Privacy Policy
Effective Date: 18th Dec, 2018
Last Updated: 21st Sept, 2026
Sysop Solutions ("Sysop Solutions," "we," "us," or "our") operates the website https://sysophost.com (the "Site") and provides web hosting, cloud, VPS, dedicated server, domain registration, email hosting, SSL, and related infrastructure services (collectively, the "Services"). Protecting your personal data is a priority for us, and this Privacy Policy explains, in detail, what information we collect, why we collect it, how we use and share it, how long we keep it, and what rights you have over it.
By visiting the Site, creating an account, or using any Service, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with it, please discontinue use of the Site and Services. This Policy forms an integral part of our [Terms of Service].
1. Who We Are
Data Controller:
- Business name: Sysop Solutions
- Website: https://sysophost.com
- Email: [email protected]
- Registered address: 116 - Guru Nanak Marg, Opp. Govt. College, Ambala Cantt - 133001, Haryana, INDIA
- Grievance Officer (India, DPDP Act 2023): [email protected]
2. Information We Collect
2.1 Account & Contract Data
When you sign up for any Service, we ask for information necessary both for your convenience and for legal reasons, including: full name, company name, billing/postal address, phone number, email address, and (for business customers) tax/GST identification numbers. This contractual data is retained for the duration of our business relationship because it is necessary to fulfil the contract, and — where you terminate the contract — may be retained longer if unresolved claims, disputes, or statutory retention obligations apply.
2.2 Payment Information
Billing details are processed through third-party payment processors (e.g., Razorpay, Stripe, PayPal, or similar). We do not store complete card numbers on our own servers. Card/bank verification and fraud-screening data may be retained by our payment processor per their own policies.
2.3 Domain Registration (WHOIS) Data
If you register, renew, or transfer a domain through us, we collect registrant, administrative, and technical contact details (name, address, email, phone). Where required by ICANN or the relevant registry, this information is submitted to the registry and may be publicly accessible via WHOIS lookups, unless WHOIS privacy protection is available and purchased for that TLD. Solicitations you receive as a result of public WHOIS lookups do not originate from us and we are not responsible for third parties' use of that public data.
2.4 Support Communications
When you contact support via ticket, live chat, phone, or email, we collect the content of your communications and any attachments, along with technical details you provide (operating system, browser, error logs) needed to diagnose the issue.
Chat records: We retain chat transcripts for up to 180 days for quality assurance and support-improvement purposes. If a chat results in a sale or contract, the sales-relevant portion of that conversation is retained for the duration of the contractual relationship (and, for compliance purposes, may be retained afterward per Section 7), while the general quality-assurance portion is deleted after the retention window above.
Phone/voice records: If you contact us by phone, we may record a short voice confirmation summarizing key details of your order as evidence of contract formation or consent. With your additional consent, we may record the full call to improve service quality. Order-related voice recordings are deleted within 2 years; quality-assurance recordings are deleted at your request or within 90 days, whichever is earlier.
2.5 Hosted Content
Files, databases, source code, emails, and other content you upload to hosting accounts, VPS, or dedicated servers we provide ("Customer Content"). We do not access, monitor, or disclose the contents of your private communications or hosted content except: (a) as required by law or legal process; (b) to enforce our Terms of Service; (c) to respond to a credible third-party claim that your content infringes their rights or violates the law; or (d) to protect our rights, property, or the security of our network.
2.6 Automatically Collected / Log Data
We automatically collect IP address, browser type, ISP, referring/exit pages, operating system, date/time stamps, and clickstream data via standard web server logs and analytics tools (e.g., Google Analytics). This data is used in aggregate to analyze traffic trends, administer the Site, and improve user experience. Where necessary to prevent abuse — for example, identifying users who violate our Terms of Service — we may associate IP addresses with account/identity data.
2.7 Fraud Prevention & Device Data
When you place an order, we run automated checks to detect misuse or attempted fraud. This may include your IP address, timing of visits/orders, and device-fingerprinting signals such as language/country settings, browser specifications, screen details, installed plugins, and software versions.
