How Scheme Villa collects, uses, discloses, and safeguards information.

1. Scope and application

Scheme Villa provides digital tools for scheme management, catalogue visibility, onboarding, orders, launches, support, payments-related workflows, and operational coordination across the stationery trade network.

In this policy, "Scheme Villa", "we", "our", and "us" refer to the Scheme Villa platform and related services. "You" and "your" refer to any individual, business, representative, or authorized operator that accesses or uses the website, application, or related services.

This page is intended to explain both how information is handled on the platform and the operating rules that apply when distributors, sales representatives, retailers, and administrators use Scheme Villa for schemes, catalogue operations, onboarding, payments, settlements, and order execution.

By accessing or using Scheme Villa, you acknowledge that your information may be processed in accordance with this policy and that your use of the platform remains subject to the operating rules, eligibility conditions, verification requirements, and compliance controls described herein.

2. Information we collect

Depending on how you use Scheme Villa, we may collect and process the following categories of information:

• Account and profile details such as your name, phone number, business name, role, distributor or company association, authentication data, and account verification details.
• Business and compliance information such as shop details, address information, GST, PAN, Aadhaar-linked verification results, KYC records, and documents submitted during onboarding, approval, or account review.
• Operational data such as schemes, products, launches, orders, approvals, retailer onboarding records, support requests, payout-related records, fulfilment records, and activity performed inside the app or administrative tools.
• Location information when you choose to pin a shop, verify a zone, or use map and territory features.
• Device and technical information such as IP address, device identifiers, app version, browser type, log data, crash or diagnostics information, and notification tokens.
• Transaction information such as payment status, order amount, payout references, and settlement-related information when payments or refunds are processed.
• Communication and support information such as chat content, ticket details, issue summaries, escalation notes, email interactions, and notification delivery history.
• Scheme participation and fulfilment information such as eligibility checks, quantity commitments, claimed benefits, uploaded proofs, approval actions, reversals, and distributor or administrator review history.

3. How we use information

We use the information we collect to operate, administer, secure, and improve Scheme Villa, including to:

• Create and manage accounts and profiles.
• Verify identity, business status, KYC details, and onboarding requests.
• Enable scheme publishing, catalogue access, ordering, approvals, launches, and support workflows.
• Provide notifications, transactional updates, support responses, and service communications.
• Process, verify, or reconcile payments, refunds, settlements, and payout-related workflows where applicable.
• Maintain security, prevent fraud or misuse, and investigate technical or operational issues.
• Analyze service performance, improve product features, and maintain records required for operations.
• Enforce scheme rules, order controls, role permissions, and platform policies.
• Review disputes, exceptions, audit trails, suspicious activity, policy violations, and legal compliance issues.

4. How information may be shared

We may disclose or share information only to the extent reasonably necessary to operate the service, including with:

• Distributors, sales representatives, retailers, and administrators involved in the relevant workflow.
• Service providers that help us operate the platform, such as hosting, notifications, geolocation, file storage, identity verification, messaging, analytics, and payment partners.
• Regulators, law enforcement, or government authorities when required by law or valid legal process.
• Professional advisers or counterparties as part of audits, dispute resolution, fraud review, or business operations, when reasonably necessary.

We do not sell personal information as part of the ordinary operation of Scheme Villa. We may, however, disclose information where reasonably required for platform functionality, contractual performance, fraud prevention, audit, dispute resolution, or legal compliance.

5. Website, app, and device permissions

When you use the website or mobile application, we may use technical logs, session data, cookies or similar browser storage, and device information to maintain security, keep you signed in, improve performance, and diagnose errors.

The mobile application may request access to features such as:

• Location, when required for shop pinning, retailer onboarding, zone detection, territory mapping, or related operational verification.
• Camera or file access, if document upload, KYC submission, or evidence capture is supported in a workflow.
• Notifications, to deliver order updates, approval alerts, support messages, launch notices, reminders, or security events.

Certain features may not function properly if required permissions are disabled, denied, or withdrawn. Permission-dependent features remain subject to the technical capabilities of the device and the applicable workflow enabled on the platform at the relevant time.

