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Privacy Policy

Effective Date: September 11, 2026
Last Updated: September 11, 2026

XtraNetBPO (“XtraNetBPO“, “we“, “us“, or “our), operated by the applicable XtraNet group entity, respects the privacy of individuals and is committed to protecting Personal Data entrusted to us.

XtraNetBPO provides business process outsourcing, customer experience, inbound and outbound support, back-office operations, data processing, multilingual support, technology-enabled customer service and related business services across multiple industries.

This Privacy Policy explains how we collect, use, disclose, store, protect and otherwise process Personal Data when you visit or use https://xtranetbpo.com/, communicate with us, submit an enquiry, apply for employment, interact with our services, or otherwise engage with us.

Where XtraNetBPO processes Personal Data on behalf of a client, the processing may also be governed by the client’s privacy notice, contractual requirements and applicable data-protection laws.

1. Scope of This Privacy Policy

This Privacy Policy applies to Personal Data collected through:

  • Our website and online forms;

  • Contact and enquiry forms;

  • Sales and business-development communications;

  • Email, telephone and other communications with us;

  • Recruitment and career-related applications;

  • Client, supplier and business-partner interactions;

  • Events, webinars and marketing activities;

  • Cookies and similar technologies;

  • Other websites, applications or services that expressly reference this Privacy Policy.

This Policy does not necessarily apply to information processed solely on behalf of our clients where the client determines the purposes and means of processing. In such circumstances, the relevant client may be the Data Fiduciary/Data Controller and XtraNetBPO may act as a Data Processor/Service Provider.

2. Information We Collect

Depending on your interaction with XtraNetBPO, we may collect the following categories of information.

2.1 Identity and Contact Information

This may include:

  • Full name;

  • Business title or designation;

  • Company name;

  • Email address;

  • Telephone or mobile number;

  • Business address;

  • Postal address;

  • Country or location;

  • Information submitted through contact forms.

2.2 Business and Professional Information

When you communicate with us in a professional capacity, we may collect:

  • Organization name;

  • Job title;

  • Business requirements;

  • Service requirements;

  • Industry information;

  • Areas of interest;

  • Information contained in business correspondence;

  • Information necessary to prepare proposals, quotations or contracts.

2.3 Recruitment Information

If you apply for employment or engage with our recruitment activities, we may collect information such as:

  • Name and contact details;

  • Resume/CV;

  • Educational qualifications;

  • Professional experience;

  • Skills and certifications;

  • Employment history;

  • References;

  • Information voluntarily provided during recruitment.

Additional information may be collected where required or permitted by applicable employment laws.

2.4 Technical and Usage Information

When you visit our website, certain technical information may be automatically collected, including:

  • IP address;

  • Browser type;

  • Device type;

  • Operating system;

  • Website pages visited;

  • Referring website;

  • Date and time of access;

  • General usage and interaction information;

  • Cookies and similar technologies.

We use this information primarily to maintain, secure, analyse and improve our website and services.

2.5 Information Provided Through Communications

We may retain information that you provide when you contact us by:

  • Email;

  • Telephone;

  • Website forms;

  • Online meetings;

  • Social media;

  • Other business communication channels.

3. How We Collect Personal Data

We may collect Personal Data:

  • Directly from you;

  • When you submit a website form;

  • When you contact us;

  • When you request information or services;

  • When you communicate with our employees or representatives;

  • When you apply for a position;

  • From your organization or authorized representatives;

  • Through cookies and similar technologies;

  • From publicly available business sources;

  • From service providers and business partners where permitted by applicable law;

  • From our clients when we provide services on their behalf.

We aim to collect only information that is reasonably necessary for the relevant purpose.

4. Purposes for Which We Use Personal Data

We may process Personal Data for legitimate business and operational purposes, including:

4.1 Providing Services

To:

  • Provide and manage our BPO and customer-experience services;

  • Respond to enquiries;

  • Deliver requested services;

  • Manage customer and client relationships;

  • Provide technical or operational support;

  • Communicate regarding services and engagements.

4.2 Business Development

We may use business contact information to:

  • Respond to enquiries;

  • Prepare proposals and quotations;

  • Understand business requirements;

  • Communicate about our services;

  • Develop business relationships.

Where applicable law requires consent for marketing communications, we will obtain the appropriate consent.

4.3 Recruitment

We may process applicant information to:

  • Evaluate applications;

  • Conduct recruitment activities;

  • Communicate with applicants;

  • Verify information where appropriate;

  • Assess qualifications and suitability;

  • Maintain recruitment records.

4.4 Website Operations

We process technical information to:

  • Operate our website;

  • Improve website functionality;

  • Understand website usage;

  • Detect security incidents;

  • Prevent abuse, fraud and unauthorized activity;

  • Maintain website performance.

4.5 Legal and Regulatory Compliance

We may process Personal Data where necessary to:

  • Comply with applicable laws and regulations;

  • Respond to lawful requests from governmental authorities;

  • Establish, exercise or defend legal claims;

  • Enforce agreements and policies;

  • Protect our legal rights and interests.

