1. Privacy Policy
Pramata does not collect, process or store any PII/SPI information. Documents transferred by Customer in the Platform may contain Personal Information, Pramata will leverage only business contact email, name for identification & authentication purposes only. No other personal information will be processed unless specifically agreed between Pramata & the customer.
Pramata uses Google Analytics & below is the data that will be collected:
- Pages/Screens Visited
- Searches Conducted
- Duration of the visit
- Clicks & interactions
Note: Pramata only utilizes this data to conduct analyses & to improve the platform
2. Cookie Management
Our Use of Cookie
Pramata uses only strictly necessary cookie that are essential for the operation of our platform. These secured session cookie contain solely user session information required to:
- Authenticate users and maintain secure access to the platform
- Enable core platform functionality and features
- Maintain session security and integrity
- Ensure proper routing of user requests within our services
Types of Cookie We Use
We exclusively employ Essential/Strictly Necessary Cookie which are technical cookie required for our platform to function properly. These are:
- Do not track users across other websites
- Do not collect personal information for advertising purposes
- Are automatically deleted when your browser session ends (session cookies)
- Cannot be disabled as they are fundamental to platform security and functionality
Cookie Consent
In accordance to privacy regulations guidance, consent is not required for strictly necessary cookies that are essential for providing the service explicitly requested by users. As Pramata uses only these essential session cookies required for secure platform operation, we do not implement a cookie consent management system. By accessing and using the Pramata platform, you acknowledge that these technical cookies are necessary for the service to function.
3. Application Description and Customer Responsibilities
Introduction
Pramata empowers an organization to quickly and easily upload, cleanse and store all the signed contracts, orders and other contractual documents for every customer in one centralized repository.
With a single, online source for the most complete, current, accurate and pertinent documentation available, customer-facing teams have secure, anywhere, anytime, access to all of the contractual insight they need to satisfy, retain and grow their existing customer base.
Application Description
Pramata Platform has been designed with a modular architecture, with each module having its own scope and responsibilities. Following different modules are available to the customer and your organization may have selected one or more of these – Reports & Analytics, User Management, and Integration Module.
Reports & Analytics Module
The Reports & Analytics Module includes the Dashboard, Reporting, and Contract View functionality. The Dashboard lets users navigate the Contracts repository and drill down to specific contract terms, the scanned contract document and other individual pieces of contract related information. Reporting lets users generate reports on contracts using almost any piece of contract information (or a combination) stored in the database as the report criteria. Reporting information can also be shared or output using Microsoft Excel. Analytics show the information in aggregated snapshots that help users to identify trends and make proactive business decisions.
User Management Module
The User Management Module is used to manage all user accounts, assign roles, and assign profiles. Roles control access to data and Profiles control access to modules. Using Roles and Profiles, the administrator can fine-tune what each user can see and do within the platform. This module is also used to create detailed audit trails of all access points in the system.
User Management related activities are handled by the customer internally (unless Pramata is committed to take care of this as per contractual agreement). Users are expected to direct all queries relating to user creation, user deletion, reactivation of account, access rights, and reset password to their Project Champion.
Integration Module
The Integration Module allows us to combine contractual data with external data from billing or CRM to impact business processes. The module provides seamless import/export of data between Pramata and other billing / CRM systems which the customer uses.
Upload Document Module
Upload Document module allows secure intake of contract documents into Pramata Platform for processing.
4. Application Security
Access to the Application is controlled by assigning login accounts to users. Each login account has a Role assigned to it, which is governed by a set of policies to filter documents that the user can access. The policies are generally a combination of terms and other pieces of information from the documents or accounts the documents belong to. Inactive login sessions are timed out after a configured amount of time. All access made to any document is logged for audit purposes. User management is handled by the customer internally (unless Pramata is committed to take care of this as per contractual agreement).
User Account Security
Each user of the Platform is supplied with a unique login id and password with which the user can access the application on a browser. It is the primary responsibility of the user to ensure that the login id and password are kept confidential and never shared with anyone.
Audit Trail
Audit trails maintain a record of logins and actions performed by users. They can assist in detecting security violations, performance problems, and flaws in applications. They also help in managing users’ individual accountability and can be used to reconstruct events after a problem has occurred.
5. Security Incident Management
Pramata takes the security and confidentiality of customer data very seriously and we believe in keeping our customers informed of any outages or disasters related to our customer’s data. In this regard following are the steps undertaken if there is a breach of security.
- The first step would always be to contain the incident, to avoid further breach of security or data leakage.
- The occurrence and source of the incident will be investigated to ascertain the severity and impact of the breach.
- A core team involving System Administrators, Senior IT staff, Project Manager and Executives will be informed of any updates, and the customer is informed about the results from the initial investigation.
- After the immediate issues are fixed a detailed Report will be prepared to be shared with all internal and external stakeholders in the project.
- Measures would be taken to prevent any future occurrence.
6. Data Security
Providing security to customer data is Pramata’s topmost priority. All customer data and processed data are encrypted while being transmitted or stored on Pramata servers.
Document Intake / Data Transfer: Intake of documents into Pramata Platform from customer site is done through any of the following data transfer options to ensure data security:
- Secure File Transfer Protocol: For one time bulk or ongoing [SFTP]
- Platform upload module: Regular uploads [HTTPS]
- DocuSign integration: Upload DocuSign contracts [HTTPS]
- Salesforce Integration: Upload from Salesforce [HTTPS]
7. Availability
Application Availability
Pramata ensures availability of its application to customer users as per the commitment made in contractual agreement with the customer.
Downtime
Downtime is the time when Pramata Platform is not available to customer users.
Scheduled Downtime
This is the time duration during which Pramata Platform is brought down for repairs, updates & maintenance.
- Every weekend between Saturday 11:30 pm and Sunday 2:00 am (Pacific Time), which is reserved for Platform maintenance, updating, and repair without further notice to Customer.
- A period designated by Pramata in advance and communicated to customers at least 24 hours in advance that Pramata requires for additional updating, maintenance, or repairs to the Platform, which must be outside of normal US business hours.
Unscheduled Downtime
Any time when Pramata Platform is not available, other than Scheduled Downtime and downtime caused by Outside Factors is termed as Unscheduled Downtime.
8. Customer Responsibilities
Support Requests
- To receive assistance from Pramata on its Application and / or to resolve issues, users are expected to send support requests by email to support@pramata.com or using Help widget on the Application. A Pramata Support representative will respond by email within one business day.
- Users are expected to respond promptly (normally within four business days) to written requests by Pramata for additional information, clarification, etc. Delay in user response may impact on the availability of information.
- Users are expected to cooperate in case of issues requiring remote troubleshooting for speedy resolution.
9. Application Compatibility
Internet Browser: Pramata Platform is tuned for best performance with the latest version of Google Chrome (v130 +). However, the following versions are also supported: Latest version of Firefox (v130 +). Edge (v130 +). Internet Explorer (IE) is not supported.