6. Payments and third-party services

Certain services inside Scheme Villa rely on third-party providers, including payment processors, mapping or geocoding providers, verification partners, messaging services, hosting providers, and push notification platforms.

When payments are processed through third-party providers, sensitive payment credentials are generally handled by those providers under their own systems, compliance frameworks, and contractual terms. We may receive status updates, payment references, settlement details, verification outcomes, and related operational records required to support the transaction lifecycle.

7. Role-based platform rules and responsibilities

Scheme Villa supports multiple business roles. Each role must use the platform lawfully, honestly, only for valid trade activity, and only within the authority assigned to that account.

Users are responsible for the accuracy, legality, and appropriateness of information they upload, submit, approve, or share through the platform. False submissions, impersonation, manipulated order activity, and misuse of customer or trade data may lead to account restrictions, order holds, manual review, suspension, or permanent termination of access.

8. Distributor rules and responsibilities

Distributors using Scheme Villa are expected, without limitation, to:

• Maintain accurate business, KYC, banking, catalogue, territory, and retailer association details.
• Publish only genuine schemes, offers, launches, catalogue items, and pricing information.
• Clearly define scheme validity dates, eligible products, order thresholds, stock conditions, benefits, exclusions, and fulfilment terms before making a scheme visible to reps or retailers.
• Review, approve, reject, hold, or close schemes and orders fairly and based on valid operational criteria.
• Avoid misleading claims, hidden conditions, fake catalogue listings, artificial stock signalling, or backdated modifications intended to disadvantage retailers or reps.
• Honour legitimate approved orders and scheme commitments subject to stock availability, compliance requirements, credit approval, fraud checks, or documented force-majeure or operational exceptions.
• Use retailer and sales rep information only for lawful business operations connected to the platform.

9. Sales representative rules and responsibilities

Sales representatives using Scheme Villa are expected, without limitation, to:

• Use only their own account and keep login credentials secure.
• Work within assigned distributors, companies, and territories where the platform requires it.
• Share only approved and current scheme information with retailers, and avoid making unauthorized price, stock, payout, or fulfilment promises outside documented platform terms.
• Submit retailer onboarding details, shop locations, scheme entries, and follow-up information truthfully, accurately, and without manipulation.
• Refrain from creating fake retailers, test orders in production, duplicate claims, fabricated activity, or misleading performance entries.
• Respect retailer privacy and use retailer contact details only for legitimate business communication tied to Scheme Villa workflows.

10. Retailer rules and responsibilities

Retailers using Scheme Villa are expected, without limitation, to:

• Provide accurate shop identity, KYC, address, contact, GST, PAN, and onboarding information.
• Place only genuine business orders intended for valid trade activity.
• Review scheme eligibility, order quantity requirements, payment terms, and benefit conditions before placing an order or claiming participation in a scheme.
• Avoid misuse such as duplicate claims, false dispute filings, chargeback abuse, falsified proofs, or intentional order placement without payment or fulfilment intent.
• Keep account access secure and notify relevant support channels if unauthorized activity is suspected.

11. Scheme creation, publication, and participation policy

All schemes published on Scheme Villa must be commercially genuine, internally reviewable, and reasonably clear to the users affected by them. Scheme entries should state, where applicable:

• The products, categories, or brands covered by the scheme.
• The scheme period, availability window, and any cut-off time.
• The qualifying quantity, amount, or order conditions.
• The benefit type, payout logic, discount basis, or reward structure.
• Any exclusions, territory restrictions, approval dependencies, or stock-linked limitations.
• Any documentation, proof, or verification required before a benefit is released or approved.

Scheme Villa may preserve an audit trail of scheme drafts, edits, approvals, rejections, closures, expiries, reversals, and claimant actions. Users must not exploit system loopholes to create overlapping, misleading, retroactively edited, deceptive, or operationally impossible schemes.

12. Orders, approvals, fulfilment, and cancellations

Orders submitted through Scheme Villa may remain subject to distributor review, stock availability, credit status, territory validity, KYC completion, fraud screening, pricing confirmation, document review, or other operational checks supported by the platform.