4.6 Security and Risk Management

Personal Data may be processed for:

  • Information security;

  • Fraud prevention;

  • Cybersecurity monitoring;

  • Access management;

  • Incident investigation;

  • Business continuity;

  • Protection of people, systems and information.

5. Lawful Basis for Processing

We process Personal Data only where permitted by applicable law.

Depending on the circumstances, processing may be based on:

  • Your consent;

  • Performance or preparation of a contract;

  • Compliance with legal obligations;

  • Legitimate or other lawful uses permitted by applicable law;

  • Protection of rights, safety or security;

  • Other lawful grounds recognized by applicable data-protection legislation.

Where consent is required, we will seek consent in an appropriate manner.

Under India’s Digital Personal Data Protection framework, consent is intended to be informed and unambiguous and processing should be connected to specified purposes.

6. Consent and Withdrawal of Consent

Where we rely on consent to process Personal Data, you may withdraw your consent subject to applicable law.

Withdrawal of consent will not affect the lawfulness of processing that occurred before withdrawal.

Please note that withdrawal of consent may affect our ability to provide certain services or respond to certain requests.

Where processing is based on another lawful ground, withdrawal of consent may not require us to stop processing.

7. Sharing and Disclosure of Personal Data

We do not sell Personal Data as a business practice.

We may disclose Personal Data to appropriate recipients where necessary for legitimate business, contractual, operational or legal purposes.

These recipients may include:

Service Providers

Third-party providers supporting:

  • Website hosting;

  • Cloud infrastructure;

  • IT services;

  • Cybersecurity;

  • CRM systems;

  • Communication platforms;

  • Email services;

  • Analytics;

  • Recruitment systems;

  • Professional services.

Clients and Business Partners

Where necessary to provide contracted BPO or business services.

XtraNet Group Companies

Personal Data may be shared with relevant XtraNet group entities where necessary for business operations, service delivery, administration, security or other lawful purposes.

Government and Regulatory Authorities

Where disclosure is:

  • Required by law;

  • Required pursuant to a lawful order;

  • Necessary to comply with regulatory requirements;

  • Necessary to protect our rights or safety.

Professional Advisors

We may disclose information to legal, accounting, audit, insurance and other professional advisors where reasonably necessary.

All third parties receiving Personal Data are expected to handle such information in accordance with applicable contractual, confidentiality and data-protection requirements.

8. Processing Personal Data on Behalf of Clients

As a BPO and business-process service provider, XtraNetBPO may process Personal Data belonging to our clients’ customers, users, employees or other individuals.

In such circumstances:

  • The client may determine the purposes of processing;

  • XtraNetBPO may process information according to the client’s instructions;

  • We may implement contractual, technical and organizational safeguards;

  • We may restrict access to authorized personnel;

  • We may retain or delete information according to contractual and legal requirements;

  • We may assist clients with applicable data-protection obligations where required by contract or law.

Where XtraNetBPO acts as a processor/service provider, individuals may need to direct certain privacy requests to the relevant client or Data Fiduciary/Data Controller.

This distinction is particularly important in the BPO industry because a service provider may process significant volumes of Personal Data on behalf of enterprise clients.

9. International Data Transfers

Depending on our business operations, service providers, clients and technology infrastructure, Personal Data may be processed or accessed from locations outside your state or country.

Where Personal Data is transferred internationally, we will take reasonable measures to ensure that the transfer is conducted in accordance with applicable data-protection laws, contractual obligations and appropriate safeguards.

Such safeguards may include:

  • Contractual data-protection obligations;

  • Confidentiality requirements;

  • Access controls;

  • Security measures;

  • Approved transfer mechanisms where applicable;

  • Other safeguards required by applicable law.

10. Data Security

We take reasonable technical, organizational and administrative measures designed to protect Personal Data against:

  • Unauthorized access;

  • Unauthorized disclosure;

  • Accidental loss;

  • Destruction;

  • Alteration;

  • Misuse;

  • Unlawful processing.

Depending on the nature of the information and processing activity, security controls may include:

  • Role-based access controls;

  • Authentication mechanisms;

  • Password and credential controls;

  • Network and endpoint security;

  • Encryption where appropriate;

  • Monitoring and logging;

  • Secure backup procedures;

  • Employee confidentiality obligations;

  • Security awareness and training;

  • Incident-management procedures;

  • Physical security controls.

No method of transmission or storage can be guaranteed to be completely secure. Accordingly, while we work to protect Personal Data, we cannot guarantee absolute security.

11. Data Retention

We retain Personal Data only for as long as reasonably necessary for the purpose for which it was collected, or for as long as required or permitted by applicable law.

Retention periods may depend upon:

  • The nature of the information;

  • The purpose for which it was collected;

  • Contractual requirements;

  • Legal and regulatory obligations;

  • Dispute-resolution requirements;

  • Security and fraud-prevention requirements;

  • Legitimate business requirements.

When Personal Data is no longer required, we may securely delete, anonymize or otherwise dispose of it in accordance with applicable law and our retention procedures.

This approach is consistent with the principle that Personal Data should not be retained longer than necessary for the applicable purpose.

12. Cookies and Similar Technologies

Our website may use cookies and similar technologies to improve functionality, understand website usage and support security and analytics.

