VisionicX – Privacy Policy

Effective Date: 24 August 2025 | Last Updated: 24 August 2025

1. Introduction

VisionicX (“VisionicX,” “we,” “our,” or “us”) respects your privacy and is committed to protecting your personal, organizational, academic, and device data. This Privacy Policy explains how we collect, use, disclose, and safeguard information across all VisionicX products and services, including:

• Energy Monitoring System (EMS): IoT devices, smart plugs, multi-channel controllers, three-phase devices, and monitoring applications.
• Management System: Educational and organizational modules for attendance, exams, users, fees, academic data, inventory, HR, transport, hostel, finance, and more.
• AI Projects: CCTV and camera feed analytics, AI-powered detection and reporting, face recognition, predictive analytics, and automation.

By using our services, you agree to this Privacy Policy.

2. Scope

This Privacy Policy applies to:

• Devices & IoT Hardware: EMS smart plugs, IoT controllers, sensors, gateways.
• Management Modules: Branch & Academic Year, Users & Permissions, Standards, Departments, Attendance, Timetable, Fees, Stationary, Expenditure, Income Dashboard, Inventory, Exams, Tasks, Documents, Leave, Hostel, Transport, Locations, and 24/7 Support.
• AI Features: CCTV integrations, uploaded camera feeds, face recognition, attendance detection, predictive analytics, activity reporting.
• Applications: VisionicX web and mobile apps.
• Cloud Infrastructure & APIs: Hosting, integrations, and secure data pipelines.
• Support Services: Installation, troubleshooting, and customer support.

3. Information We Collect

a) EMS Device Data

• Device identifiers, firmware, and installation details.
• Real-time energy metrics (voltage, current, power factor, consumption).
• Connectivity and error logs.

b) Management System Data

• User identity: name, email, phone, role, organizational mapping.
• Academic records: standards, sections, exams, attendance, timetable.
• Student & staff details, including identifiers.
• Financial data: fees, payments, expenditure, income.
• Operational data: stationary, inventory, hostel, transport.
• Tasks, leave requests, document uploads, activity logs.

c) AI Project Data

• Camera/CCTV streams or uploaded videos (processed only for detection).
• Biometric/face recognition data (if explicitly enabled).
• AI-generated insights, detections, and reports.
• Diagnostic logs from AI model processing.

d) Application & Usage Data

• Login/authentication data (hashed passwords, tokens).
• User preferences, settings, and usage statistics.
• Crash/error reports.

e) Support & Integration Data

• Support tickets, chat/email records, screenshots.
• API request/response logs.
• Metadata from third-party services (Google Play, AWS IoT, SMS/email gateways, payment processors).

4. Lawful Basis for Processing

• Contractual necessity – delivering agreed services.
• Consent – for optional diagnostics, analytics, AI features, or marketing.
• Legitimate interest – security, fraud prevention, and improvements.
• Legal compliance – to meet laws and regulations.

5. Purpose of Data Usage

• Provide energy monitoring, analytics, and device control.
• Manage academic, staff, and organizational operations.
• Run AI models on video inputs to generate reports, detections, and analytics.
• Support configuration, troubleshooting, and customer support.
• Enhance features and improve user experience.
• Ensure account/device security and fraud prevention.

6. Data Protection Principles

• All data belongs to the customer/organization.
• No selling or misuse of user/device/academic data.
• All communications encrypted (TLS/SSL).
• AI models process only authorized data; no video/audio storage without consent.
• Remote access only with customer permission.

7. Data Storage & Security

• Secure cloud storage (AWS, Azure, or equivalents).
• Encryption in transit and at rest.
• Role-based restricted access.
• Continuous monitoring, audits, and penetration testing.

8. Third-Party Services & Integrations

We may share limited data with trusted providers for:

• Cloud hosting & storage
• Analytics & reporting
• AI & ML services
• Payment gateways
• SMS/email communication
• Platform services (Google Play, iOS App Store)

All third parties must comply with GDPR, CCPA, DPDP Act, and other privacy laws.

9. Cookies & Tracking

• Session cookies for authentication.
• Analytics cookies with consent.
• Disabling cookies may limit functionality.

10. Support & Issue Reporting

• Issues can be reported via app, web, or support channels.
• Diagnostic logs collected only with consent.
• All support interactions stored securely.

11. Data Sharing & Disclosure

We may disclose data to:

• Internal service teams
• Authorized organizational admins
• Confidential service providers
• Legal authorities when required

We never sell or trade data.

12. Data Retention

• EMS & management data retained during subscription/academic cycles.
• AI data anonymized or deleted after processing unless retained with consent.
• Support logs retained for 12–24 months.
• Users may request deletion/export anytime.

13. User Rights

• Access, correction, and deletion rights.
• Data portability (CSV, JSON, Excel).
• Restrict or withdraw consent.
• Exercise the “Right to be Forgotten.”

Requests: support@visionicx.com

14. Children’s Privacy

• Student data may be processed with institutional/guardian consent.
• Services not intended for children under 16 without supervision.

15. AI & Biometric Data Handling

• AI models only used for authorized purposes.
• Face recognition/biometrics processed only with consent.
• Video feeds analyzed but not stored long-term by default.

16. Breach Notification & Incident Response

• Users/regulators notified within legal timelines.
• Emergency procedures in place for risk mitigation.

17. International Data Transfers

• Data may be processed outside user regions.
• Transfers comply with GDPR, DPDP, and SCCs.

18. Updates

We may update this policy periodically. Users will be notified by email or in-app messages.

19. Acceptance

By using VisionicX EMS, Management System, or AI services, you agree to this Privacy Policy.

20. Contact Us

📧 Email: support@visionicx.com, contact@visionariesai.com

📍 Address: Dubbakavani Peta, Polaki, Srikakulam, Andhra Pradesh, India – 532429