Privacy notice
Biotrivam Agro Fuel LLP
Version 2, 26 Oct 2026
This notice explains what personal data we keep about you, why we keep it, who else sees it, how long we keep it, and how you can ask us about it or have it corrected or erased.
It is our privacy policy under rule 4 of the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and our notice under section 5 of the Digital Personal Data Protection Act, 2023 and rule 3 of the Digital Personal Data Protection Rules, 2025. The duties under the 2023 Act and the 2025 Rules apply from 13 May 2027. We follow this notice from today.
This notice is also available in Hindi: हिंदी में पढ़ें.
1. Who we are and how to reach us
Biotrivam Agro Fuel LLP, a limited liability partnership registered under the Limited Liability Partnership Act, 2008. LLPIN ADA-6489.
Jamni Chowk, Near Police Station Jamni Pillukhera, Jind-Panipat Road, Jamni, Pillukhera, Jind, Haryana, 126113
We trade in biomass. We buy agricultural residue such as rice husk, paddy straw, wheat straw, mustard husk and groundnut shell from farmers and aggregators, and we sell biomass fuel pellets to industrial and bulk buyers.
We decide why and how your personal data is used, so under the 2023 Act we are the "Data Fiduciary" for it.
Grievance Officer
| Name | Gaurav Dalal, Designated Partner |
| contact@biotrivam.com | |
| Phone | +91 99914 05361, +91 91384 69006 |
| Post | Grievance Officer, Biotrivam Agro Fuel LLP, Jamni Chowk, Near Police Station Jamni Pillukhera, Jind-Panipat Road, Jamni, Pillukhera, Jind, Haryana, 126113 |
The Grievance Officer answers questions about how we use your personal data and deals with complaints about it (IT Rules 2011, rule 5(9); DPDP Act section 8(9); DPDP Rules rule 9).
2. What we collect
We collect only what we need for the trade you have with us. What that is depends on who you are.
2.1 If you sell to us (a farmer, an aggregator or a business)
| What we collect | Why we need it |
|---|---|
| Your name, and for a farmer, your father's or husband's name | To identify you on the purchase record. Market and tax records name the seller this way. |
| Phone number and email address | To tell you about your loads, bills and payments. |
| Village or city, district, state, pincode, or your business address | To record where the goods came from and to print your address on documents. The state also decides how GST applies. |
| PAN | For tax records. The law asks for it on larger payments and for tax deducted at source. If you have no PAN, a declaration in Form 97 instead. |
| GSTIN, if you are registered | To match your GST invoices and credit. |
| Udyam registration number and category, for a business | So that payment terms under the MSMED Act, 2006 are applied to you. |
| Bank account number, IFSC and the name on the account | To pay you. See part 4. |
| A cultivator declaration and a photo of your land record (jamabandi or fard) | Only if you give them to us. They show that what you sell is produce you grew. |
| Weighbridge slips, weights, vehicle number, photos of the slip | To record what was bought and the weight it was paid on. |
| Your signature on the purchase record | To show that you received the record and the payment. |
| The name of another person you ask us to pay, and their relation to you | Only if you ask us to pay someone else. |
| Your purchases, bills, payments and advances | These are our books of account. |
2.2 If you buy from us
| What we collect | Why we need it |
|---|---|
| Your name or business name, the person we deal with, phone number and email address | To answer you, send quotations and invoices, and arrange delivery. |
| Billing and delivery address and state | For the invoice and for GST. |
| PAN or Form 97 reference, and GSTIN if you are registered | For the invoice and tax records. |
| Your orders, invoices, payments, and any tax you deducted | These are our books of account. |
| Vehicle number and driver's name for a delivery | For the delivery record and, where needed, the e-way bill. |
| Bank account details | Only if we have to refund you. See part 4. |
2.3 If you send us an enquiry on our website
| What we collect | Why we need it |
|---|---|
| Your name and phone number | To call you back about your enquiry. |
| Your email address, if you give it | To write to you about your enquiry. |
| Who you are (for example a farmer or a buyer), what you want, the quantity if you give it, and your message | To understand the enquiry and pass it to the right person. |
| The date and time, and the version of this notice you agreed to | To show when and on what terms you agreed. |
The same applies if you call us or come to our office and we note your enquiry.