Cookies may be used for purposes such as:

  • Essential website functionality;

  • Security;

  • Performance;

  • Analytics;

  • User preferences;

  • Website improvement.

You may be able to control cookies through your browser settings.

Disabling certain cookies may affect the functionality of portions of our website.

Where applicable law requires consent for non-essential cookies, we will provide appropriate consent mechanisms.

13. Third-Party Websites and Services

Our website may contain links to third-party websites, platforms or services.

XtraNetBPO is not responsible for the privacy practices, content or security of third-party websites.

We recommend reviewing the privacy policies of third-party websites before providing Personal Data.

14. Your Privacy Rights

Depending on your location and applicable law, you may have rights relating to your Personal Data.

These rights may include:

  • The right to know about the processing of your Personal Data;

  • The right to access Personal Data;

  • The right to correction or updating of inaccurate information;

  • The right to request deletion or erasure where legally applicable;

  • The right to withdraw consent where processing is based on consent;

  • The right to object to certain processing;

  • The right to restrict certain processing where applicable;

  • The right to request information regarding processing;

  • The right to raise a grievance or complaint;

  • Other rights provided under applicable law.

The availability and scope of these rights may vary depending on applicable legislation and whether XtraNetBPO is acting as a Data Fiduciary/Data Controller or as a Data Processor.

15. How to Exercise Your Privacy Rights

To submit a privacy request or question regarding the processing of your Personal Data, contact us using the details provided below.

When processing a request, we may need to verify your identity to protect Personal Data against unauthorized disclosure.

We may also need additional information to determine:

  • The nature of your request;

  • The relevant processing activity;

  • Whether XtraNetBPO is the appropriate entity to respond;

  • Whether the request is subject to any legal or contractual limitation.

Where XtraNetBPO processes your Personal Data on behalf of a client, we may direct your request to the applicable client or Data Fiduciary/Data Controller, where appropriate.

16. Grievances and Privacy Complaints

If you have concerns about how XtraNetBPO processes your Personal Data, you may contact us using the details below.

We will review privacy complaints and take appropriate steps in accordance with applicable law and our internal procedures.

Privacy / Grievance Contact

XtraNetBPO

Address:
Z-24, Behind Vijay Stambh Commercial Complex,
Zone-I, Maharana Pratap Nagar,
Bhopal, Madhya Pradesh – 462011, India

Email: info@xtranetbpo.com

Telephone: +91 (0755) 422-9295

For formal privacy or data-protection requests, please include “Privacy Request” in the subject line of your email.

17. Children’s Privacy

Our website and business services are primarily intended for businesses, professionals and adult users.

We do not knowingly seek to collect Personal Data from children where such collection is prohibited by applicable law.

If you believe that a child has provided Personal Data to us in circumstances where collection was not appropriate, please contact us so that we can review and take appropriate action.

18. Direct Marketing

We may use business contact information to communicate with you regarding:

  • Our services;

  • Business solutions;

  • Events;

  • Industry information;

  • Company updates;

  • Relevant products or services.

Where required by applicable law, we will obtain consent before sending marketing communications.

You may opt out of marketing communications at any time by using the unsubscribe mechanism included in the communication or by contacting us.

Opting out of marketing communications will not necessarily prevent us from sending important service, contractual, security or administrative communications.

19. Confidentiality

XtraNetBPO recognizes the importance of maintaining confidentiality when handling Personal Data and business information.

Employees, contractors and relevant third parties may be subject to confidentiality obligations and are expected to access Personal Data only where authorized and necessary for their responsibilities.

20. Data Breaches and Security Incidents

XtraNetBPO maintains procedures intended to identify, investigate, manage and respond to suspected or confirmed Personal Data breaches and security incidents.

Where notification is required by applicable law, regulation or contractual obligation, we will take appropriate steps to make the required notifications to relevant authorities, clients or affected individuals within the applicable timeframe.

21. Accuracy of Personal Data

We seek to maintain Personal Data that is reasonably accurate and appropriate for the purpose for which it is processed.

You may contact us if you believe that Personal Data we hold about you is inaccurate, incomplete or outdated.

22. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

  • Changes in our services;

  • Changes in technology;

  • Changes in applicable laws;

  • Changes in regulatory requirements;

  • Changes in our privacy practices;

  • Changes in business operations.

When we make material changes, we may update the “Last Updated” date at the top of this Privacy Policy and, where appropriate, provide additional notice.

We encourage you to periodically review this page for the latest version.

23. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact:

XtraNetBPO

Z-24, Behind Vijay Stambh Commercial Complex, Zone-I, Maharana Pratap Nagar, Bhopal, Madhya Pradesh – 462011, India

Phone: +91 (0755) 422-9295
Email: info@xtranetbpo.com
Website: https://xtranetbpo.com/

Privacy Statement

XtraNetBPO is committed to responsible handling of Personal Data and to maintaining appropriate safeguards for information entrusted to us by customers, clients, employees, applicants, suppliers, business partners and other individuals.

Where we process Personal Data on behalf of our clients, we seek to comply with applicable contractual, security and data-protection requirements and to process information only for authorized business purposes.

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