Privacy Policy
This policy explains how HKO Global, a partnership firm registered in Odisha ("HKO Global", "we", "us"), collects, uses and protects personal data of our dealers, customers, suppliers and website visitors. We process personal data in line with the Digital Personal Data Protection Act, 2023 and other applicable Indian law.
1. Who this policy covers
It applies to our registered dealers and their staff, customers and suppliers, people who contact us, and visitors to hkoglobal.in. It also covers our dealer app and our WhatsApp Business communications.
2. Data we collect
- Business and contact details: name, firm name, contact person, mobile and WhatsApp number, email, business address, GSTIN and PAN.
- Transaction data: orders, delivery orders, invoices, dispatches, vehicle and driver details, goods receipt confirmations, payments, credit and debit notes, outstanding balances, targets and scheme entitlements.
- Messages: the content of WhatsApp messages, photos, documents and complaints you send to us, and delivery or read status of messages we send.
- Technical data: basic log data when you use our website or app, such as device type, browser and IP address.
3. How we use it
- To take, confirm, approve, dispatch and bill orders.
- To send invoices, account statements, payment receipts, payment reminders and order and dispatch updates.
- To share schemes, offers, price lists, targets and performance reviews with our dealers.
- To keep accounts, meet GST and tax obligations, and resolve disputes and complaints.
- To report sales and purchases to our principal manufacturers where our distribution agreements require it.
- To improve our service, including automated tools that answer dealer queries from our records.
4. WhatsApp communication
We use the WhatsApp Business Platform, provided by Meta, to communicate with dealers and customers who have given us their WhatsApp number for business purposes. We send transactional messages (orders, dispatches, invoices, statements, receipts, reminders) and, where you have agreed, promotional messages about schemes and offers.
You can stop promotional messages at any time by replying STOP, or by contacting us at the details below. Transactional messages about your own orders and account may continue while you have an active account with us. Meta processes messages under its own terms and privacy policy.
5. Automated processing and AI
We use software, including AI tools, to read messages, route queries, prepare drafts and answer questions from our records. Balances, prices and amounts come from our accounting records, not from AI estimates. Decisions on credit, payments and approvals are made by our staff.
6. Who we share data with
- Our principal manufacturers and their portals, to the extent our distribution agreements require.
- Service providers who help us operate: messaging (Meta WhatsApp), cloud hosting and database providers, accounting software, payment and banking partners, transporters, and GST service providers.
- Government authorities, auditors and courts where required by law.
We do not sell personal data.
7. Storage, security and retention
Data is stored on secured cloud servers and our office systems with access limited by role. We keep transaction and accounting records for as long as required by tax and company law (generally at least eight years), and other data only as long as needed for the purposes above.
8. Your rights
You may ask to access a summary of your personal data, correct or update it, have it erased where we are not legally required to keep it, withdraw consent for promotional messages, or nominate another person to exercise these rights. Write to us using the contact below. We aim to respond within 30 days.
9. Grievance officer and contact
Grievance Officer: Om Kaamal Saha
HKO Global (partnership firm)
Ground Floor, Tarini Complex, Khata No. 412/629, Plot No. 1955/3284, HDFC Bank Road, Near HDFC Bank, Karanjia, Mayurbhanj, Odisha 757037
GSTIN: 21AASFH5763P1ZO
Email: om@hkoglobal.in
Phone / WhatsApp: +91 99370 42116
10. Changes
We may update this policy. The latest version will always be on this page with its date.