Privacy policy

Who we are

bebonium is an online survey service for organisations, run from Chennai, Tamil Nadu, India, at bebonium.com. In this policy, “bebonium”, “we” and “us” mean the business that runs it. You can reach us at support@bebonium.com or through our contact page.

This policy covers our website, the bebonium app and the survey pages people answer. It explains how we handle personal data under Indian law, including the Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000.

Your organisation's role and ours

When an organisation uses bebonium, it decides whom to survey, what to ask and what to do with the answers. For that data — the people it adds and their responses — the organisation is responsible (under Indian law it is the data fiduciary), and bebonium processes the data on its behalf, only to provide the service.

If you were invited to answer a survey, the organisation that invited you is the one to contact about your data. If you write to us instead, we will pass your request to that organisation and help it respond.

For the data we collect for our own purposes — bebonium user accounts, payments, support requests, enquiries and our website — bebonium is responsible.

What we collect

Accounts: when an organisation signs up we collect its name and country, and the name, work email and password of the person signing up. Sign-up starts with a code we email to confirm the address; an unfinished sign-up is deleted a day after its code expires. Teammates added later give us their name and email. Passwords are stored only as Argon2id hashes, never in plain text. We record sign-ins, and whether each person signed in with a password, Google or Microsoft, in an activity log that the organisation's admins can see.

Signing in with Google or Microsoft: if you choose to, Google or Microsoft tells us your name, your email address, whether they have verified it, and an ID for your account with them. We keep that ID to recognise you next time. We never receive your Google or Microsoft password, and we ask for nothing else — not your contacts, files, calendar or mailbox.

Joining your company's organisation: when an organisation claims its email domain, people who sign up with an address on that domain can ask to join it. The organisation's admins see each request — the person's name, email address and how they signed up — and decide it; we email the person the answer. The password chosen while a request waits is stored only as an Argon2id hash and is deleted unless the request is approved. A request expires after 14 days, and an address an admin declined can't ask again for 30 days.

People an organisation surveys: the name, email address and/or phone number the organisation adds or imports, an optional ID of its own, and any fields it defines, such as department. We record whether each invitation was sent and whether the person responded — never when. Our email provider tells us whether an invitation email was delivered, bounced or opened; we don't track link clicks.

People from an HR system: if an organisation connects its HR system, bebonium reads the employee details its audience needs — names, employee IDs, work email and phone, employment status, dates and fields such as department — when someone in the organisation presses “Sync now”. We never bring in salary or pay, bank details, national ID or passport numbers, birth dates, home addresses, gender, marital status, nationality, religion or photos. The details fetched wait for the organisation to review them and are erased once it confirms, discards or leaves them. The credentials it gives us for its HR system are stored encrypted.

Survey responses: the answers people give, including any text they type, and how long each question took. Respondents never enter their name or email to answer a survey, and we never record which language someone answered in.

Payments: payments are made on Razorpay's secure payment page — we never see or store card, UPI or bank details. We keep Razorpay's payment reference, the type of payment method (for example “card” or “UPI”), the amount, the receipt and who in the organisation paid. We give Razorpay the payer's name and email address so it can process the payment.

Support and enquiries: what you write to us — through the app, by email or with our contact form — and your contact details. A support request sent from the app also includes your browser type, role and plan, so we can help. The contact form also records the language of the page and the version of this policy shown next to the form.

Technical data: our web server records IP addresses in its access logs, and we use IP addresses briefly to limit repeated requests. We use them only to keep the service secure and working, and never link them to survey responses. We keep error reports from browsers without any user, organisation, IP address or page address. We count page visits on our website and in the app without cookies, and without storing IP addresses or user IDs.

Confidential and anonymous surveys

Every survey is either confidential or anonymous. The organisation chooses before the survey is published, and the survey page tells respondents which one it is.

Confidential: a response given through a personal link is linked to that person inside bebonium, so the organisation can see who has responded and compare groups. Nobody in the organisation sees individual answers with a name, and results are shown only for groups at least as large as the organisation's minimum group size (3 people unless it sets a larger number).

Anonymous: nothing links a response to a person — not even in our database — and the time of a response is stored to the day only.

How we use personal data

We use personal data to run bebonium: to sign people in, send invitations, reminders, sign-in codes, receipts and other service emails, show results to the organisation, take payments, answer support requests and enquiries, keep the service secure and prevent abuse, and meet our legal obligations.

We use account data because it is needed to provide the service the organisation signed up for. The organisation is responsible for having a lawful basis — such as the person's consent — before it adds people to bebonium or sends them a survey.

To improve bebonium we look only at counts — for example, how many organisations use a page — never at an individual's activity.

We don't sell personal data, we don't show advertising, and we don't share personal data with anyone for their own marketing.