2.8 Cookies and Similar Technologies
See Section 8 below.
2.9 Job Applications
If you apply for a position via our careers page or by any other means, we collect your contact details, CV, and any information you submit in your application ("Applicant Information"). This is used solely for recruitment purposes — evaluating applications, making hiring decisions, and contacting you about your application or future openings. We may retain Applicant Information for up to 1 year after a position is filled or closed, so we can consider you for other roles. Contact us to access, correct, or request deletion of your Applicant Information.
2.10 Surveys
We may invite you to participate in voluntary surveys to understand customer needs and improve our Services. Survey responses are used only for internal product/service improvement and are never sold to third parties.
3. General Data Processing Principles
We handle all personal data according to the following principles:
1. Lawfulness, fairness, and transparency — data is processed honestly and openly.
2. Purpose limitation — data is collected only for specified, legitimate purposes.
3. Data minimization — we collect only what is adequate, relevant, and necessary.
4. Accuracy — data is kept accurate and up to date where necessary.
5. Storage limitation — data is kept only as long as necessary for its purpose (see Section 7).
6. Integrity and confidentiality — appropriate technical and organizational security measures protect against unauthorized processing, loss, or damage.
7. Confidentiality of access — all information stored on our systems is treated as confidential and accessible only to qualified, authorized personnel.
4. How We Use Your Information
We use your information to:
1. Provide, operate, secure, and improve the Services — provisioning hosting, domains, VPS, email, and SSL.
2. Identify and authenticate users for account access, service usage, and domain registration.
3. Process payments, invoices, renewals, refunds, and taxes.
4. Send essential billing and service messages — maintenance notices, support responses, payment reminders, abuse complaints related to your account, and material service changes. Because these communications are essential to the Service relationship, there is no opt-out for them while you remain a customer, other than closing your account.
5. Send optional marketing communications, newsletters, and renewal/expiration reminders, based on your consent and preferences, which you may withdraw at any time (Section 10).
6. Verify your identity and detect/prevent fraud, spam, abuse, and security incidents.
7. Generate aggregated, anonymized statistics for market research, product development, and understanding usage patterns — this aggregate data never identifies you personally.
8. Personalize marketing based on your interactions with our Site and Services, where you have consented to this.
9. Comply with legal obligations, respond to lawful requests from authorities, resolve disputes, and enforce our agreements.
10. Improve website design and the overall customer experience.
5. Legal Basis for Processing (EEA/UK Users)
Where the GDPR applies, we rely on:
- Contractual necessity — to deliver the Services you purchased.
- Legitimate interests — for fraud prevention, network security, service quality (e.g., chat QA), and direct marketing to existing customers.
- Consent — for optional cookies, marketing communications, full call recording, and similar activities — withdrawable at any time.
- Legal obligation — for tax, accounting, WHOIS, and regulatory compliance.
6. How We Share Your Information
We do not sell your personal data. We may share it with:
- Service providers/processors — data-center and infrastructure partners, payment gateways, email delivery platforms, customer-support tools, and analytics providers, all contractually bound to protect your data and to use it solely to perform services on our behalf.
- Domain registries/registrars — as required by ICANN rules for WHOIS publication, and with third-party escrow providers where ICANN requires it.
- Legal/regulatory bodies — law enforcement, courts, or regulators, where required by law, subpoena, or legal process, or to protect our rights, users, or the public.
- Business transfers — in a merger, acquisition, financing, or asset sale, subject to confidentiality commitments and notice to affected users.
- With your consent — any other sharing is disclosed to you and requires your consent.
- Publicly, in aggregate — we may share non-identifying, aggregated usage statistics publicly or with partners (e.g., illustrating platform-wide trends).
We do not link aggregated, anonymized analytics data back to personally identifiable information.
7. Data Retention
- Active accounts: retained for as long as your account is active and for as long as necessary to provide the Services.
