Data & Privacy Policy

DELTA ENERGY SOLUTIONS (“we”, “us”, “our”) operates docsun, a subscription software service for solar businesses. Our registered contact details are set out at the foot of this page and are the correct address for any privacy question, request or complaint.

This policy explains what information the service handles, why, and the choices available to you. It applies to the docsun web application and to the support we provide around it.

Two different groups are covered, and the difference matters:

• Subscribers and their staff — the businesses that hold a docsun account and the people who sign in to it. We deal with this information directly.
• The people a subscriber records — for example the customers of a solar business. That information is entered into the service by the subscriber, who decides what is collected and why. We hold it on their behalf and act on their instructions.

If you are a customer of a business that uses docsun and you want your records corrected or removed, please contact that business first. You may also write to us and we will pass the request on.

We keep the categories of information we handle to what the service needs:

• Account information — the name, username, work email address and phone number used to create and secure a login, along with the role or permissions assigned to that person.
• Business records you enter or upload — the customer, project, equipment, payment and document records a subscriber chooses to keep in the service. The subscriber decides the contents of these records.
• Subscription and billing details — the business name, contact person and payment reference needed to invoice a subscription.
• Technical information — limited log and device information created when the service is used, kept for security, troubleshooting and abuse prevention.
• Correspondence — messages you send us by email, phone or through a support request, so we can answer and keep a record of what was agreed.
• Demo and enquiry requests — if you fill in the demo form on our home page, the name, business name, phone number, email address, town and message you enter, together with the time of the request and limited technical information used to prevent abuse of the form. We ask for this only so we can contact you about a demo.

We do not ask for information we do not need, and we do not run advertising or third-party tracking inside the service.

Information handled through docsun is used only to:

• provide, maintain and secure the service and the features you have subscribed to;
• create the documents, estimates and records you ask the service to produce from data you have supplied;
• authenticate users, manage permissions and protect accounts from misuse;
• provide support, respond to requests and inform you about service changes;
• invoice and administer subscriptions; and
• meet a legal, regulatory or lawful government requirement.

We do not sell information, rent it, use subscriber business records for advertising, or use them to build products unrelated to the service you are paying for.

As between you and us, the records you put into docsun belong to you. You decide what goes in, who on your team may see it, and when it should be removed. Our access is limited to what is necessary to run the service, keep it secure, restore it after a fault, or comply with the law.

Where a member of our team must look at a record to resolve a support issue, this is done on a need-to-know basis and only for as long as the issue requires.

We handle personal information on the basis of the agreement between us, your consent where consent is the appropriate basis, and our legitimate need to keep the service secure and to meet legal obligations under applicable Indian law, including the Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000 and rules made under them.

If you upload information about another person, you confirm that you are entitled to do so and that the person has been told how their information will be used.

Information is disclosed only in these situations:

• At your direction — when you export, download, print or send something the service has produced, or ask us to share it on your behalf.
• Trusted providers — a small number of suppliers who help us host and operate the service. They act on our written instructions, may use the information only to provide their service to us, and are bound to keep it confidential.
• Legal reasons — where disclosure is required by law, by a court, or by a lawful request from a government authority, or where it is necessary to protect our rights, our users or the public.
• Business transfer — if the business is reorganised, merged or transferred, information may move with it. Any recipient remains bound by this policy, and you will be told before anything material changes.

We apply reasonable security safeguards appropriate to the service, including authenticated access, role-based permissions, encrypted transport, restricted internal access and routine review of that access. Accounts are protected by credentials that you must keep confidential, and we recommend a strong, unique password for each user.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a breach occurs that is likely to affect you, we will notify you and the appropriate authority as required by law, and tell you what to do about it.

For security reasons this policy does not describe our internal systems, suppliers or controls in detail.

Business records are kept for as long as the subscription is active, so that your history stays available to you. After an account closes we keep the records for a limited transition period so they can be exported or restored, and then delete or anonymise them, except where we must retain something to meet a legal, tax or regulatory obligation, or to resolve a dispute.

A subscriber may ask us to delete their records sooner. Copies held in routine backups are removed as those backups age out in the ordinary cycle.

Demo and enquiry requests are kept only while we are following them up, and for a short period afterwards so we can remember that we spoke. If a request does not become a subscription we delete it, and you may ask us to delete it at any time using the contact details at the foot of this page.

Subject to applicable law, you may ask us to:

• confirm what personal information about you we hold, and give you a copy;
• correct information that is inaccurate, incomplete or out of date;
• delete information that is no longer needed for the purpose it was given;
• withdraw a consent you previously gave, with effect for the future (some features may stop working once consent is withdrawn); and
• nominate another person to exercise these rights on your behalf in the event of death or incapacity.

Write to the contact address at the foot of this page. We may need to verify your identity before acting, and we will tell you if a request cannot be met in full and why.

docsun uses only what is strictly necessary to run: a secure session cookie that keeps you signed in, plus limited local storage in your browser for preferences such as your display name and recent view. Clearing them signs you out; the service will not work without them.

We do not use advertising cookies, cross-site trackers, or third-party analytics profiles inside the application.

Information handled through docsun is stored on servers located in India. If that ever needs to change, we will only transfer information to a country permitted under applicable Indian law and will keep the protections described in this policy in place.

docsun is a business tool and is not directed at children. We do not knowingly create accounts for anyone under 18. If you believe a child has provided information to us directly, contact us and we will delete it.

The service may link to external websites and government or utility portals that we do not control. Once you leave docsun, the privacy practices of that site apply, not this policy. Please read their terms before submitting anything to them.

We may update this policy as the service or the law changes. The revision date at the top of this page always shows the current version, and we will give notice inside the service before a material change takes effect. Continuing to use docsun after that date means the updated policy applies.

Privacy questions, access or deletion requests, and complaints all go to the same place. Write to us by email or post, or call the number below, and mark the message for the attention of the grievance officer.

If you are not satisfied with our response, you may escalate the matter to the appropriate authority under Indian data protection law.