Privacy Policy | Excelohunt

1. Introduction

This Privacy Policy ("Policy") describes how Excelohunt Infotech (hereinafter "Excelohunt," "Company," "we," "us," or "our") collects, uses, retains, and protects personal data in the course of providing its retention-focused email marketing services ("Services") to clients, as well as how we handle data collected through our website at excelohunt.com.

Excelohunt is a retention email marketing agency that executes email campaigns, builds automated flows, and provides related marketing services on behalf of its clients (each a "Client"). In providing these Services, Excelohunt acts as a data processor (under the EU GDPR and UK GDPR) or service provider (under the CCPA), processing personal data solely on behalf of and under the instructions of the Client.

By engaging Excelohunt for email marketing Services, the Client acknowledges and agrees to the data practices outlined in this Policy.

2. Jurisdictional Compliance

Excelohunt serves clients across multiple jurisdictions and is committed to compliance with applicable data protection and electronic marketing laws in each region we operate, including:

Australia — Privacy Act 1988, Spam Act 2003, Notifiable Data Breaches Scheme
United States — CAN-SPAM Act, CCPA/CPRA
United Kingdom — UK GDPR, Data Protection Act 2018, PECR
European Union — GDPR, ePrivacy Directive
Canada — CASL

3. Data Collection & Ownership

3.1 Client-Provided Data

Any personal data supplied by the Client for use in email campaigns remains the sole property of the Client. Excelohunt does not permanently store client-provided data beyond the duration necessary to execute the agreed campaigns. We will never sell, rent, or disclose Client-provided personal data to third parties for independent use.

3.2 Excelohunt-Provided Materials

Excelohunt retains ownership of data, content, or materials created as part of the Services (including templates, copywriting, graphics, and campaign strategies) unless otherwise agreed in writing.

3.3 Confidentiality

All Client business information, strategies, and trade secrets shared during our engagement remain the property of the Client and will be kept strictly confidential.

3.4 Data Processing Agreements

Excelohunt offers a standard Data Processing Agreement (DPA) to all Clients upon request, in compliance with GDPR Article 28 and UK GDPR. To request a DPA, contact us at [email protected].

4. Website Visitor Data

4.1 Information We Collect

Form submissions: Name, email address, company name, website URL, monthly revenue range, and message content
Automatically collected data: IP address, browser type, OS, pages visited, time on page, and device information via analytics tools
Cookies: See Section 5 below

4.2 How We Use Website Visitor Data

To respond to enquiries and audit requests
To send requested newsletters or marketing communications (with consent)
To improve our website content and user experience
To comply with legal obligations

4.3 Legal Basis for Processing (GDPR / UK GDPR)

Consent: For marketing communications and non-essential cookies
Legitimate interest: For responding to enquiries and analytics
Contractual necessity: For processing data required to provide Services

4.4 Retention

Form submission data is retained for as long as necessary (typically 24 months for lead enquiries). Newsletter subscribers may unsubscribe at any time; data will be removed within 7 days of the request.

4.5 Third-Party Services Used

Our website uses Google Analytics (traffic analysis), Microsoft Clarity (behaviour analytics), HubSpot (CRM), Calendly (scheduling), and Cloudinary (image delivery). Each operates under its own privacy policy.

5. Cookies & Website Tracking

5.1 Types of Cookies

Essential cookies: Required for website functionality. Cannot be disabled.
Analytics cookies: Google Analytics and Microsoft Clarity collect anonymised usage data.
Functional cookies: Used by Calendly and HubSpot for scheduling and form interactions.

5.2 Managing Cookies

You can manage cookies through your browser settings. For EU, UK, and Australian visitors, we provide a cookie consent mechanism on first visit in compliance with GDPR, UK GDPR, PECR, and the Privacy Act 1988.

6. Data Storage & Retention

Excelohunt does not permanently store personal data from Client campaigns on our own systems. Any Client data we handle is retained only for as long as necessary to perform the Services — typically no more than 7–15 days for temporary processing tasks, after which it is securely deleted.

Clients may request deletion of their data held by Excelohunt at any time by contacting [email protected].

7. Data Security

We implement appropriate technical and organisational security measures including:

Access controls restricted to authorised personnel on a need-to-know basis
Encrypted channels for data transmission
Firewalls, encryption at rest, and secure authentication
Prompt deletion of personal data once no longer required

8. Data Breach Notification

In the event of a data breach affecting Client personal data, Excelohunt will notify the affected Client within 72 hours of becoming aware, consistent with GDPR Article 33, UK GDPR, and the Australian NDB scheme requirements.

9. Individual Rights

Individuals whose personal data we process may have the following rights under applicable laws:

Right of Access: Request a copy of personal data we hold
Right to Rectification: Request correction of inaccurate data
Right to Erasure: Request deletion of personal data
Right to Restrict Processing: Request limitation of processing
Right to Data Portability: Receive data in a machine-readable format
Right to Object: Object to processing based on legitimate interests
Right to Withdraw Consent: Withdraw consent at any time

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

10. Campaign Tracking & Analytics

As part of our Services, Excelohunt implements tracking tools to measure campaign performance (open rates, click rates, bounce rates, etc.). All tracking data is treated as confidential and is never shared with or sold to third parties. Email recipients can opt out using the unsubscribe mechanism in every campaign.

11. Third-Party Services

Excelohunt uses third-party email delivery platforms solely as tools to provide Services to the Client. We do not endorse any specific platform exclusively — the choice of ESP is based on the Client's needs. All third-party providers are contractually restricted from using Client data for their own purposes.

12. Client Responsibilities

Clients are solely responsible for ensuring compliance with all applicable laws regarding the personal data they provide to Excelohunt, including obtaining all necessary consents and rights for use in email campaigns.

13. Policy Updates & Contact

Excelohunt reserves the right to update this Privacy Policy at any time. Material changes will be communicated to Clients prior to taking effect. The "Last Updated" date above always indicates the latest revision.

For questions or requests regarding this Policy, contact us at:

Email: [email protected]
Website: excelohunt.com/contact
Address: Excelohunt Infotech Private Limited, First & Second Floor, Plot 191, Industrial Area Phase II, Chandigarh, 160002, India