Privacy Policy

Effective Date: 01.01.2025
Last Updated: 01.07.2024

At HELMS, we take your privacy and data protection seriously. This Privacy Policy explains how we collect, use and safeguard your personal data while ensuring compliance with data protection regulations, including the General Data Protection Regulation (GDPR), UK GDPR Rights, the United Kingdom Data Protection Act and the EU-US Data Privacy Framework.

By accessing HELMS (Holistic Education and Learning Management System) or using our services, you agree to the terms outlined in this Privacy Policy. If you do not agree with these terms, please discontinue using our platform.

1. Who We Are

HELMS is an Open-Source SaaS LMS developed by ISF Group, designed for multi-industry applications. The platform streamlines training, compliance and knowledge management through a customizable, secure and scalable solution.

Our services are hosted on:
Primary LMS Platform: www.helms.in
Official Marketing & Information Website: www.helmsportal.com

For privacy concerns or data-related inquiries, you can contact us at:
Email: contact@helmsportal.com
Phone: +91 22 42951727 (India) / +65 92717602 (Singapore)

2. Information We Collect

We collect both non-personal and personal information to enhance user experience and comply with data protection and privacy regulations.

a. Non-Personal Information

When you visit our privacy policy page for website, we may collect:

1. Browser type and language preferences
2. Date and time of website visits
3. Website usage statistics (aggregated, non-identifiable data)

This helps us analyse trends and improve services.

b. Personal Information (PII Compliance)

We collect personally identifiable information (PII) when you:

1. Register an account on HELMS
2. Subscribe to newsletters or updates
3. Contact us for support or inquiries
4. Request a demo or trial

Information collected may include:

1. Name, Email, Contact Number
2. User Login Credentials (Privacy Login)
3. Company/Organization Name
4. IP Address (for logged-in users and security purposes)

All personal information compliance follows GDPR European Union (EU), UK GDPR Rights and US Privacy Laws.

3. Legal Basis for Processing Data (GDPR Compliance)

We process your personal data based on the following legal justifications:

1. Your Consent – When you voluntarily register, subscribe or contact us.
2. Legitimate Interests – To provide, secure and improve HELMS services.
3. Contractual Necessity – If you are a customer using paid HELMS services.
4. Legal Compliance – To meet GDPR, UK Data Protection Act and other data privacy regulations.

4. How We Use Your Data

We use your personal details for:

1. Providing Learning Management Services
2. Managing User Accounts & Security
3. Responding to Support Requests & Inquiries
4. Sending Updates, Newsletters & Service Notifications
5. Complying with Data Privacy Regulations (GDPR Compliance)

We never sell, rent or share personal data with third parties without user consent.

5. Children’s Privacy (COPPA & GDPR Compliance)

HELMS is not intended for use by children under 16 in the EU or under 13 in the US. We do not knowingly collect personal data from minors. If a minor’s data is found on our system, we will delete it immediately.

6. Cross-Border Data Transfers (India, EU, US, Singapore)

Your personal data may be transferred outside your country (e.g. from the European Economic Area (EEA) to India, Singapore or the US).

We comply with GDPR European Union standards, UK GDPR and the EU-US Data Privacy Framework to ensure secure intra-EU transmissions of data.

By using HELMS, you consent to such cross-border transfers as required for our service delivery.

7. Data Protection & Security Measures

We take data privacy compliance seriously and implement strict security measures to prevent unauthorized access, data breaches and personal data theft.

Security Measures Include:

1. Encrypted Data Storage & Secure Servers
2. Secure Login & Authentication (Privacy Login)
3. Regular Security Audits for Data Protection & Privacy

Users are responsible for maintaining privacy and data security by:

1. Keeping login credentials confidential
2. Avoiding unauthorized access to HELMS accounts

8. Data Breach Notification Policy

In the event of a personal data breach, HELMS will:

1. Assess the breach and contain the impact
2. Notify affected users & relevant authorities (if required by law)
3. Provide users with guidance on mitigating risks

9. Third-Party Data Processors & Integrations

We may integrate with third-party services (e.g. hosting, analytics, payment processors), ensuring data protection and privacy compliance.

We may share user data with trusted providers like:

1. Amazon Web Services (AWS) – Secure cloud hosting
2. Google Analytics – Website performance tracking
3. Stripe/PayPal – Secure payment processing

These providers adhere to GDPR, EU-US Data Privacy Framework and intra-EU data transfer laws.

10. Data Retention & Deletion Policy

We retain data only as long as necessary to provide services and comply with privacy law in the USA, GDPR compliance, and EU’s GDPR regulations.

1. Clients can request data deletion at any time by contacting us at contact@helmsportal.com.
2. In case of a personal data breach, we will notify affected users and relevant regulatory authorities as required under data protection regulations.

11. User Rights Under GDPR & Other Data Protection Laws

As per the General Data Protection Regulation (UK, EU) and other privacy laws, users have the Right to Privacy and can:

1. Access their personal data
2. Request corrections or deletions
3. Withdraw consent for data processing
4. Opt-out of marketing communications
5. Request data portability (transfer personal data to another service)

Requests for data protection and security-related concerns can be submitted via contact@helmsportal.com.

12. Use of Cookies & Tracking Technologies

HELMS uses cookies and tracking technologies to enhance your experience.

1. Cookies help in session tracking, authentication and analytics.
2. Users can disable cookies in browser settings, but some features may not function properly.

For more details, visit our Cookie Policy Page.

13. Governing Law & Dispute Resolution

This Privacy Policy is governed by the laws of [India/Singapore/UK/EU, etc.].

Any disputes will first be resolved through mediation/arbitration before legal proceedings.

Class-action lawsuits are not permitted.

14. Google AdWords & Remarketing

HELMS uses Google AdWords for remarketing, displaying relevant ads to previous visitors.

Users can opt-out of interest-based advertising via Google Ad Preferences.

15. Updates to Our Privacy Policy

We may update this Privacy Policy from time to time. Users will be notified via email or website notifications of significant changes.

Continuing to use HELMS after updates means you accept the revised Privacy Policy.

Contact Information

For privacy concerns, GDPR compliance requests or data protection regulations inquiries, please contact us:

• Email: contact@helmsportal.com
• Phone: +91 22 42951727 (India) / +65 92717602 (Singapore)

Website: www.helmsportal.com