Externix Informatics Pvt. Ltd. is a trusted Business Process Outsourcing (BPO) provider specializing in high-volume, chat-based customer support services for leading e-commerce businesses.
Headquartered in India, we deliver seamless, real-time customer interactions that enhance user satisfaction while upholding the highest standards of data protection and confidentiality. As a company that manages sensitive customer information on a daily basis—including personal details, order histories, and support communications—we are deeply committed to maintaining strict data security, client confidentiality, and regulatory compliance.
We implement industry-leading security protocols, employee access controls, and regular audits to ensure secure handling, transmission, and storage of data. Our security framework aligns with global best practices and complies with applicable laws such as the Information Technology Act, 2000 (India), GDPR, and client-specific security requirements.
At Externix Informatics, data privacy is not just a policy—it is a core pillar of our service delivery model, client trust, and operational integrity.
While we take reasonable and commercially acceptable measures to protect personal information, no method of transmission over the internet or electronic storage is entirely secure. Therefore, absolute security cannot be guaranteed.
The objectives of this Policy are to:
Protect client and customer data from unauthorized access, misuse, leakage, or loss
Implement strict technical and procedural security controls
Ensure full compliance with applicable data protection laws and client security expectations
This Policy applies to:
All employees, contractors, consultants, and vendors of Externix Informatics Pvt. Ltd.
All systems, devices, applications, and platforms used for client processes
All forms of customer and client data, including but not limited to:
Personally Identifiable Information (PII)
Payment-related information
Order history and transaction details
Customer chat logs and communication records
Role-based access to systems and data (least-privilege principle)
Employees may access data strictly required for their job role
Multi-Factor Authentication (MFA) enabled for all system logins
Mandatory Non-Disclosure Agreement (NDA) for all employees
Background verification conducted prior to hiring
Periodic refresher training on data security and privacy laws
Use of company-provided systems only (BYOD strictly prohibited)
Automatic system lock after 5 minutes of inactivity
Encrypted VPN access for remote or hybrid employees
Restricted and monitored internet usage on support devices
Customer data retained strictly as per client-defined data retention policies
Secure deletion of data after retention period using industry-standard sanitization methods
Regular internal audits to ensure compliance
System activity logs maintained for all access and transactions
Real-time monitoring and alerts for suspicious or unauthorized activity
All employees must:
Lock their workstation when stepping away
Never write down, reuse, or share passwords
Immediately report any suspected or actual security incident
Follow all client-specific data handling instructions and SOPs
Failure to comply may result in disciplinary action, including termination.
Employees undergo quarterly mandatory training covering:
Phishing and social engineering threats
Data privacy laws including GDPR
Client-specific data handling protocols
Secure system usage practices
Certification or assessment completion is mandatory after each training cycle.
Externix Informatics maintains a Data Security Response Team (DSRT) or Internal Committee (IC) to manage security incidents.
Incident handling includes:
Reporting of incidents within 15 minutes of detection
Immediate containment and access suspension if required
Root cause analysis and corrective action
Client notification within 24 hours of confirmation
This Policy ensures compliance with:
General Data Protection Regulation (GDPR), where applicable
PCI DSS, if payment information is processed
Information Technology Act, 2000 (India)
The Policy is reviewed every six (6) months or following any major incident, regulatory update, or client requirement.
Externix Informatics commits to:
Full transparency in the event of any data security incident
Immediate suspension of system access upon breach suspicion
Periodic sharing of policy updates and compliance reports with clients
For any questions regarding this Data Security Policy or data protection practices, please contact:
Externix Informatics Pvt. Ltd.
(Official contact details to be updated by the Company)
This Data Security Policy reinforces Externix Informatics Pvt. Ltd.’s commitment to confidentiality, compliance, and secure service delivery.