Our website does not use cookies to follow you, runs no analytics and shows no advertising. Like any website, it records technical details of each visit (such as your internet address, browser type and the time), to keep it running and secure.
2.4 If you work for us
Your name, username, email address, phone number and role; when you signed in and on what kind of device; and a record of the changes you make to our records.
2.5 Others we may note
The name and PAN of a transporter we hire, drivers' names, and the name of a person who answers a party's phone when it is not the party's own number.
What we never collect
We do not collect Aadhaar numbers. If a document you give us shows your Aadhaar number, please cover it before you hand it over.
3. Why we use it, and on what basis
| What we use it for | On what basis |
|---|---|
| Buying from you and paying you | You gave us the data to sell to us: DPDP Act section 7(a). For bank details, also your written consent (part 4). |
| Selling to you, invoicing and delivery | You gave us the data to buy from us: DPDP Act section 7(a). |
| Answering an enquiry | Your consent, given with the box on the enquiry form: DPDP Act section 6. |
| Keeping books of account and tax records | The law requires us to: LLP Act, 2008 section 34 and LLP Rules, 2009 rule 24; CGST Act, 2017 sections 35 and 36 once we are registered for GST; Income-tax Act, 2025 section 62. DPDP Act section 8(7) lets us keep data the law requires us to keep. |
| Filing returns and statements with the government (GST, tax deducted at source, market fee) | A legal duty to disclose information to the State: DPDP Act section 7(d). |
| Staff accounts, sign-in security and the record of staff actions | Employment: DPDP Act section 7(i); and our duty to keep data secure: section 8(5). |
| Bringing or defending a legal claim | DPDP Act section 17(1)(a). |
We do not sell your data. We do not use it for advertising. We do not make decisions about you by machine alone.
4. Bank details and other sensitive data
The law treats bank account details as sensitive personal data (IT Rules 2011, rule 3(ii)). We ask for them only to pay you, or to refund a buyer.
- Consent first. Before we record your bank details, we ask you to agree in writing: by signing the line on our form, or by sending your details and your agreement from your own phone or email (IT Rules 2011, rule 5(1)).
- Who sees them. Only the staff who need your bank details can see them, and we record every time anyone does.
- Who receives them. Our bank, to make the transfer.
- Staff passwords are also sensitive personal data (rule 3(i)). We never keep them in a form anyone can read, and staff agree to this in writing when they join.
- If you change your mind. You can withdraw your consent at any time by writing to us (IT Rules 2011, rule 5(7)). We will then stop paying you by bank transfer and agree another lawful way to pay you. Payments already made stay in our books.
5. Who receives your data
| Who | What they get | Why | Where |
|---|---|---|---|
| Our service providers | What they need to keep our records and files, run our website and carry our email | To provide those services to us | India; some email and website traffic can pass through other countries (part 6) |
| Our bank | Your name, account number, IFSC and the amount | To pay you or refund you | India |
| Our Chartered Accountant | Our books and documents | Accounts, tax returns and audit | India |
| Government portals and offices: the GST portal, the Income Tax Department, the e-way bill portal, and the market committee where Haryana's market law applies to a purchase made in its market area | What each law asks for, such as your name, PAN, GSTIN, address and the amounts | Because the law requires it | India |
| Courts, police and other authorities | Only what a law or a lawful order requires | Because the law requires it | India |
Our service providers work on our instructions only. Our bank, our Chartered Accountant and government offices use the data under their own legal duties.
We never publish your bank details or other sensitive personal data (IT Rules 2011, rule 6(3)).
6. Where your data is stored
Our records and files are stored in India.
Some data can leave India:
- Email. An email we send you, with any document attached, can pass through the United States on its way to you.
- Website. Our website reaches you through a network that spans many countries, so what you send through it can pass outside India on its way to us.
The law allows this. The Central Government may restrict transfers to particular countries (DPDP Act section 16). As of the date of this notice, we know of no such restriction that applies to these transfers. We send data abroad only as far as needed to do what you asked of us (IT Rules 2011, rule 7).
