Privacy Statement

1. Introduction and Scope

Orbis Corporate Solutions Private Limited (“Orbis”, “we”, “us” or “our”) respects your privacy. This Privacy Statement explains how we collect, use, disclose and protect personal information when you visit our website, contact us, request a consultation, engage our services or otherwise interact with our business.

It applies to website visitors, prospective clients, client representatives, suppliers, business partners and other individuals whose personal information we handle in connection with our activities.

“Personal information” means information that identifies an individual or can reasonably be used to identify them.

For website enquiries, proposals, billing and administration of our own business relationships, Orbis determines how relevant personal information is used.

When providing accounting, bookkeeping, payroll or other services, we may process personal information on behalf of a client and according to their instructions. In those circumstances, the client may remain responsible for determining the purposes of processing, while Orbis acts as a service provider or data processor, as applicable. Our role depends on the particular activity and applicable law.

Client-service processing is governed by the relevant engagement terms, confidentiality obligations, data-processing arrangements and client instructions. This Privacy Statement does not replace those arrangements.

2. Who We Are

Orbis Corporate Solutions Private Limited is a company incorporated in India, serving clients across the USA, UK, UAE and India.

We provide accounting and bookkeeping, taxation, entity management, payroll, financial and other corporate and business advisory services, according to the scope available in each market and agreed in the relevant engagement. Our India service offering focuses on corporate, financial, taxation and business advisory.

The availability and delivery of particular services depend on applicable local requirements. Where a service requires a licence, registration, professional authorisation or statutory sign-off, the engagement terms will identify the appropriately authorised provider and their responsibilities.

The legal entity responsible for personal information handled by Orbis for its own business purposes is:

• Orbis Corporate Solutions Private Limited
• Registered address: 308, International Finance Center, Vesu, Surat 395007, India
• Email: reachus@orbiscorpsol.com
• Telephone: +91 9023816799

References to markets or locations outside India do not, by themselves, mean that Orbis is incorporated or holds a professional authorisation in those jurisdictions.

3. Personal Information We Collect

Depending on your interaction with us and the nature of the engagement, we may collect or receive:

• Contact information: your name, email address, telephone number and business or postal address.
• Professional information: your organisation, designation, business activities and service requirements.
• Communication information: enquiries, consultation requests, correspondence, feedback and complaints.
• Engagement information: information necessary to assess, establish or manage a client or supplier relationship, including billing and payment-related details.
• Identification and compliance information: identity, ownership, authorisation or other verification information where necessary for a particular engagement or applicable legal requirement.
• Client-service information: accounting records, invoices, receipts, bank transaction information, tax information, payroll and employee records, and information relating to directors, shareholders, beneficial owners, customers or suppliers, where relevant to the agreed services.
• Technical information: information generated when you use our website, such as IP address, browser type, device information and pages visited, depending on the technologies enabled on the website.

Client-service records may contain personal information about individuals other than our direct client. We process this information where relevant to the agreed services, client instructions or applicable legal requirements.

Please do not submit identification documents, bank details, tax records or other sensitive or confidential information through a general website enquiry form. Where such information is required, we will agree an appropriate method of submission with you.

4. How We Collect Personal Information

We may receive personal information:

• Directly from you through website forms, email, telephone calls, meetings or other communications.
• From the organisation you represent or an authorised representative.
• From clients, their authorised personnel or their approved systems where necessary for an agreed engagement.
• From professional advisers or other parties authorised to provide information for an engagement.
• From publicly available professional or business sources, where appropriate and permitted.
• Through cookies and similar technologies, where enabled on our website.

If you provide personal information about another person, please ensure that you have an appropriate basis or authority to share it and that any required privacy information has been provided to them.

5. How We Use Personal Information

We use personal information, as relevant, to:

• Respond to enquiries and consultation requests.
• Understand your requirements and prepare proposals.
• Establish and administer business relationships.
• Deliver agreed accounting, bookkeeping, taxation, payroll, entity management and advisory services.
• Communicate about engagements and coordinate with authorised client representatives.
• Manage billing, records and business administration.
• Carry out necessary verification and compliance checks.
• Maintain website functionality, security and performance.
• Send relevant updates or business communications where permitted.
• Handle complaints and privacy requests.
• Protect our rights and meet applicable legal obligations.

Where applicable law requires a lawful basis for processing, we rely on the basis appropriate to the activity, such as consent, contractual necessity, legal obligations or legitimate interests where recognised and permitted by that law.

Where we rely on consent, you may withdraw it by contacting us. Withdrawal does not affect processing lawfully carried out before withdrawal.

If information is necessary to respond to your request, deliver an agreed service or fulfil a legal obligation, failure to provide it may limit our ability to proceed. We will explain this where relevant.

