, account-related information, and security-related metadata may be retained for limited durations necessary for:

• licensing and operational support;
• security, fraud prevention, abuse prevention, and licensing enforcement;
• troubleshooting and abuse investigation;
• legal, accounting, or contractual requirements.

Indicative retention periods may vary depending on technical, operational, security, contractual, or legal requirements.

• standard technical and operational logs: generally up to 90 days;
• licensing, activation, billing, and account-related records: retained as reasonably necessary for operational, legal, accounting, or support purposes;
• security and abuse-monitoring metadata: retained for limited durations reasonably necessary for enforcement and security purposes.

Operational logs are designed not to intentionally store identity-document contents or personally identifiable information extracted from processed identity documents.

10. Monitoring and Enforcement

The Company may monitor Software usage for:

• detecting misuse or fraud;
• enforcing licensing and usage restrictions;
• maintaining system integrity.

Monitoring may include:

• automated systems;
• usage pattern analysis;
• system and network identifiers;
• processing and operational metadata.

The Company does not monitor or retain document content beyond transient processing.

Use of the Software constitutes acknowledgment of such operational monitoring.

11. Data Rights and Grievances

Users may contact the Company regarding:

• questions relating to this Privacy Policy;
• requests relating to technical, licensing, or account-related information;
• privacy-related concerns or grievances;
• requests relating to information processed by the Company.

The Company may require reasonable verification before responding to requests.

For privacy-related requests, grievances, or data protection concerns, Users may use the contact channels designated for privacy or grievance matters on the Contact Us page available on this website.

12. Sharing of Information and Third-Party Services

The Company does not sell personal data.

The website, Software, licensing systems, and associated services may rely on third-party infrastructure, payment processors, hosting providers, communication services, analytics or monitoring tools where applicable, security providers, or technical integrations necessary for operation and service delivery.

Such providers may process limited technical, billing, transactional, operational, or communication-related information strictly as necessary for their respective services.

Information may also be disclosed:

• where required by law, legal process, or lawful authority;
• to protect rights, security, or enforce Terms of Use;
• to investigate fraud, abuse, or security incidents.

Any such sharing is limited to what is reasonably necessary for the relevant purpose.

13. Children's Use

The Software is intended for professional and organizational use and is not directed toward minors.

14. Changes to Policy

This Privacy Policy may be updated at any time without prior notice.

Continued use constitutes acceptance of updated versions.

15. Contact Information

For questions, support requests, billing issues, privacy-related concerns, or grievances, Users may contact the Company through the contact details provided on the Contact Us page available on this website.

The Company may update contact details from time to time without requiring modification of these policies or Terms.

16. Relationship with Terms

Nothing in this Privacy Policy expands the Company's liability beyond what is set out in the Terms of Use.

This Policy and the Terms together govern use of the Software.