Privacy Policy
Ram Biologicals (“we”, “us”, “our”, or “the Company”) is an ISO 9001:2015 QMS certified environmental engineering and consultancy firm headquartered in Kozhikode, Kerala, India. We operate the website www.rambiologicals.com and provide integrated environmental services including wastewater management, solid waste management, water resource management, and ESG advisory.
This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you visit our website, contact us, or engage our services. It also sets out your rights as a Data Principal under the Digital Personal Data Protection Act, 2023 (“DPDP Act”) and the Digital Personal Data Protection Rules, 2025 (“DPDP Rules”).
By using our website or providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy. Where we collect personal data based on your consent, we will seek that consent separately and explicitly.
2. Personal Data We Collect
We collect personal data only to the extent necessary for the purposes described in this Policy. The categories of personal data we collect include:
2.1 Data You Provide Directly
| Contact details | Full name, email address, phone number, and organisation name provided when you submit an enquiry or contact form. |
| Project-related information | Site address, project type, and technical requirements shared by you when requesting a site assessment, consultation, or quotation. |
| Communication data | Correspondence you send to us via email, WhatsApp, or telephone, including any attachments. |
| Career applications | Name, educational qualifications, work experience, and contact details submitted through any employment application. |
2.2 Data Collected Automatically
| Technical data | IP address, browser type and version, device type, operating system, and referring URL. |
| Usage data | Pages visited, time spent on pages, links clicked, and navigation paths within the website. |
| Cookie data | Data collected through cookies and similar tracking technologies, subject to your consent. See Section 8 (Cookies) for details. |
We do not collect any special categories of personal data (such as health, biometric, or financial data) through this website. We do not knowingly collect personal data from children below the age of 18 years without verifiable parental consent (see Section 9).
3. Purpose of Processing & Legal Basis
Under the DPDP Act, 2023, we process personal data either on the basis of your consent (Section 6) or for a legitimate use (Section 7). The following table sets out our processing purposes and the applicable legal basis:
| PURPOSE | DATA USED | LEGAL BASIS |
| Responding to your enquiries and contact form submissions | Name, email, phone, message | Consent (Sec. 6, DPDP Act) |
| Providing environmental consultancy and project execution services | Contact details, project information | Legitimate use — contract performance (Sec. 7) |
| Sending project updates, proposals, and service communications | Name, email, phone | Consent (Sec. 6, DPDP Act) |
| Processing career applications | Name, qualifications, experience, contact | Consent (Sec. 6, DPDP Act) |
| Website analytics and performance improvement | IP address, usage data, cookie data | Consent (Sec. 6, DPDP Act) |
| Legal, regulatory, and compliance obligations | As required by law | Legitimate use — legal obligation (Sec. 7) |
| Prevention and detection of fraud or security incidents | Technical data, communication logs | Legitimate use — legal obligation (Sec. 7) |
We will not use your personal data for any purpose other than those described above without seeking fresh consent or establishing a separate legitimate use basis under the DPDP Act.
4. Data Retention
We retain personal data only for as long as is necessary to fulfil the purpose for which it was collected, or as required by applicable law, whichever is longer. The following retention periods apply:
| DATA CATEGORY | RETENTION PERIOD |
| Enquiry and contact form data (no project engagement) | 12 months from the date of last communication, then securely deleted |
| Client project and service data | 7 years from project completion or contract end, as required for legal and tax compliance |
| Career application data (unsuccessful) | 6 months from the date of rejection, then securely deleted |
| Career application data (successful) | Duration of employment and thereafter as required by law |
| Website analytics and cookie data | As per cookie settings — up to 13 months from collection (see Section 9) |
| Legal, regulatory, and compliance records | As required by the applicable Indian law (minimum 7 years) |
Upon expiry of the applicable retention period, personal data will be securely and permanently deleted or anonymised using industry-standard methods. Backups containing personal data are subject to the same deletion timelines.
5. Sharing of Personal Data
Ram Biologicals does not sell, rent, or trade your personal data to any third party. We may share your personal data only in the following limited circumstances:
5.1 Service Providers & Data Processors We engage trusted third-party service providers who process personal data on our behalf and under our instructions, including: Website hosting and cloud storage providers Email communication and CRM platforms Website analytics providers (e.g. Google Analytics) All Data Processors are contractually bound to process personal data only as instructed by Ram Biologicals and to implement appropriate technical and organisational security measures in compliance with the DPDP Act. |
5.2 Legal & Regulatory Disclosures We may disclose personal data where required by law, court order, or government or regulatory authority, including the Data Protection Board of India, Kerala State Pollution Control Board, or any other competent authority. We will notify you of such disclosures where legally permissible. |
5.3 Business Transfers In the event of a merger, acquisition, or transfer of the business or assets of Ram Biologicals, your personal data may be transferred to the successor entity. We will notify you of any such transfer and ensure that your data continues to be protected in accordance with this Privacy Policy. |
6. Data Security
Ram Biologicals implements reasonable technical and organisational security measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction, in accordance with Section 8(5) of the DPDP Act and the DPDP Rules, 2025. These measures include:
- Encryption of personal data in transit using TLS/SSL protocols
- Access controls limiting personal data access to authorised personnel only
- Regular review of access logs and user permissions
- Data backup protocols to ensure continuity and recovery
- Contractual data protection obligations imposed on all Data Processors
- Periodic internal reviews of data handling practices
In the event of a personal data breach that is likely to result in harm to any Data Principal, Ram Biologicals will notify the Data Protection Board of India and the affected Data Principals in accordance with the timelines and procedures prescribed under the DPDP Act and DPDP Rules, 2025. All breaches, regardless of their gravity, will be reported to the Board as required by law.