7. How long we keep it
| What | How long |
|---|---|
| An enquiry that did not lead to any trade | 12 months after we close it |
| A party we never traded with | 36 months after we last heard from them |
| Purchases, sales, invoices, payments and other books of account, with the party details on them | 8 years from the date each record was made (LLP Rules, 2009, rule 24(3)) |
| Documents we issue (invoices, purchase records, statements and others) | 8 years from the date made |
| Bank details | While you trade with us, then removed 36 months after our last payment to you. A payment already made stays in our books with the account it went to. |
| Land-record photo and cultivator declaration | 8 years from the last payment they supported |
| The record of changes our staff made | 8 years |
| Staff accounts | While you work with us; afterwards we keep only your name, to show who did what in our books |
| Logs kept for security | At least 180 days |
Where a law requires us to keep a record, we cannot erase it early. If you ask us to erase such a record, we stop using it for anything except that legal duty, and we erase it when the period ends (DPDP Act sections 8(7) and 12(3)).
When a period ends we erase the data, or remove everything in it that identifies you. Copies in our backups are overwritten in the normal course, when those backups expire.
8. How we protect it
- Every staff member signs in with a password and a code from their own phone.
- Each staff member sees only what their work needs.
- Every change to a record is written to a log that nobody, including us, can edit.
- Files are kept private.
- Data is protected when it is sent and where it is stored.
- Bank account numbers are seen only by the staff who need them, and every view is recorded.
- We keep a written information security policy and review it every year (IT Rules 2011, rule 8; DPDP Rules, rule 6).
No protection is perfect. If a breach of your data happens, we will tell you without delay what happened, what it may mean for you, what we are doing about it, and what you can do (DPDP Rules, rule 7(1)).
9. Your rights
| Your right | What it means | Law |
|---|---|---|
| Know what we hold | A summary of your personal data, what we do with it, and who we have shared it with | DPDP Act section 11; IT Rules 2011, rule 5(6) |
| Correct or complete it | Fix anything wrong, fill in what is missing, bring it up to date | DPDP Act section 12(1) and (2); IT Rules 2011, rule 5(6) |
| Have it erased | We erase it unless a law requires us to keep it. Then we restrict it now and erase it when the period ends. | DPDP Act section 12(3) |
| Withdraw consent | Where you gave consent, you can take it back as easily as you gave it. What we did before stays lawful. | DPDP Act section 6(4) and (5); IT Rules 2011, rule 5(7) |
| Complain to us | Our Grievance Officer answers every complaint | DPDP Act section 13; IT Rules 2011, rule 5(9) |
| Nominate someone | Name a person who can use these rights for you if you die or cannot act yourself | DPDP Act section 14; DPDP Rules, rule 14(4) |
How to use your rights
Any of these ways:
- Online: biotrivam.com/privacy/request
- Email: contact@biotrivam.com
- Phone: +91 99914 05361, +91 91384 69006
- Post: Grievance Officer, Biotrivam Agro Fuel LLP, Jamni Chowk, Near Police Station Jamni Pillukhera, Jind-Panipat Road, Jamni, Pillukhera, Jind, Haryana, 126113
- In person: tell our staff, and they will record it for you.
What we need from you: the mobile number we have on file for you. If we have no mobile number, the email address we have on file, or the number of a purchase record or invoice we gave you. Before we show or change anything, we check the request comes from you, for example by calling or sending a code to that number. We ask for nothing more than we need for this check.
To nominate someone, write to us with their name, their relation to you and how to reach them.
10. How quickly we answer
We answer every request and complaint within 30 days of receiving it. Every reply names the person answering and how to reach them (DPDP Rules, rule 9).
11. Complaining to the Data Protection Board of India
From 13 May 2027, if you are not satisfied with our answer, you can complain to the Data Protection Board of India. The law asks you to use our process first (DPDP Act section 13(3)). The Board works online (DPDP Rules, rule 20). We will add its online address here once the Board publishes it.
12. Children
We do not knowingly take personal data of anyone under 18. Anyone who sells to us, buys from us or sends us an enquiry confirms they are 18 or older. If we learn that we hold data of someone under 18, we will erase it unless a law requires us to keep it. A parent who thinks we hold their child's data can write to the Grievance Officer.
13. Changes to this notice
When we change this notice we give it a new version number and date, and keep the earlier versions. If a change affects how we use data you have already given us, we will tell you before it applies to you.
Version 2, 26 Oct 2026