Who we share it with

We share personal data only with the service providers we need to run bebonium, and only what each of them needs: ZeptoMail and Zoho Mail (Zoho Corporation, India data centre), to send the emails bebonium sends and to receive mail sent to our support address; Razorpay, to process payments; and the provider that hosts the server bebonium runs on.

If you choose to sign in with Google or Microsoft, they confirm who you are to us; we send them nothing about you. If an organisation connects its HR system, we sign in to that system with the organisation's credentials to read its employees. For some HR systems (Rippling, Gusto and ADP Workforce Now), where we offer them, the connection runs through Merge (merge.dev), which passes the employee details to us.

If an organisation connects a webhook, bebonium sends a summary of its survey results to the address the organisation chose. Webhooks never include a single response, a comment or anything about who answered.

We disclose personal data when the law requires it — for example to comply with a court order or a lawful request from a government authority — or when it is needed to protect people's safety or our rights. If bebonium is ever transferred to a new owner, personal data would move with it under this policy, and we would tell organisations first.

We will update this policy before we start using another provider that handles personal data.

Cookies and browser storage

Our website sets no cookies and uses no third-party analytics, trackers or advertising code.

The bebonium app uses one cookie, which it needs to keep you signed in. It holds a session token that the page's scripts can't read, and it expires after 14 days without use (and at most 30 days after you sign in, or 24 hours when you signed in with Google or Microsoft). While you sign in or sign up with Google or Microsoft, two more cookies of the same kind hold that step's security check, for up to 10 minutes, and your unfinished sign-up, for up to 15 minutes. Your browser also remembers the app language you chose.

Survey pages set no cookies. They keep the survey link in the open browser tab only, until you close it.

How long we keep data

An organisation's data — its accounts, people, surveys and responses — is kept for as long as the organisation uses bebonium, including on the free plan. When an organisation deletes a survey or a person, they are removed from the app straight away and erased from our systems when the organisation's data is deleted.

When an organisation closes its account, we delete all of its data 30 days later, unless it changes its mind before then. We keep only its name, its dates and its payment and refund records, which we need for our accounts and to meet the law.

Some records are kept for fixed periods: the log of emails we sent, 90 days; in-app notifications, 90 days; application logs, 7 days; browser error reports, 30 days after the error was last seen; downloaded data exports, 7 days; webhook delivery records, 30 days; unfinished sign-ups, a day after their code expires; join requests, until an admin decides or 14 days pass; people waiting to be reviewed in an import from a spreadsheet or an HR system, until the import is confirmed, discarded or expires.

We keep support requests and enquiries for as long as we need them to help you and for our records. You can ask us to delete them at any time.

How we protect data

All traffic to bebonium is encrypted (HTTPS). Sign-in takes a password and a 6-digit code sent to your email, or your Google or Microsoft account, and repeated failures lock the account. Each organisation's data is kept separate from every other organisation's.

Our own team can't see an organisation's people or responses, with two exceptions: bebonium's owner can download an organisation's data export, and every download appears in that organisation's activity log; and our email log shows whom each email went to, masked for everyone on our team except bebonium's owner. Our team works on an organisation's surveys only inside a support window that the organisation opens, and every action is logged.

No system is perfectly secure. If a breach affects personal data, we will inform the affected organisations and people, and the Data Protection Board of India, as the law requires.

Your rights

Under Indian law you can ask us for a summary of your personal data and how we have used it; ask us to correct, complete, update or erase it; withdraw consent wherever we rely on it (this doesn't affect anything done before); and nominate someone to exercise these rights for you if you die or can't act yourself.

To use these rights, write to us at support@bebonium.com. We will reply within 30 days. If your data is in a survey run by an organisation, please contact that organisation first; if you write to us, we will pass your request on.

An organisation's admins can download all of the organisation's data from the app at any time.

Children

bebonium is a service for organisations and isn't meant for children: you must be at least 18 to have a bebonium account. An organisation that surveys anyone under 18 must first get verifiable consent from a parent or legal guardian, as Indian law requires, and must not use bebonium to track or monitor them.

Health and other sensitive information

bebonium is not a medical records system. If an organisation asks about health or other sensitive matters in a survey, it is responsible for having the right basis — including written consent where the law requires it — and for asking only what it needs. For sensitive topics we recommend anonymous surveys.

Changes to this policy

We will publish any change on this page with a new date. If a change significantly affects how we use personal data, we will tell organisation admins by email or in the app before it takes effect.

Contact and grievances

For questions or complaints about personal data, write to our Grievance Officer at support@bebonium.com (bebonium, Chennai, Tamil Nadu, India). We acknowledge every complaint within 2 working days and resolve it within 30 days.

If you're not satisfied with our response, you can complain to the Data Protection Board of India.