Privacy Policy

1. About Ponder Solutions

Ponder Solutions Pvt Ltd. is a technology consulting company based in Sri Lanka and provides database and related technology consulting services to customers in Sri Lanka and internationally.

Ponder Solutions Pvt Ltd.
105/14, Palagama
Polgasowita 10320
Sri Lanka

Email: Support@pondersl.com
Telephone: +94 77 345 7794

2. Information We Collect

We may collect information that you voluntarily provide to us through the Website or during communications with us.

Website enquiry information

When you submit an enquiry or consultation request, we may collect information such as:

• First and last name;
• Business or personal email address;
• Telephone number, where provided;
• The service or services you are interested in;
• Information about your project or requirements; and
• Other information you choose to include in your enquiry.

Please only provide information that is necessary for us to understand and respond to your request.

Communication information

If you contact us by email, telephone, WhatsApp, or another communication method, we may collect and retain information contained in those communications, including your contact details and information about your enquiry.

Customer and engagement information

If you become a customer, we may collect additional information necessary to establish and manage the consulting engagement.

The information collected may depend on the services being provided and may be governed by additional contractual, confidentiality, security, or data-processing arrangements.

3. Information You Should Not Submit Through Public Forms

Our public Website forms are not intended to collect highly sensitive or security-critical information.

Please do not submit:

• Passwords;
• Database credentials;
• API keys or access tokens;
• Private encryption keys;
• Production database dumps;
• Customer or end-user personal data;
• Payment-card information;
• Health information;
• Confidential business information;
• Sensitive security information; or
• Other information that should not be transmitted through a public website form.

If such information is required for a consulting engagement, we will discuss an appropriate secure method for transferring or providing access to that information.

4. How We Use Personal Information

We may use personal information to:

• Respond to enquiries;
• Contact you about services you have requested;
• Understand your requirements;
• Prepare proposals or statements of work;
• Establish and manage customer relationships;
• Provide consulting and technical services;
• Communicate about ongoing engagements;
• Provide customer support;
• Maintain business and customer records;
• Protect the security and integrity of our systems;
• Detect and prevent misuse, fraud, or unauthorized activity;
• Comply with legal and regulatory obligations; and
• Operate, maintain, and improve our Website and services.

We will not use personal information for purposes that are materially incompatible with the purposes described in this Privacy Policy without appropriate notice or another lawful basis where required.

5. Legal Basis for Processing

Where applicable privacy laws require us to identify a legal basis for processing personal information, the applicable basis may include:

• Your consent;
• Taking steps at your request before entering into a contract;
• Performing a contract with you;
• Our legitimate business interests;
• Compliance with legal obligations; or
• Another lawful basis available under applicable law.

The appropriate legal basis may depend on the nature of the information and the reason for processing it.

6. How We Store Information

Information submitted through our Website may be processed and stored on systems operated for Ponder Solutions, including our own server infrastructure and customer relationship management (“CRM”) systems.

We take reasonable technical and organizational measures intended to protect personal information against unauthorized access, alteration, disclosure, loss, or destruction.

However, no internet transmission, electronic storage system, or information-security measure can be guaranteed to be completely secure.

7. Website Enquiry Forms

Information submitted through Website forms is processed for the purpose of responding to and managing your enquiry.

The Website may use an authorized form-processing or delivery service where required to deliver enquiries to Ponder Solutions.

The specific systems used to process Website enquiries may change as our infrastructure and business processes develop.

We will take reasonable steps to ensure that service providers handling personal information on our behalf are subject to appropriate contractual, security, or confidentiality requirements where required by applicable law.

8. CRM and Business Systems

We may store contact and enquiry information in our CRM and other business systems in order to manage enquiries, customer relationships, proposals, projects, and communications.

Access to these systems is restricted to authorized persons who require access for legitimate business purposes.

9. Customer System Access

In some consulting engagements, Ponder Solutions may require authorized access to a customer's databases, applications, infrastructure, cloud environments, or other systems.

Such access is not automatically obtained through the Website.

Where system access is required, it will be arranged separately with the customer and may be subject to:

• Customer authorization;
• Confidentiality agreements;
• Statements of work;
• Security requirements;
• Data-processing agreements;
• Access-control procedures; and
• Other contractual or technical safeguards.

