Privacy Policy

This Privacy Policy explains how Azentra (“we”, “us”) collects, uses, shares and protects information when you use our software-as-a-service platform for photography and videography agencies (the “Service”). By using the Service, you agree to the practices described here.

1. Who we are

Azentra is the data controller for account and platform information, and acts as a data processor for the client data that agencies store in their workspace. For that client data, the agency using Azentra is the controller and is responsible for its lawful collection and use.

2. Information we collect

• Account information — name, email, phone, agency name, city, role and login details when you register or are invited.
• Workspace content — the leads, clients, bookings, crew, equipment records, galleries, photos, videos, documents and other data you add to run your business.
• Usage and device data — log data, actions taken in the app (audit trail), approximate location for field check-ins where you enable it, browser and device information.
• Payment information — where you subscribe to a paid plan, billing details are processed by our payment provider; we do not store full card numbers.

3. How we use information

• to provide, operate, secure and improve the Service;
• to authenticate users and manage workspaces, seats and feature access;
• to send transactional messages (for example, invitations, reminders, support responses and important notices);
• to provide customer support and troubleshoot issues;
• to process payments and manage subscriptions; and
• to comply with legal obligations and enforce our Terms.

4. Automated messages you send

The Service can send messages on your behalf to your clients and crew (for example, enquiry replies, shoot reminders, delivery follow-ups and payment reminders) via email, WhatsApp, SMS or voice, using the content and recipient details you provide. You are responsible for having a lawful basis and any required consent to contact those recipients.

5. How we share information

• Service providers — trusted third parties who host our infrastructure, process payments, or deliver email/messaging on our behalf, under confidentiality obligations.
• Within your workspace — with team members you invite, according to the roles and access levels you assign.
• Client-facing links — content you deliberately publish or share (such as a booking website, a PIN-protected gallery, a questionnaire or review link) is accessible to those you share it with.
• Legal reasons — where required by law, regulation or valid legal process, or to protect rights, safety and the integrity of the Service.

We do not sell your personal information, and Azentra products do not show third-party advertising.

6. Data isolation and security

• Each agency’s data is logically isolated at the database level, so one agency cannot access another’s data.
• We use encryption in transit, access controls, private storage for sensitive media, audit logging and automated backups.
• Where our staff need to access a workspace to troubleshoot (“login-as”), such access is recorded for accountability and kept out of the agency’s own activity log.
• No method of transmission or storage is completely secure; we cannot guarantee absolute security.

7. Data retention

We retain account and workspace data for as long as your account is active and as needed to provide the Service. After account closure we may retain data for a reasonable period for backup, legal and audit purposes, after which it is deleted or anonymised, subject to applicable law.

8. Backups and recovery

We keep automated daily snapshots of each workspace so that data can be recovered if it is lost or deleted in error. Backups are retained for a limited period and then rotated out.

9. Your rights

Subject to applicable law, you may request access to, correction of, or deletion of your personal information, and you may object to or restrict certain processing. Where Azentra acts as a processor for client data, please direct such requests to the agency that controls that data. To exercise rights over data we control, contact us using the details below.

10. Children

The Service is not directed to children under 18. We do not knowingly collect personal information from children. Photographs or videos of minors uploaded by an agency are the responsibility of that agency, who must obtain the necessary consents from parents or guardians.

11. International processing

Your data may be processed and stored on servers located in India or other regions used by our infrastructure providers. We take steps to ensure appropriate safeguards for such processing.

12. Changes to this policy

We may update this Privacy Policy from time to time. We will revise the “Last updated” date and, for material changes, notify you through the Service or by email.

13. Contact

For any privacy questions or requests, contact us at kivishaprojects@gmail.com.