Privacy Policy

Welcome to Copan, a trusted property management services platform. This Privacy Policy forms part of the Terms of Use of this Website.

As stated above, we are a trusted property management services platform. We value the trust you place in COPAN PROPERTY MANAGEMENT PVT. LTD. Hence, we take utmost care in protecting your privacy. We take reasonable steps to protect user privacy consistent with the Terms of Use set forth and applicable laws. We insist upon higher standards for secure transactions and customer information privacy. This Privacy Policy is designed to inform users of www.copan.in website and any related software & mobile applications controlled by COPAN (collectively the “Website”) about how COPAN PROPERTY MANAGEMENT PVT.LTD. (“COPAN”, “we” or “us”) gathers and uses personal information submitted to COPAN through the Website. In this policy “user” or “you” or “your” or “visitor” means any person viewing the Website or submitting any personal information to COPAN in connection with using the Website. By using the Website, you are indicating you consent to this Privacy Policy.

Note: Privacy Policy is subject to change at any time.

From time to time, we may develop new or offer additional services. If the introduction of these new or additional services results in any change to the manner we collect or process your information we will provide you with more information and additional terms or policies. Unless stated otherwise when we introduce these new or additional services, they will be subject to this Policy. To make sure you are aware of any changes, kindly review this policy periodically. IF YOU DO NOT AGREE TO THIS PRIVACY POLICY YOU SHOULD NOT USE THIS WEBSITE

This Policy is combined into our Terms of Use (the “Terms”) and is a part of them. Please refer to the Terms of Use for more information about how the Website works.

INFORMATION WE COLLECT

To access and use some sections of the Website that are provided to a registered user, you need to create an account on the Website

The categories of personal information collected and used by COPAN about a user on the Website are as under:

1. Nature of personal information
2. Description of collection of the same

Nature of personal information	Description of collection of the same
Account Registration Information	This personal information provided by you enables you to sign up for and use the website. This includes: • Email address • Phone number • ID proof • Address proof • Employment/occupational proof • Property title/ownership documentation (applicable to Owner users only). Wherever necessary documentary proof must contain user’s recent photograph, date of birth & any other identification proof prescribe by the concerned authority. Additional information that maybe collected by COPAN will depend on the nature of Services that you signed up for as defined under the “Terms”.
Transaction specific personal information	This personal information is collected about you when you purchase specific services provided by Copan as a registered user on the Website. In addition to the documents below, any additional personal information collected will vary depending on the nature of Services agreed between User and Copan under payment obligations under a separate service agreement or communicated via email at [email protected]. Registered Owners, are required to furnish the following (this is not an exhaustive list): Owner Users Personal Information • Name; • Date of birth; • Pan Card; • Aadhar Card; • Mobile phone number; • Property Documents – Certified copy of title deeds, Property tax, municipal khata and any other documentary proof as prescribed by the relevant authority. • Transactions details; • Bank Account details; • Any other information as required to process the transaction as communicated by Copan from time-to-time. Registered Residents, are required to furnish the following (this is not an exhaustive list): Resident User’s Personal Information • Name; • Date of birth; • Pan Card; • Aadhar Card; • Mobile phone number; • Address Proof; • Employment ID Card; • Bank Account details; Any other information as required to process the transaction as communicated by Copan from time-to-time.
Surveys	This information includes user generated content in the form of but not limited to feedback, comments, questions received from users in response to communications and activities that are related to Copan services via phone calls, documentation etc.
Cookies	Cookies allow your device to be recognised when you return to or browse through the website. The main idea behind cookies is to identify users and possibly prepare customised web pages for them. Information collected is in an anonymous form.

WAYS FOR COLLECTING PERSONAL INFORMATION

Copan collects user’s personal information in the following ways

When you register an account for Services, we collect certain personal information, so you can use the Services such as your email address, date of birth, gender, and country.
During your use of the Services, you may also provide us personal information from time-to- time in connection with your use of the Service, such as payment information, property information and changes and modification related thereto.
From third parties we may receive personal information about you and your browsing activity from third parties we work with.