7. Your Rights as a Data Principal
Under the DPDP Act, 2023, you have the following rights in respect of your personal data processed by Ram Biologicals. You may exercise these rights by contacting our Grievance Officer (see Section 10):
| RIGHT | WHAT THIS MEANS FOR YOU |
| Right to Information (Section 11) | You have the right to obtain a summary of the personal data we hold about you and the processing activities performed on it. |
| Right to Correction & Erasure (Section 12) | You have the right to correct inaccurate or incomplete personal data, and to request erasure of personal data where it is no longer necessary for the purpose for which it was collected. |
| Right to Grievance Redressal (Section 13) | You have the right to a timely response to any grievance you raise with our Grievance Officer, and to escalate unresolved grievances to the Data Protection Board of India. |
| Right to Withdraw Consent (Section 6(5)) | Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing prior to withdrawal. Processing will cease upon withdrawal, to the extent it is based on consent. |
| Right to Nominate (Section 14) | You have the right to nominate another individual to exercise your data protection rights on your behalf in the event of your death or incapacity. |
We will respond to all valid rights requests within a reasonable time and in any event within the timeframes prescribed by the Data Protection Board. We may need to verify your identity before processing any request.
8. Cookies & Tracking Technologies
Our website uses cookies and similar tracking technologies to improve your browsing experience, analyse website traffic, and measure the effectiveness of our content. We use the following types of cookies:
| COOKIE TYPE | PURPOSE | CONSENT REQUIRED |
| Strictly Necessary | Essential for website functionality (e.g. session management, security). Cannot be disabled without affecting website function. | No — legitimate use basis |
| Analytics & Performance | Collect anonymised data on how visitors use the website to help us improve content and navigation (e.g. Google Analytics). | Yes — consent required |
| Functional | Remember your preferences (e.g. language settings) to improve your experience. | Yes — consent required |
| Marketing & Targeting | Currently not used by Ram Biologicals. | N/A |
You may withdraw your consent to non-essential cookies at any time by adjusting your browser settings or using the cookie preference tool on our website. Please note that disabling certain cookies may affect the functionality of the website.
9. Children’s Privacy
Ram Biologicals does not knowingly collect personal data from children below the age of 18 years without verifiable parental or guardian consent, in accordance with Section 9 of the DPDP Act, 2023.
Our website and services are directed at businesses, government bodies, institutions, and adult individuals. If you are below the age of 18, please do not submit any personal data through our website without the explicit consent of your parent or legal guardian.
If we become aware that we have inadvertently collected personal data from a child without appropriate consent, we will take immediate steps to delete that data. If you believe we may have collected personal data from a child, please contact our Grievance Officer immediately (see Section 10).
10. Grievance Redressal
If you have any questions, concerns, or complaints about this Privacy Policy or the way we handle your personal data, please contact our Grievance Officer in the first instance. We are committed to resolving all grievances promptly, fairly, and in accordance with the DPDP Act.
GRIEVANCE OFFICER - RAM BIOLOGICALS
| Name | Dr. Reena Anilkumar |
| Designation | Chief Operating Officer & Co-Founder |
| Address | 8/528-I, Mootoli, Kakkodi PO, Kozhikode – 673611, Kerala, India |
| rambiologicals@gmail.com | |
| Phone | +91 9446042333 / +91 9446048233 |
| Response Time | We aim to respond to all grievances within 15 business days of receipt. |
If you are not satisfied with our response, or if we have not responded within the prescribed period, you have the right to escalate your complaint to the Data Protection Board of India at www.dataprotectionboard.gov.in.
11. International Data Transfers
Ram Biologicals is a Kerala-based firm primarily serving clients within India. Personal data collected through our website is stored on servers located in India. We do not routinely transfer personal data outside India.
In the limited circumstances where a Data Processor or technology service provider processes your data outside India (for example, cloud infrastructure or email service providers), we ensure that appropriate contractual safeguards are in place to protect your data in accordance with the DPDP Act and applicable government-notified transfer mechanisms.
12. Third-Party Website Links
Our website may contain links to third-party websites, including government portals, industry bodies, and partner organisations. This Privacy Policy does not apply to those third-party websites. We are not responsible for the privacy practices or content of any linked external website.
We encourage you to review the privacy policy of any third-party website you visit through a link on our website before submitting any personal data.
13. Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our data processing practices, applicable law, or regulatory guidance. The most current version of this Privacy Policy will always be available at www.rambiologicals.com/privacy-policy.
Where we make material changes to this Privacy Policy, we will notify you by posting a prominent notice on our website and, where we hold your contact details, by email. The “Last Reviewed” date at the top of this document indicates when the Policy was last updated.
Your continued use of our website after any update constitutes your acknowledgement of the revised Privacy Policy. Where required by law, we will seek fresh consent for any material changes that affect how we process your personal data.
14. Governing Law & Jurisdiction
This Privacy Policy is governed by and construed in accordance with the laws of India, including the Digital Personal Data Protection Act, 2023, the Information Technology Act, 2000, and any applicable rules, regulations, and guidelines issued thereunder.
Any disputes arising from this Privacy Policy shall be subject to the exclusive jurisdiction of the courts at Kozhikode, Kerala, India, and the Data Protection Board of India where applicable under the DPDP Act.
