Effective Date: [●]

Purpose of this Notice

This Privacy Notice explains how Kadac.ai ("we", "us", "our") collects, uses, shares, and protects personal data of vendors, suppliers, service providers, and their authorized representatives ("Vendors").

Personal Data We Collect

We may collect and process the following categories of personal data:

• Identification Details: Name, designation, signature
• Contact Information: Email address, phone number, business address
• Business & Compliance Data: PAN, GSTIN, MSME status, bank account details
• Portal & System Data: Login credentials, audit logs, IP address
• Communication Records: Emails, portal messages, clarifications, approvals

Purpose of Processing

We process vendor personal data for the following purposes:

• Vendor onboarding and verification
• Contract management and compliance checks
• Invoice processing, payment execution, and reconciliation
• Regulatory, tax, and statutory compliance
• Audit, risk management, and fraud prevention
• Communication and support related to vendor services

Legal Basis for Processing

We process personal data based on one or more of the following lawful grounds:

• Consent provided by the Vendor
• Contractual necessity to perform vendor agreements
• Legal obligation under applicable laws (e.g., tax, accounting, audit)
• Legitimate business interests, where permitted by law

Data Sharing & Disclosure

We may share personal data with:

• Internal teams (Finance, Procurement, Compliance, IT)
• ERP systems (e.g., SAP), automation tools, and analytics platforms
• Authorized service providers (IT, cloud hosting, audit firms)
• Government or regulatory authorities, where legally required

We do not sell vendor personal data.

Data Retention

Vendor personal data is retained only for as long as necessary to:

• Fulfil contractual and business purposes
• Meet legal, regulatory, and audit requirements

Data is securely deleted or anonymized once retention obligations expire.

Data Security

We implement appropriate technical and organizational safeguards, including:

• Role-based access controls
• Encryption and secure storage
• Audit trails and activity logging
• Periodic security reviews

Vendor Rights

Subject to applicable laws, Vendors may have the right to:

• Access their personal data
• Request correction or updating of inaccurate data
• Withdraw consent (where processing is consent-based)
• Request deletion or restriction of processing
• Raise grievances or complaints

Requests can be submitted to the contact details below.

Cross-Border Data Transfers

Where personal data is transferred outside India or the EU, we ensure appropriate safeguards in accordance with applicable data protection laws.

Contact & Grievance Redressal

For questions, requests, or grievances related to this Privacy Notice or personal data processing, please contact:

Data Protection Officer / Grievance Officer
Name: [●]
Email: [●]
Address: [●]

Updates to this Notice

We may update this Privacy Notice from time to time. The latest version will always be available on the Vendor Portal.

Welcome to Kadac.ai ("we," "us," or "our"). These Terms of Use ("Terms") govern your use of our website, services, tools, and any content provided through Kadac.ai (collectively, the "Service").

By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, please do not use our Service.

1. Use of the Service

You agree to use the Service only for lawful purposes and in compliance with all applicable laws. You must not:

• Use the Service in any way that may damage, disable, or impair our website or interfere with any other user's access
• Attempt to gain unauthorized access to any part of the Service or its systems
• Use the Service for any fraudulent, harmful, or illegal activity

2. User Accounts (If Applicable)

Some features of Kadac.ai may require account registration. If you create an account:

• You must provide accurate, complete, and current information
• You are responsible for maintaining the confidentiality of your login credentials
• You are responsible for all activity that occurs under your account

We reserve the right to suspend or terminate accounts at our discretion, particularly in cases of misuse or violation of these Terms.

3. Intellectual Property

All content on Kadac.ai, including but not limited to text, graphics, logos, icons, software, and design, is the intellectual property of Wowizer.ai or its content suppliers and is protected by copyright, trademark, and other laws.

You may not reproduce, distribute, modify, or create derivative works without our prior written consent.

4. Third-Party Links and Services

Our website may contain links to third-party websites or services that we do not own or control.

We are not responsible for the content, policies, or practices of any third-party sites or services.

5. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, express or implied.

We do not guarantee that:

• The Service will be uninterrupted, secure, or error-free
• Any data, content, or material you obtain will be accurate or reliable
• Any errors will be corrected

Your use of the Service is at your own risk.

6. Limitation of Liability

To the fullest extent permitted by law, Kadac.ai and its affiliates, employees, agents, or partners shall not be liable for:

• Any indirect, incidental, special, consequential, or punitive damages
• Any loss of profits, revenue, data, or goodwill
• Any damages arising from your access to or use of the Service

This limitation applies regardless of the legal theory and even if we were advised of the possibility of such damages.

7. Indemnification

You agree to defend, indemnify, and hold harmless Kadac.ai and its affiliates from any claims, damages, liabilities, or expenses (including legal fees) arising out of:

• Your use of the Service
• Your violation of these Terms
• Your violation of any third-party rights

8. Termination

We reserve the right to terminate or suspend your access to the Service, without prior notice or liability, for any reason, including breach of these Terms.

9. Governing Law

These Terms shall be governed by and construed in accordance with the laws of Mumbai, India, without regard to its conflict of law principles.

10. Changes to These Terms

We may update these Terms at any time. Any changes will be posted on this page with an updated "Effective Date." Your continued use of the Service after changes means you accept the revised Terms.

11. Contact Us

If you have any questions or concerns about these Terms, please contact us at:

Email: info@kadac.ai
Website: https://kadac.ai

To ensure secure access to the Vendor Portal, all vendor users must comply with the following password requirements:

1. Password Creation Rules

• Minimum 8 characters
• Must contain at least:
  • One uppercase letter (A–Z)
  • One lowercase letter (a–z)
  • One numeric digit (0–9)
  • One special character (e.g., @ # $ % & * !)

2. Password Restrictions

• Password must not include:
  • Vendor name, user ID, email ID, or company name
  • Common or easily guessable passwords (e.g., password, welcome123, vendor@123)
• Password reuse is not allowed for the last 5 passwords

3. Password Validity

• Passwords must be changed every 90 days
• System will prompt users before password expiry

4. Login Attempt Controls

• Account will be temporarily locked after 5 unsuccessful login attempts
• Locked accounts can be unlocked:
  • Automatically after a cooling period (e.g., 30 minutes), or
  • By contacting the Vendor Portal Administrator

5. First Login & Reset

• On first login, vendors must change the system-generated password
• Password reset is permitted only through:
  • Registered email ID and OTP verification

6. Security & Storage

• Passwords are stored using industry-standard encryption and hashing
• Plain-text passwords are never stored or shared
• All access is logged for audit and compliance purposes

7. User Responsibility

• Vendors are responsible for maintaining password confidentiality
• Sharing of credentials is strictly prohibited
• Any suspected compromise must be reported immediately to the Company