Privacy Policy

Effective Date: May 2026

1. Introduction

This Privacy Policy describes how DMSJoy (operated by Xillentech Software Private Limited) collects, uses, stores, and protects personal data of individuals who interact with our website at dmsjoy.com, who request a demo or contact us, or who use our Dealer Management System product (the "Service").

We act as a Data Controller for personal data we collect directly and as a Data Processor for personal data processed on behalf of our customers. This policy is written to comply with GDPR, CCPA/CPRA, DPDP Act 2023, and similar regimes.

2. Information We Collect

2.1 Website visitors

When you visit dmsjoy.com, we collect basic technical information through analytics cookies — including IP address, browser type, device type, pages viewed, and referring URL.

2.2 Demo requests and marketing forms

When you submit our demo request form, we collect: full name, company / OEM name, email address, country / region (optional), number of dealerships, vehicle types of interest, and any free-text message.

2.3 Product users

When OEM and dealership staff use the DMSJoy product, the platform processes vehicle records, customer records, service histories, warranty claims, financial transactions, and operational telemetry. This data is owned by the OEM or dealer customer; we process it as their Data Processor under a Data Processing Agreement.

3. How We Use Information

To respond to demo requests, sales enquiries, and support requests
To provide, maintain, and improve the Service
To communicate product updates, security notices, and material changes to this policy
To analyse aggregate website usage for product and marketing improvements
To meet legal, regulatory, and contractual obligations
To detect and prevent fraud, abuse, or unauthorised access

We do not sell, rent, or trade your personal data.

4. Legal Bases for Processing (GDPR / UK GDPR)

Consent — for analytics cookies, marketing communications, and optional form fields.
Contract — to deliver the Service to customers under a signed Order Form.
Legitimate interests — to operate the website, prevent fraud, and improve the product.
Legal obligation — to comply with applicable law.

5. Data Storage, Residency, and Security

DMSJoy supports configurable regional data residency. All data is encrypted at rest using AES-256 and in transit using TLS 1.3. We are pursuing ISO 27001 and SOC 2 Type II certification.

6. Your Rights

Right to access — obtain a copy of the personal data we hold about you
Right to correction / rectification — correct inaccurate or outdated data
Right to erasure / "right to be forgotten" — request deletion of personal data we hold
Right to restrict processing — limit how we process your data
Right to data portability — receive your data in a structured, machine-readable format
Right to object — to processing based on legitimate interests
Right to withdraw consent — at any time where processing is based on consent
Right to opt out of "sale" or "sharing" of personal information (CCPA / CPRA)
Right to grievance redressal through our designated officer (DPDP Act)

To exercise any of these rights, email us at hello@dmsjoy.com.

7. Breach Notification

In the event of a personal data breach, we will notify the relevant supervisory authority and affected individuals within the timelines prescribed by the applicable regulation — typically 72 hours under GDPR / DPDP Act.

8. Cookies

dmsjoy.com uses Google Analytics 4 for aggregate site usage analytics. These cookies do not personally identify you. We do not use advertising or third-party tracking cookies.

9. Third-Party Services

Google Analytics — for aggregate website usage analytics
Cloud hosting providers — for product hosting in your selected region
Email service providers — for transactional and marketing email delivery

10. Data Retention

We retain demo request data for 24 months after the last meaningful interaction. Website analytics data is retained for 14 months. Product data is retained for the duration of your customer agreement and for 90 days after termination.

11. Contact

Email: hello@dmsjoy.com

If you are not satisfied with our response, you may file a complaint with the supervisory authority in your jurisdiction.

12. Effective Date

This policy is effective from May 2026.