6. Marketing Communications

Where permitted, we may contact you about our services, insights or relevant business developments. You may opt out of marketing communications using the unsubscribe option, where provided, or by contacting reachus@orbiscorpsol.com.

Opting out of marketing does not prevent us from sending necessary communications relating to an enquiry, engagement or legal obligation.

7. How We Share Personal Information

Where necessary for the purposes described in this Statement, we may share personal information with:

• Authorised personnel: individuals who need access to perform their responsibilities.
• Service providers: providers supporting website hosting, communications, IT systems, document management or business administration.
• Professional advisers and delivery partners: where required for an engagement and appropriately authorised.
• Authorised client representatives: where necessary to deliver services or respond to client instructions.
• Authorities and other legally authorised recipients: where disclosure is required by law or necessary to establish, exercise or defend legal rights.
• Other authorised recipients: where you have requested or authorised disclosure.

We seek to limit information sharing to what is necessary and use appropriate confidentiality, security and contractual arrangements according to the circumstances and applicable requirements.

Where we process information on behalf of a client, disclosures and the use of additional service providers are subject to the relevant engagement terms, client instructions and applicable law.

8. International Access and Transfers

As we serve clients across the USA, UK, UAE and India, some engagements or technology services may involve personal information being accessed or processed in countries other than the country where it was collected, including India.

Where this occurs, we will assess applicable requirements and use the safeguards required for the relevant arrangement. Depending on the circumstances, these may include contractual protections, access restrictions and client-approved processing arrangements.

For client-controlled systems, access and processing are subject to the agreed engagement terms and client instructions. Keeping information in a client’s cloud system does not necessarily mean that international processing or access does not occur.

The requirements applicable to an international transfer depend on the information, the parties involved, their respective roles and the relevant jurisdictions.

9. Cookies and Similar Technologies

Depending on the website features enabled, our website may use cookies or similar technologies for functionality, security and website performance. If analytics or other optional technologies are enabled, they may also collect information about how visitors interact with the website.

Cookies are small files stored on your device. Some support essential website functions, while others may support preferences, usage measurement or additional features.

Where applicable law requires consent for non-essential cookies or similar technologies, we will seek that consent before using them.

You can manage or delete cookies through your browser settings. Disabling certain cookies may affect website functionality. Where website-based cookie controls are available, you may also use those controls to manage your preferences.

10. Information Security

We use reasonable technical and organisational measures appropriate to the nature of the personal information and the risks involved, intended to protect it against unauthorised access, disclosure, alteration or loss.

Access is limited according to business needs and the responsibilities of authorised individuals. Where we work within client-controlled systems, we follow the agreed access arrangements and client instructions.

No website, electronic transmission or storage system can be guaranteed to be completely secure. Please contact us if you believe that personal information shared with Orbis may have been compromised.

11. Retention of Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of:

• The nature and duration of the relevant enquiry or engagement.
• Applicable legal and regulatory obligations.
• Accounting and business record-keeping requirements.
• The resolution of complaints or disputes.
• The establishment, exercise or defence of legal claims.

Retention periods may differ by information category and engagement. When information is no longer required, we will take appropriate steps to securely delete or anonymise it, subject to applicable requirements.

Where we process information on behalf of a client, retention, return and deletion are also governed by the agreed engagement terms and client instructions.

12. Your Rights and Choices

Depending on applicable law and the circumstances, you may have rights to:

• Request access to your personal information.
• Request correction of inaccurate or incomplete information.
• Request deletion or restriction of processing.
• Object to certain processing, including direct marketing.
• Withdraw consent where processing relies on consent.
• Request a portable copy of information where that right applies.
• Raise a grievance or complaint with us or a competent authority.

These rights are not absolute and may be subject to legal conditions or exceptions. The rights available to you may differ according to the applicable jurisdiction.

To make a request, contact reachus@orbiscorpsol.com. We may need proportionate information to verify your identity and understand your request. We will respond within the period required by applicable law.

Where your request concerns information that we process on behalf of a client, we may need to refer the request to that client or assist them in responding.

13. Third-Party Websites

Our website may contain links to third-party websites or platforms. Their handling of personal information is governed by their own privacy notices, not this Statement.

Please review the relevant privacy notice before providing personal information to a third party.

14. Changes to This Privacy Statement

We may update this Privacy Statement to reflect changes in our practices, website or applicable requirements.

The current version will be published on this page with an updated date. Where required, we will provide additional notice of material changes.

15. Contact Us

For questions about this Privacy Statement, concerns about our handling of personal information, or requests to exercise your applicable privacy rights, please contact:

• Orbis Corporate Solutions Private Limited
• 308, International Finance Center, Vesu, Surat 395007, India
• Email: reachus@orbiscorpsol.com
• Telephone: +91 9023816799

Please describe the nature of your enquiry or request. Do not include sensitive identification, financial or tax documents in your initial communication.