- Post-termination: hosted content (files, databases, email) is generally deleted within 10-15 days of account termination or non-renewal, after which it is not recoverable.
- Financial/contractual records: retained for the period required by applicable tax and accounting law (commonly up to 7–10 years in India; sales-conversation records tied to a contract may be kept up to 10 years).
- Chat QA records: up to 180 days (Section 2.4).
- Voice recordings: up to 2 years for order-related recordings; up to 90 days for quality-only recordings (Section 2.4).
- Job applications: up to 1 year after the role is closed (Section 2.9).
- Backups: may persist for a limited additional period per our backup retention schedule (see our Refund Policy / SLA for backup specifics).
8. Cookies and Tracking Technologies
8.1 What Cookies Are
Cookies are small text files your browser stores on your device when you visit our Site. They help us recognize your preferences, keep you logged in, and improve your browsing experience.
8.2 Types We Use
- First-party cookies — set and managed directly by us (e.g., session/login cookies, cart contents, language preference).
- Third-party cookies — set by analytics or advertising partners to analyze site usage or support remarketing, generally on an anonymized/aggregated basis.
- Essential cookies — required for core site functionality (navigation, secure areas, shopping cart). These cannot be disabled without impacting functionality.
- Analytics cookies — help us understand aggregate visitor behavior (e.g., Google Analytics).
- Marketing/advertising cookies — used, where enabled, for interest-based advertising and remarketing.
8.3 Tags, Pixels, and Scripts
We may also use tracking pixels (small, often invisible graphics used to confirm an action such as a completed purchase) and JavaScript-based tags for analytics and conversion tracking.
8.4 Managing Cookies
You can control or disable cookies through your browser settings. Where legally required, we will present a cookie consent banner before setting non-essential cookies, allowing you to accept or decline categories of cookies.
9. Your Privacy Rights
9.1 General Rights
Subject to applicable law, you may have the right to:
- Access the personal data we hold about you.
- Correct inaccurate or incomplete data (e.g., via your account dashboard).
- Delete your data ("right to be forgotten"), subject to legal retention obligations.
- Restrict or object to certain processing, including processing based on legitimate interest or for direct marketing.
- Port your data to yourself or another provider.
- Withdraw consent at any time where processing is consent-based.
- Lodge a complaint with your local data protection authority.
To exercise these rights, log into your account to update details directly, or contact us at [email protected]. We may take reasonable steps to verify your identity before fulfilling a request. When you object to processing based on legitimate interest, we will review your request in good faith; depending on the outcome, this may result in closure or deactivation of your account where the processing is essential to providing the Service.
9.2 EEA/UK Residents (GDPR)
In addition to the rights above, you may lodge a complaint with your national Data Protection Authority at any time.
9.3 California Residents (CCPA/CPRA)
You have the right to know what personal information is collected, to request deletion, to opt out of "sale" or "sharing" of personal information (we do not sell personal information), and to not be discriminated against for exercising these rights.
9.4 Indian Residents (DPDP Act, 2023)
We process personal data in accordance with India's Digital Personal Data Protection Act, 2023, and applicable IT Act rules. You may exercise rights of access, correction, and grievance redressal by contacting our Grievance Officer at [email protected]. We will acknowledge and address grievances within the timelines prescribed by law.
9.5 User Data Deletion Requests (Including Facebook Login)
If you have created an account or accessed our Site or Services using Facebook Login, you may request deletion of your account and associated personal data by contacting us using the details below.
How to request deletion
To submit a request, email [email protected] with the subject line “User Data Deletion Request.” Please include the email address associated with your account and any information reasonably necessary for us to identify and verify your account. Do not send your password or other sensitive authentication credentials.
What happens after you submit a request
We will review your request, take reasonable steps to verify your identity, and process eligible deletion requests in accordance with applicable data protection laws. We may contact you if additional information is required to verify your identity or clarify the scope of your request.
