Privacy Policy

1. Introduction

Beacon Filing (“we,” “us,” or “our”) is a professional services firm that assists foreign businesses, NRIs, and international entrepreneurs with company registration, regulatory compliance, and advisory services in India. We are committed to protecting the privacy and security of any personal information you provide to us.

This Privacy Policy describes how we collect, use, store, and disclose personal information when you visit our website at beaconfiling.com, communicate with us through contact forms, email, WhatsApp, or telephone, or engage our professional services. By using our website or services, you consent to the practices described in this policy.

2. Information We Collect

2.1 Information You Provide Directly

When you contact us or engage our services, we may collect the following categories of personal data:

• Identity information: Full name, nationality, date of birth, PAN number, passport details, and Aadhaar number (where applicable under Indian law).
• Contact information: Email address, phone number, WhatsApp number, postal address, and country of residence.
• Business information: Company name, business structure, jurisdiction of incorporation, director and shareholder details, and business activity descriptions.
• Financial information: Bank account details, investment amounts, capital contribution details, and billing information required for service delivery and statutory filings.
• Communication records: Messages, emails, WhatsApp conversations, and any documents you share with us in connection with our services.

2.2 Information Collected Automatically

When you visit our website, we automatically collect certain technical information through cookies and similar technologies:

• Device and browser data: IP address, browser type and version, operating system, device type, and screen resolution.
• Usage data: Pages viewed, time spent on pages, referral URLs, click patterns, and navigation paths.
• Analytics data: We use Google Analytics and similar tools to understand how visitors interact with our website and to improve our content and services.

3. How We Use Your Information

We process your personal information for the following purposes:

• Service delivery: To process company registrations, file statutory documents with the Ministry of Corporate Affairs (MCA), Reserve Bank of India (RBI), and other regulatory bodies on your behalf.
• Regulatory compliance: To comply with FEMA regulations, RBI reporting requirements, GST filings, income tax filings, and other statutory obligations applicable to your business.
• Communication: To respond to your inquiries via contact forms, email, WhatsApp, or telephone, and to provide updates on the progress of your engagements.
• Client relationship management: To manage our ongoing professional relationship, send service reminders for annual compliance deadlines, and provide advisory updates relevant to your business in India.
• Website improvement: To analyse website traffic, optimise user experience, and improve the content and functionality of our website.
• Legal obligations: To comply with applicable Indian laws, respond to lawful requests from government authorities, and protect our legal rights.

4. Legal Basis for Processing

We process your personal data on the following legal grounds:

• Contractual necessity: Processing is necessary to perform our services under the engagement agreement you enter into with us.
• Legal obligation: Processing is required to comply with Indian laws, including the Companies Act 2013, FEMA 1999, Income Tax Act 1961, and applicable rules and regulations.
• Legitimate interest: Processing is necessary for our legitimate business interests, such as improving our services, maintaining security, and communicating with prospective clients.
• Consent: Where required by law, we obtain your explicit consent before processing your personal data, particularly for marketing communications and non-essential cookies.

5. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience:

• Essential cookies: Required for the website to function properly, including session management and security features. These cannot be disabled.
• Analytics cookies: Used to collect anonymised data about how visitors use our website, including Google Analytics. This data helps us understand which pages are most useful and identify areas for improvement.
• Functional cookies: Remember your preferences, such as language settings or previously viewed pages, to provide a more personalised experience.

You can manage your cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of our website. We do not use cookies for advertising or cross-site tracking purposes.

6. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties. We may share your data only in the following circumstances:

• Regulatory authorities: We submit required information to the Ministry of Corporate Affairs, Registrar of Companies, Reserve Bank of India, Income Tax Department, GST Network, and other government bodies as part of statutory filings made on your behalf.
• Professional partners: We may share relevant information with chartered accountants, company secretaries, legal counsel, and other professionals who assist in delivering our services, subject to confidentiality obligations.
• Technology providers: We use third-party service providers for website hosting, analytics, email delivery, and customer relationship management. These providers process data only on our instructions and are bound by data protection agreements.
• Legal requirements: We may disclose your information if required by law, court order, or government regulation, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction:

• All data transmitted through our website is encrypted using 256-bit SSL/TLS encryption.
• Access to personal data is restricted to authorised personnel on a need-to-know basis.
• Client documents and sensitive information are stored in secure, access-controlled systems.
• We conduct periodic reviews of our data collection, storage, and processing practices.
• Our team members are bound by strict confidentiality obligations.

While we take all reasonable precautions, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.

8. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes for which it was collected, including:

• Active engagements: For the duration of our professional relationship and the provision of ongoing compliance services.
• Statutory requirements: Indian law requires certain business records to be maintained for a minimum of eight years after the relevant financial year. Company incorporation documents must be retained for the lifetime of the entity.
• Inquiries and communications: Contact form submissions and general inquiries are retained for up to two years, unless they result in an engagement.
• Website analytics data: Anonymised analytics data is retained for up to 26 months.

When data is no longer required, we securely delete or anonymise it in accordance with our data retention policies.

9. Your Rights

Subject to applicable Indian law, including the Digital Personal Data Protection Act 2023, you have the following rights regarding your personal data:

• Right to access: You may request a summary of the personal data we hold about you and how it is being processed.
• Right to correction: You may request that we correct any inaccurate or incomplete personal data.
• Right to erasure: You may request deletion of your personal data, subject to our legal obligations to retain certain records for statutory compliance.
• Right to withdraw consent: Where processing is based on your consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.
• Right to grievance redressal: You have the right to register a complaint with us or with the relevant Data Protection Board established under the DPDP Act 2023.

To exercise any of these rights, please contact us using the details provided in Section 12 below. We will respond to your request within 30 days.

10. International Data Transfers

Given the nature of our services, we work with clients across multiple jurisdictions. Your personal data may be processed and stored in India, where our operations are based. If you are accessing our website or services from outside India, please be aware that your data will be transferred to and processed in India in accordance with Indian data protection laws.

Where we transfer data outside India, we ensure that appropriate safeguards are in place consistent with the requirements of the Digital Personal Data Protection Act 2023 and any rules or regulations issued thereunder.

11. Third-Party Links

Our website may contain links to third-party websites, including government portals (such as the MCA portal, RBI website, and Income Tax e-filing portal), payment gateways, and other external resources. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review their privacy policies before submitting any personal information.

12. Contact Us

If you have questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how your personal information is handled, please contact us:

• Email: hello@beaconfiling.com
• Phone: +91 874 501 3644
• Address: 336, Sector 16B, Dwarka, New Delhi 110078, India

We aim to resolve all privacy-related inquiries promptly and will respond to your request within 30 days of receipt.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable laws. When we make material changes, we will update the “Last Updated” date at the top of this page. We encourage you to review this policy periodically to stay informed about how we protect your information.

Your continued use of our website and services after any changes to this Privacy Policy constitutes your acceptance of those changes.