Privacy Policy

1. Introduction

Welcome to RFQ 2.0, a smart procurement software developed for PRAN RFL Group SCM and their sister concern companies. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our procurement management system.

By using RFQ 2.0, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

RFQ 2.0 collects various types of information to provide and improve our procurement services:

2.1 Personal Information

• Name, email address, phone number, and job title
• Company information and business details
• User account credentials and authentication data
• Profile information and preferences

2.2 Business Information

• Vendor and supplier contact information
• Business cards and uploaded documents
• RFQ requests, quotations, and procurement data
• Contract details and transaction history
• Supplier evaluation and performance data

2.3 Technical Information

• System usage data and activity logs
• Device information and browser details
• IP addresses and access timestamps
• Performance metrics and error reports

3. How We Use Your Information

We use the collected information for the following purposes:

• Procurement Management: To manage vendor relationships, process RFQ requests, and facilitate procurement operations
• Contact Synchronization: To sync vendor contacts with Google Contacts and Microsoft Outlook (with your explicit consent)
• System Operations: To provide, maintain, and improve our services
• Communication: To send notifications, updates, and respond to inquiries
• Analytics: To analyze usage patterns and improve system performance
• Compliance: To ensure adherence to procurement policies and legal requirements
• Security: To protect against unauthorized access and maintain data integrity

4. Third-Party Integrations

4.1 Google Services Integration

RFQ 2.0 integrates with Google services to enhance functionality:

• Google Contacts: With your permission, we can sync vendor contact information to your Google Contacts
• Google OAuth: We use Google's authentication system for secure login
• Data Access: We only access the minimum data necessary for contact synchronization

4.2 Microsoft Outlook Integration

We also provide integration with Microsoft Outlook:

• Outlook Contacts: Sync vendor information with your Outlook contacts
• Calendar Integration: Schedule meetings and reminders related to procurement activities

5. Data Security and Protection

We implement comprehensive security measures to protect your information:

• Encryption: All data is encrypted in transit and at rest using industry-standard protocols
• Access Controls: Strict user authentication and role-based access controls
• Secure Infrastructure: Hosted on secure servers with regular security updates
• Data Backup: Regular backups to prevent data loss
• Monitoring: Continuous monitoring for security threats and vulnerabilities
• Compliance: Adherence to international data protection standards

6. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share information only in the following circumstances:

• Within PRAN RFL Group: With authorized personnel for legitimate business purposes
• Service Providers: With trusted third-party service providers who assist in system operations
• Legal Requirements: When required by law, regulation, or legal process
• Business Transfers: In connection with mergers, acquisitions, or asset transfers
• Consent: When you have given explicit consent for specific sharing

7. Data Retention

We retain your information for as long as necessary to:

• Provide our services and maintain your account
• Comply with legal obligations and regulatory requirements
• Resolve disputes and enforce our agreements
• Maintain business records for operational purposes

When information is no longer needed, we securely delete or anonymize it according to our data retention policies.

8. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal requirements)
• Portability: Request a copy of your data in a portable format
• Opt-out: Withdraw consent for specific data processing activities
• Restriction: Request restriction of processing in certain circumstances

9. Cookies and Tracking Technologies

RFQ 2.0 uses cookies and similar technologies to:

• Maintain user sessions and authentication
• Remember user preferences and settings
• Analyze system usage and performance
• Improve user experience and functionality

You can control cookie settings through your browser preferences.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure that such transfers comply with applicable data protection laws and implement appropriate safeguards.

11. Children's Privacy

RFQ 2.0 is designed for business use and is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify users of significant changes through:

• Email notifications to registered users
• Prominent notices on our website
• In-app notifications within RFQ 2.0

Your continued use of RFQ 2.0 after changes become effective constitutes acceptance of the updated policy.

This Privacy Policy is effective as of December 14, 2025 and applies to all users of RFQ 2.0.