Where deletion is required and permitted by applicable law, we will delete or anonymize the relevant personal data. Certain information may need to be retained where necessary to comply with legal, tax, accounting, security, fraud-prevention, or other applicable obligations, or to establish, exercise, or defend legal claims. Any retained information will remain subject to applicable safeguards and retention requirements.
Facebook Login and disconnection
You may also remove SysopHost's access through your Facebook account settings. Removing that access does not, by itself, delete your SysopHost account or personal data already held by us. To request deletion of that information, please follow the procedure described above.
Contact
Sysop Solutions
Email: [email protected]
Website: https://sysophost.com
For general account or service assistance, you may also contact [email protected].
10. Marketing Communications, Newsletters & Renewal Reminders
- When creating an account, you may opt in or opt out of marketing offers and newsletters via email, SMS, WhatsApp, or phone, depending on the channel and your account preferences.
- You will always receive essential service and billing communications (Section 4.4) regardless of your marketing preferences.
- You can withdraw consent to marketing at any time by: (a) clicking "unsubscribe" in any marketing email; (b) adjusting your communication preferences in your account dashboard; or (c) emailing [email protected].
- By providing a phone number, you consent to receive service and (where opted in) marketing calls, SMS, or WhatsApp messages from us, which may be automated. Standard message/data rates may apply. Consent to marketing communications is never a condition of purchasing our Services.
11. Data Security
We maintain physical, electronic, and procedural safeguards designed to protect your personal information, including:
- HTTPS/TLS encryption across the majority of our Site and services.
- Firewalls, intrusion detection, and continuous security monitoring.
- Access controls limiting data access to authorized personnel only.
- Ongoing evaluation of new tools and practices to strengthen security.
No system can be guaranteed 100% secure. We recommend using strong, unique passwords for your account and exercising caution when sharing sensitive information, since unauthorized disclosure could cause significant harm.
If we become aware of a data breach affecting your personal information, we will notify you and the relevant authorities in accordance with applicable law.
12. International Data Transfers
Our infrastructure and service providers may be located outside your home country, including in the United States, the European Union, and India. Where personal data is transferred internationally, we rely on appropriate safeguards such as Standard Contractual Clauses (SCCs), adequacy decisions, or your explicit consent, as applicable, and we contractually require our processors to maintain equivalent protections regardless of location.
13. Children's Privacy
Our Services are not directed to, and are not available to, anyone under the age of 13 (or the higher age of digital consent in your jurisdiction, where applicable). We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected such data, we will delete it promptly. Parents or guardians who believe their child has provided us data should contact us immediately at [email protected].
14. Third-Party Links and Services
Our Site may link to third-party websites not owned or controlled by us. We are not responsible for their privacy practices and encourage you to review their privacy policies before providing any information. This Policy applies only to data collected on sysophost.com.
15. Sub-Processors and Data Processing Agreements
Where you process personal data of your own end users or customers through our hosting infrastructure, you remain the "data controller" for that data, and we act as a "data processor" on your behalf. On request, we can provide a Data Processing Agreement (including, where relevant, EU Standard Contractual Clauses for transfers outside the EU) governing our processing of such data. Absent a signed DPA, we do not take data-protection-specific measures with respect to third-party personal data you may store on our infrastructure, and you remain solely responsible for your own compliance obligations regarding that data.
16. Legal Disclaimer
We reserve the right to disclose personally identifiable information where required by law, or where we believe in good faith that disclosure is necessary to comply with a judicial proceeding, court order, or other legal process served on us, or to protect our rights and property.
17. Changes to This Privacy Policy
We may revise this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. Updates will be posted here with a revised "Last Updated" date. Material changes will be communicated via email or a prominent Site notice, where required by law. Continued use of the Services after changes take effect constitutes acceptance of the revised Policy. We will seek your consent before using your data for any new purpose not described in this Policy.
18. Contact Us
Sysop Solutions
Email: [email protected]
Grievance Officer: [email protected]
Address: Sysop Solutions, 116 - Guru Nanak Marg, Opp. Govt. College, Ambala Cantt - 133001, Haryana, INDIA