LEGAL BASIS FOR COLLECTION OF PERSONAL INFORMATION

1. Based on consent- The collection of personal information is based on consent from a User that will store documentation related to the consent given by the user for the purposes of a legitimate interest pursued by Copan. User consents will always be stored and documented in our systems.
2. Based on transactions- We collect personal information for providing contractual services based on service agreements with Users and fulfilling service obligations based on separate transactional documents with users or transactional history for each User.

DATA RETENTION AND DELETION

We store personal information only for as long as we find it necessary to fulfil the purpose for which the personal information was collected, including but not limited to complying with our legal obligations, complying with requirements under applicable laws, to attend to any legal claims/complaints, and for safeguarding purposes

We essentially retain your personal information so long as you are either:

(i) a registered user of the Website; or
(ii) Copan is providing you services under a separate service agreement or other transactional document between Copan and you; or
(iii) for a reasonable period of time after your last interaction with us.

When the personal information that we have collected is no longer required, we will ensure that the personal information will not be accessible to Copan operational systems, processes or personnel, upon a valid written request from the specific User. Post completion of services under a transactional document or separate services agreement, any further processing/use of your personal information will be anonymised.

If you request, we will delete or anonymise your personal information so that it no longer identifies you, unless, we are legally allowed or required to maintain certain personal information, including situations such as the following

For an unresolved issue relating to your account until the claim or issue is resolved;
For our legal, tax, audit, and accounting obligations, we will retain the necessary personal information for the period required by applicable law; and/or,
For legitimate business interests.

CROSS BORDER TRANSFER OF INFORMATION

User’s personal information collected from you will be transferred outside your home country to Copan data servers located in India or to our third-party suppliers located outside India. In addition to the Copan servers, user’s personal information may also be processed and stored in servers owned and operated by third parties that partner with Copan for providing cloud-based data processing services. Therefore, User’s personal information, will be subject to privacy laws and standards that are different from user’s country of residence.

CHANGES TO THIS PRIVACY POLICY

We may occasionally make changes to this privacy policy.

When material changes are made to this Policy, we will provide you with notice as appropriate under the circumstances, e.g., by displaying change notice through the Website or by sending an email. We may notify you in advance.

Therefore, kindly make sure you read any such notice carefully.

Note: Users may opt-out of receiving notifications from us by writing to us at the below mentioned email.

Nature of personal information	Description of collection of the same
Account Registration Information	This personal information provided by you enables you to sign up for and use the website. This includes: • Email address • Phone number • ID proof • Address proof • Employment/occupational proof • Property title/ownership documentation (applicable to Owner users only). Wherever necessary documentary proof must contain user’s recent photograph, date of birth & any other identification proof prescribe by the concerned authority. Additional information that maybe collected by COPAN will depend on the nature of Services that you signed up for as defined under the “Terms”.
Transaction specific personal information	This personal information is collected about you when you purchase specific services provided by Copan as a registered user on the Website. In addition to the documents below, any additional personal information collected will vary depending on the nature of Services agreed between User and Copan under payment obligations under a separate service agreement or communicated via email at [email protected]. Registered Owners, are required to furnish the following (this is not an exhaustive list): Owner Users Personal Information • Name; • Date of birth; • Pan Card; • Aadhar Card; • Mobile phone number; • Property Documents – Certified copy of title deeds, Property tax, municipal khata and any other documentary proof as prescribed by the relevant authority. • Transactions details; • Bank Account details; • Any other information as required to process the transaction as communicated by Copan from time-to-time. Registered Residents, are required to furnish the following (this is not an exhaustive list): Resident User’s Personal Information • Name; • Date of birth; • Pan Card; • Aadhar Card; • Mobile phone number; • Address Proof; • Employment ID Card; • Bank Account details; Any other information as required to process the transaction as communicated by Copan from time-to-time.
Surveys	This information includes user generated content in the form of but not limited to feedback, comments, questions received from users in response to communications and activities that are related to Copan services via phone calls, documentation etc.
Cookies	Cookies allow your device to be recognised when you return to or browse through the website. The main idea behind cookies is to identify users and possibly prepare customised web pages for them. Information collected is in an anonymous form.

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