Privacy Policy

Who we are

ErgoLIMS is the flagship product of the Ergo Suite, built by Ergovance AI Solutions Private Limited (CIN: U58200KL2025PTC094720), Suite No 551, Sharon Bliss, TC No 25/1958-7, 3rd Floor, Plamoodu-Charachira Road, Kaudiar, Thiruvananthapuram, Kerala — 695003, India. This policy covers the ergolims.com website and the WhatsApp messages laboratories send through ErgoLIMS (see below). Other data inside the ErgoLIMS product is governed by each customer's service agreement.

What we collect on this website

Three things, and only with cause. First, what you type into the demo-request form: your name, organisation, email, phone number, area of interest, and message. We also record your IP address and browser user-agent with that submission, purely to stop automated abuse of the form. Second — only if you accept on the consent banner — a first-party visit log: the page you viewed, the referring site, and the country, state and city or district your IP address resolves to. The lookup happens on our own server with a local database, and your IP address itself is never written to disk. Third — also only after you accept — Microsoft Clarity, a usage-analytics service, records how pages are used (clicks, scrolls and session replays with anything you type masked) and sets two cookies; that data is held by Microsoft under its own privacy statement. If you decline, neither the visit log nor Clarity runs and browsing sends nothing to us. Before you decide, the only outside service your browser contacts is Google Fonts, which serves our two typefaces and therefore sees your IP address like any web server does; it sets no cookies. See our Cookie Policy for every cookie and storage key by name.

How we use it

Form submissions are emailed to our team and forwarded to our Make.com automation workflow (Celonis SE) so enquiries can be tracked and answered; Make's EU infrastructure is used, so that submission is processed in the European Union. We use your details only to reply, arrange the demo you requested, and follow up on that conversation. We do not sell or share your details with anyone, and we do not add you to marketing lists without asking. We keep an enquiry while it is open and for 24 months after our last contact with you, then delete it; you can ask us to delete it sooner at any time by writing to hello@ergovance.com.

The live demo

demo.ergolims.com lets you enter example laboratories as a demonstration user without creating an account. Those laboratories are shared: anything you type there can be seen by other visitors and is periodically reset, so please enter no real customer, sample or personal data. We log demo sign-ins and actions in the demo laboratory’s own audit trail, as the product would for any user; they are not linked to you.

Signing up and paying

When a laboratory creates an account on app.ergolims.com we ask for its GSTIN and the administrator’s name, email and mobile number. The GSTIN is checked against the Government of India’s GST registration data through a GST verification service, and the registered name and address it returns are used to set up the laboratory. Payment is taken by Razorpay: card, UPI and bank-mandate details are entered on Razorpay’s pages and never reach our servers; we receive only the payment status, a reference and the amount. Billing records are kept for the period Indian tax law requires.

WhatsApp and email messages sent through ErgoLIMS

Laboratories that use ErgoLIMS can connect their own WhatsApp Business number and send their customers messages about their own samples and reports — for example that a sample has been received, or that a test report is ready, with the report attached as a PDF and a link to download it. The laboratory decides which messages are sent and to whom; messages come from the laboratory's number, under the laboratory's name. The same applies to the emails ErgoLIMS sends for a laboratory — report deliveries, notifications and, where the recipient has opted in, campaign emails — which are delivered through Amazon Simple Email Service and carry an unsubscribe link.

What is used: the recipient's name and mobile number, the content of the message (such as the job or report number, the report PDF and its download link), the laboratory's approved message templates, and the delivery status WhatsApp reports back (sent, delivered, read or failed).

Who it is shared with: to deliver a message, this information passes to Meta Platforms, which operates the WhatsApp Business Platform, and to Gupshup, our WhatsApp business solution provider; emails pass to Amazon Web Services (Simple Email Service, Mumbai region). They process it to deliver the message and report its status, under their own terms and privacy policies. We share it with no one else.

How it is used: only to send the messages the laboratory chooses to send and to show the laboratory whether each was delivered. We do not sell this information, use it for advertising or profiling, or use it for any other purpose. Each laboratory sees only its own messages. For this data the laboratory is responsible for the messages it sends; we process the data on its behalf.

How long it is kept: a record of each message is kept with the laboratory's records for the period set out in its agreement with us. When a laboratory disconnects its WhatsApp number, we stop sending messages for it.

Deleting your data

To stop receiving WhatsApp messages from a laboratory, tell that laboratory, or block its number in WhatsApp. To have your data deleted — a demo enquiry, or the WhatsApp message records held about you in ErgoLIMS — email hello@ergovance.com with the subject "Data deletion request", giving your name and the mobile number or email address concerned. We will confirm the request and complete it within 30 days, except for records a laboratory must keep by law or under its accreditation, which we will tell you about.

Your rights (DPDP Act, 2023)

Under India's Digital Personal Data Protection Act, 2023, you may request access to, correction of, or erasure of the personal data you submitted, and you may withdraw consent at any time. Write to hello@ergovance.com and we will respond within 30 days. The same address reaches our grievance contact.

Data in the ErgoLIMS product

For customers using ErgoLIMS, laboratory data is hosted in the AWS Mumbai region (ap-south-1) or on the customer's own infrastructure for on-premise deployments, is encrypted at rest and in nightly backups, and remains the customer's property. Our support staff access a laboratory's data only to resolve a request from that laboratory, and every such access is recorded in an audit log the laboratory can see; on-premise installations have no standing connection to us at all, and any remote support session is started and ended by the laboratory. Details are set out in each customer's agreement.