privacy policy

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Terms of Reference

This Privacy Policy of thewhitepapergallery ( also referred to as the "Company", "us," or "we” or “our”.

This document is our Privacy policy to handle personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject or “you”, “your”) that is not already in the public domain.

By accepting this policy (via the accept button below), you agree and warrant that you have read, understood, and agreed to be bound by this policy.

If you do not accept these terms, you must not use - and are not authorized to use - all or any portion of the company's website.

The company is not bound by any obligations if you use our website (this website), without reading and accepting this privacy policy.

Who we are?

thewhitepapergallery is a global marketing agency based in India, principally involved in the B2B sector.

Identity and contact details of the Data Controller

thewhitepapergallery is the Data Controller and is committed to protecting the rights of individuals in line with the new General Data Protection Regulation (GDPR).

Legal basis for processing any personal data

To meet thewhitepapergallery contractual obligations to our clients and to also respond to marketing enquiries.

Legitimate interests pursued by thewhitepapergallery and/or its clients

To promote and market services provided by thewhitepapergallery or products and services offered by thewhitepapergallery clients.

Categories of Personal Information:

The personal data or information we collect are : name, job title, address, telephone number, email address (mostly official email address) and IP address.

Sensitive or special category of personal data

We do not collect data categorized as sensitive personal by GDPR under Article 9, such as race or ethnic origin, biometric, medical, political opinions, religious or philosophical beliefs, or trade union membership.

Categories of recipients:

thewhitepapergallery may on occasions pass your Personal Information to third parties exclusively to process work on its behalf. thewhitepapergallery requires these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice and GDPR.

On receiving your explicit consent, we may also pass your information to our client under contractual obligation, to allow them to contact you to sell their products and services.

We may also disclose your Personal Information to meet legal obligations, regulations or valid governmental request.

Purpose of processing:

thewhitepapergallery uses the information collected from you to provide information of interest and to email you PR and marketing information we believe may be of interest to you and your business. In you making initial contact, you consent to thewhitepapergallery maintaining a marketing dialogue with you until you either optout (which you can do at any stage) or we decide to stop promoting our services.

thewhitepapergallery also acts on behalf of its clients in the capacity of data processor. When working exclusively as a data processor, thewhitepapergallery will be acting on the instruction of its client, and will work hard to ensure that the client is fully GDPR compliant.

Some personal data may be collected about you from the forms and surveys you complete, from records of our correspondence and details of your visits to our website, including but not limited to personally-identifying information like Internet Protocol (IP) addresses. We may from time to time use such information to identify visitors to our website. We may also collect statistics about the behavior of visitors to its website.

thewhitepapergallery will only collect the information needed so that it can provide you with PR and marketing services. We do not sell your data, although coincidentally there may be times when your information could be contained in data that thewhitepapergallery is provided with our clients, or when we purchase from a third-party data provider, on behalf of a client.

Generally, we will only process your Personal Data as described in this Privacy Policy. However, we reserve the right to conduct additional processing to the extent permitted or required by law, or in support of any legal or criminal investigation.

We take your privacy seriously and are committed to protecting your right to privacy as a user of our website. We have made every effort to ensure your information is secure. This privacy policy information covers what information is collected, what we do with it, and what you can do about it. You can use this information to make your decisions about your privacy.

thewhitepapergallery complies with its obligations under GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorized access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. We use your personal data for the following purposes: -

  • To inform you of products, services, news, events, activities in areas of Information Technology
  • To share your contact details with so they can keep you informed about products, services, news, events, activities
  • Non-disclosure of personal information:

    We will not sell, share, or otherwise distribute your Personal information to third parties except as provided in this Privacy Policy. We may disclose your Personal Data to our partners and affiliates that agree to treat it in accordance with this Privacy Policy.

    Personal Data may also be transferred to third parties who act for or on our behalf, for further processing in accordance with the purpose(s) for which the data were originally collected or may otherwise be lawfully processed, such as email services, evaluating the usefulness of this website, marketing, management of personal information or technical support.

    Details of transfer to third countries

    Your personal data is stored servers in India, which as per GDPR is a third country as it is beyond EEA (European Economic Area) boundary.

    We are storing the data in India with your explicit and voluntary consent. The storage of data in India is required for the performance of a contract between us and our client who is based in the EU and USA.

    We transfer your personal data to our clients in the EU, where free exchange of personal data between member states is a fundamental part of the EU’s basic principles.

    Our clients are also based in the USA. Our clients are part of the Privacy Shield program, and we ensure that our clients in the USA provide an adequate level of data protection as mandated by GDPR.

    Apart from this, we at thewhitepapergallery have adopted and implemented adequate information system controls and rules as required by GDPR to ensure effective levels of data protection, in particular relating to transfers of personal information outside the EEA.

    Retention Period:

    thewhitepapergallery will process personal data during the duration of any contract and will continue to store only the personal data needed for three years after the contract has expired to meet any legal obligations. After six years any personal data not needed will be deleted.

    What are your rights?

    During the period of our business engagement, you as a Data Subject will have the following rights:  Right of access – you have the right to request a copy of the information that we hold about you.

    Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.

    • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
    • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
    • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
    • Right to object – you have the right to object to certain types of processing such as direct marketing.
    • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
    We can, at your request can confirm what information we hold about you and how it is processed



    In the event that you wish to make a compliant about how your personal data is being processed by thewhitepapergallery or its clients, you have the right to complain to:
    Managing Director
    If you do not get a response within 30 days you can complain to our supervisory authority which is << Supervisory Authority>>

    Sources of Personal data:

    thewhitepapergallery collects personal data from various sources, including its clients, data collection agencies, and publicly available portals such as Linkedin. We also collect some personal data directly from individuals who contact us to request changes or updates to data in our databases.

    Safeguards in place

    We ensure the security and confidentiality of Personal Data that we collect by implementing adequate and appropriate information security controls to and protect the personal information from loss, misuse, unauthorized access, disclosure, alteration or destruction.

    Cookie Information:

    In order to enhance your online experience and track website performance, our website uses cookies. It's a small text file which gets placed in your computer hard drive and can be retrieved later. Cookies do not tell us who you are.

    Analysis of Website Traffic:

    We may use appropriate tools to analyze web site traffic to our website, to help us to optimize the reach of our website pages to our user community. This may include analyzing the ip-addresses that access our web site.

    Our website may have links to sites of our partners. Please read the privacy policies of partner websites as they may have different terms of use and privacy policies.

    Website usage:

    Every effort has been taken to ensure the accuracy of the information on the website; the content is naturally subject to change. We are not responsible for any damages arising from the use of the information held on this server.

    You should not use the Company’s website in an unlawful manner. All terms and conditions set forth need to be adhered to.

    Changes to Privacy Policy

    These privacy policy terms may change time to time and we reserve the right to change the terms of the privacy policy at any time. When we update the privacy policy, all our registered users will be notified via email.

    Privacy Policy Questions?

    If you have any questions regarding our Privacy Policy, please reach out to our support team through our Help & Support section on the website.

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