1 Overview
VMS Guru ("we", "our", or "us") is a video management and dispatch-proof platform built for
e-commerce businesses. This Privacy Policy explains what personal information we collect when
you use our website and services, how we use and protect it, and the choices you have
regarding your data.
By creating an account or using any part of our platform, you agree to the practices
described in this policy. If you do not agree, please discontinue use of our services.
2 Data We Collect
We collect information in the following categories:
Account & Identity Information
- Full name and business name
- Email address and mobile number
- Business address and GSTIN (where applicable)
- Login credentials (passwords are stored in hashed form — we never store plain-text passwords)
Billing & Payment Information
- Subscription plan details and billing cycle
- Payment transaction references (processed through secure third-party payment gateways — we do not store full card numbers)
Operational & Shipment Data
- Order IDs, AWB numbers, and shipment records you import or enter
- Courier and marketplace details associated with your orders
- Return and dispute records linked to your account
Usage & Technical Data
- Browser type, device information, and IP address
- Pages visited, features used, and session duration
- Error logs and performance diagnostics to improve the platform
3 How We Use Your Data
Your information is used exclusively to operate, maintain, and improve VMS Guru. Specific uses include:
- Creating and managing your account and subscription
- Processing payments and issuing invoices
- Delivering dispatch proof and return management features
- Sending service-related communications such as account alerts, billing reminders, and product updates
- Providing customer support when you reach out to us
- Analysing aggregated, anonymised usage patterns to improve platform performance and features
- Complying with applicable legal and regulatory requirements
We do not use your personal data for advertising profiling, nor do we sell your information to data brokers or marketing companies.
4 Video Dispatch Data
VMS Guru's core function is recording and storing video proof of order dispatch. This video
data is treated with the highest level of care:
- Videos are stored in a private, encrypted cloud storage environment and are accessible only to your account
- No other user, seller, or third party can view or access your video recordings
- Videos are used solely for dispute resolution, fraud prevention, and proof-of-dispatch purposes on your behalf
- We do not analyse video content beyond what is technically required to store and serve the files
You retain ownership of all video data uploaded to VMS Guru. We act as a data processor
for this content — storing and retrieving it only on your instruction.
5 Data Sharing
We do not sell, rent, or trade your personal information to any third party. We may share
limited data only in the following circumstances:
- Service Providers: Trusted vendors (payment processors, cloud hosting, email delivery) who process data on our behalf under strict confidentiality agreements
- Legal Compliance: When required to do so by law, court order, or a legitimate government authority
- Business Transfer: In the event of a merger, acquisition, or asset sale, your data may transfer to the successor entity — you will be notified in advance
- With Your Consent: Any other sharing will only occur with your explicit prior approval
6 Security
We implement industry-standard security measures to protect your data at rest and in transit:
- TLS/SSL encryption for all data transmitted between your browser and our servers
- Encrypted storage for video files and sensitive account data
- Role-based access controls so only authorised personnel can access production systems
- Regular security audits and dependency updates
While we take every reasonable precaution, no system is entirely immune to breaches. In the
unlikely event of a security incident affecting your data, we will notify you promptly in
accordance with applicable law.
7 Data Retention & Account Deletion
We retain your data for as long as your account is active or as needed to provide our
services. When you close your account or request deletion:
- Your personal information and associated shipment records will be permanently deleted within 30 days of the request
- Video recordings linked to your account will be purged from our storage systems
- Anonymised, aggregated usage statistics that cannot identify you may be retained indefinitely for analytics purposes
To request account deletion, contact us at
vmsguruinquiry@gmail.com.
We reserve the right to suspend or terminate accounts where misuse or policy violations are detected.
8 Cookies & Tracking Technologies
VMS Guru uses cookies and similar technologies to deliver and improve the service:
- Essential Cookies: Required for authentication and session management — disabling these will prevent you from logging in
- Functional Cookies: Remember your preferences and settings within the platform
- Analytics Cookies: Help us understand how the platform is used so we can improve it (data is anonymised and aggregated)
You can manage or disable non-essential cookies through your browser settings. Please note
that disabling certain cookies may affect platform functionality.
9 Your Rights
You have the following rights with respect to your personal data:
- Access: Request a copy of the personal data we hold about you
- Correction: Ask us to correct inaccurate or incomplete information
- Deletion: Request deletion of your account and associated data
- Portability: Request your data in a structured, machine-readable format
- Objection: Object to specific uses of your data where we rely on legitimate interest as the legal basis
To exercise any of these rights, reach out to us at
vmsguruinquiry@gmail.com.
We will respond within a reasonable timeframe.
10 Children's Privacy
VMS Guru is a business tool intended for adults. We do not knowingly collect personal
information from individuals under the age of 18. If you believe a minor has created an
account, please contact us immediately and we will take appropriate action.
11 Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices,
technology, or legal requirements. When we make significant changes, we will notify you via
email or a prominent notice on the platform at least 7 days before the changes take effect.
Continued use of VMS Guru after the effective date of any update constitutes your acceptance
of the revised policy.