• Order placement does not, by itself, guarantee final acceptance where validation or review remains pending.
• Distributors may reject, suspend, or hold orders for documented business reasons such as stock, compliance, pricing, or credit issues.
• Retailers and sales representatives must not submit duplicate, speculative, or manipulative orders to block stock or distort demand.
• Any cancellation, reversal, rejection, or exception should be traceable in platform records where the relevant workflow is enabled.
• Scheme-linked order benefits may be reversed, withheld, set off, or reviewed if the underlying order is cancelled, returned, unpaid, fraudulent, or found to be non-compliant with applicable scheme terms.

13. Payment, payout, refund, and settlement policy

Where payment or payout workflows are enabled, each party must ensure that payment, banking, and settlement details submitted on the platform are accurate, current, and lawfully usable by the submitting party.

• Payments may be subject to third-party processor verification, authorization, risk review, or failure handling.
• Payouts, incentives, refunds, credits, or adjustments may be placed on hold while verification or reconciliation is in progress.
• Fraud indicators, dispute signals, KYC gaps, sanction checks, or inconsistent order history may result in delayed release, rejection, or additional review.
• Users must not use stolen instruments, false bank details, chargeback abuse, or artificial settlement manipulation through the platform.

14. Communications, support, and notifications policy

Scheme Villa may send transactional alerts, support messages, onboarding updates, approval notices, order events, payout or settlement alerts, legal or compliance notices, and other operational communications by in-app notification, email, SMS, WhatsApp, or similar service channels where enabled.

Users must not misuse support channels, spam other users, or use communication features for harassment, impersonation, unlawful solicitation, abusive conduct, or the dissemination of misleading trade information.

15. Data retention

We retain information for as long as reasonably necessary to provide the service, maintain business and audit records, resolve disputes, prevent fraud, comply with legal, regulatory, tax, accounting, or audit obligations, and enforce agreements or platform rules.

Retention periods may vary by data type. For example, KYC, payment, support, order, and audit records may be retained longer where operational, regulatory, or security requirements apply.

16. Security

We use reasonable technical and organizational measures to protect information against unauthorized access, misuse, alteration, loss, or disclosure. However, no internet-based system can be guaranteed to be completely secure, and your use of the service is at your own risk.

We may log account access, approvals, scheme edits, KYC interactions, order actions, and other platform events for security, audit, and fraud-prevention purposes.

17. Violations, enforcement, and account restriction

We may review, limit, suspend, terminate, or otherwise restrict access to any account, scheme, order, payout, listing, or workflow where we reasonably suspect policy violation, fraud, abuse, unlawful conduct, security risk, misleading trade activity, or material misuse of platform data.

This may include temporary holds, manual reviews, restricted permissions, scheme closure, order cancellation, payout delay, reversal, or permanent account suspension depending on the severity of the issue.

18. Disputes, corrections, and review requests

If a user believes a scheme, order, payment outcome, onboarding result, or account action was handled incorrectly, the user may contact support with the relevant details. We may request documents, screenshots, order references, transaction identifiers, or verification information before reviewing the matter.

Scheme Villa may rely on platform logs, timestamps, approval records, communication history, KYC records, and transaction history when reviewing a dispute, complaint, or correction request.

19. Your choices and requests

You may contact us to request account updates, correction of inaccurate information, or deletion of data where applicable. We may decline or limit certain requests where retention is required for security, fraud prevention, payments, audits, dispute handling, enforcement, or legal compliance.

To submit a privacy-related request, email support@schemevilla.com with enough information for us to verify the request.

20. Children's privacy

Scheme Villa is intended for business and trade use and is not directed to children. We do not knowingly collect personal information from children.

21. External links

Our website or app may contain links to third-party websites or services. We are not responsible for the privacy, security, or content practices of those third parties.

22. Changes to this policy

We may amend, update, or restate this policy from time to time. When we do, we will publish the updated version on this page and revise the effective date above.