Ponder Solutions will not knowingly access a customer's systems without appropriate authorization.

10. Sharing Personal Information

We do not sell your personal information.

We may disclose personal information where reasonably necessary to operate our business, provide services, or comply with legal obligations.

Depending on the circumstances, information may be shared with:

• Authorized Ponder Solutions personnel;
• Service providers supporting our website, hosting, CRM, communications, or business operations;
• Professional advisers where necessary;
• Government authorities or law-enforcement bodies where legally required; or
• Other parties where you have instructed or authorized us to share the information.

We will seek to limit information shared with third parties to what is reasonably necessary for the relevant purpose.

11. International Data Transfers

Because Ponder Solutions serves customers internationally and may use technology and service providers located in different countries, personal information may be processed or stored outside the country in which you live.

Where applicable law requires safeguards for international transfers of personal information, we will seek to use appropriate safeguards and contractual arrangements.

12. Cookies and Similar Technologies

Our Website does not currently use advertising cookies or analytics/tracking cookies.

We may use technologies that are necessary for the Website to operate correctly, maintain security, or provide requested functionality.

We may update our use of cookies or similar technologies as the Website develops. If our use of cookies changes in a way that requires additional notice or consent under applicable law, we will update our cookie information and implement appropriate controls.

For additional information, please see our Cookie Policy.

13. Third-Party Websites and Services

The Website may contain links to third-party services, including email and WhatsApp.

When you follow a third-party link or communicate through a third-party service, your interaction may be governed by that third party's privacy policy and terms.

Ponder Solutions does not control the privacy practices of third-party websites or services.

14. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including responding to enquiries, managing customer relationships, providing services, maintaining appropriate business records, resolving disputes, and complying with legal obligations.

Retention periods may vary depending on:

• The nature of the information;
• Whether you become a customer;
• The nature and duration of the engagement;
• Legal or contractual requirements; and
• Legitimate business and security requirements.

We will periodically review information held by us and seek to delete or securely dispose of information that is no longer required, subject to applicable legal and contractual obligations.

15. Your Privacy Rights

Depending on where you live and which privacy laws apply to you, you may have rights relating to your personal information.

These may include the right to:

• Request access to personal information we hold about you;
• Request correction of inaccurate or incomplete information;
• Request deletion of personal information in appropriate circumstances;
• Request restriction of certain processing;
• Object to certain processing;
• Withdraw consent where processing is based on consent;
• Request information about how your personal information is processed; and
• Lodge a complaint with a relevant data-protection or privacy authority.

These rights are not absolute and may be subject to applicable legal limitations and exceptions.

16. How to Make a Privacy Request

To ask a question about your personal information or make a privacy-related request, contact:

Support@pondersl.com

Please provide enough information for us to understand your request and verify your identity where reasonably necessary.

We may request additional information to prevent unauthorized disclosure of personal information.

We will respond to valid requests within the period required by applicable law.

17. Children's Privacy

Our Website and services are intended primarily for businesses and professional users.

We do not knowingly seek to collect personal information from children through the Website.

If you believe that a child has provided personal information to us through the Website, please contact us so that we can assess and, where appropriate, delete the information.

18. Data Security

We use reasonable technical and organizational measures intended to protect personal information.

These measures may include access controls, authentication, system security measures, restricted administrative access, secure communications, and other safeguards appropriate to the nature of the information and our operations.

However, no security measure can guarantee absolute security.

If we become aware of a personal-data security incident affecting information for which we have legal notification obligations, we will take appropriate steps in accordance with applicable law.

19. Business and Legal Records

We may retain certain information where necessary to:

• Establish or defend legal claims;
• Meet accounting or tax requirements;
• Comply with applicable laws;
• Demonstrate compliance with contractual obligations;
• Prevent fraud or misuse; or
• Protect our legal rights and legitimate business interests.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, business practices, or applicable legal requirements.

When we make changes, we will update the “Last updated” date at the top of this policy.

Where required by law, we will provide additional notice or obtain consent for material changes.

21. Contact Us

If you have questions about this Privacy Policy, our privacy practices, or the handling of your personal information, please contact:

Ponder Solutions Pvt Ltd.
105/14, Palagama
Polgasowita 10320
Sri Lanka

Email: Support@pondersl.com
Telephone: +94 77 345 7794

You can also use the contact information provided on our Website.