Privacy Policy

Introduction and Commitment to Privacy

Top Nex Media Solutions Pvt. Ltd. ("Top Nex Media," "we," "us," or "our") operates as a digital marketing agency headquartered in India, providing search engine optimization, paid media management, social media marketing, content creation, web design and development, branding, analytics, and related professional services to businesses, startups, enterprises, and non-profit organizations. We recognize that trust is foundational to every client relationship and that personal data must be handled with care, transparency, and accountability. This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you visit our website, engage with our marketing communications, submit inquiries, apply for employment or internships, or receive services under a signed agreement or statement of work.

This document is intended to comply with applicable Indian laws, including the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and the Digital Personal Data Protection Act, 2023, to the extent such laws apply to our processing activities. Where our services involve processing on behalf of a client, we act as a data processor or service provider under contractual instructions, and the client's privacy notice may govern end-user data. For questions about how we handle your personal information as a website visitor, prospect, employee candidate, or direct client contact, please contact us at info@topnexmedia.com.

By accessing our website or providing personal information to us, you acknowledge that you have read this Privacy Policy. If you do not agree with our practices, please discontinue use of our website and refrain from submitting personal data. We encourage you to review our Terms and Conditions, Cookie Policy, and Refund and Cancellation Policy, which together describe your relationship with Top Nex Media across digital touchpoints and commercial engagements.

Definitions and Interpretation

For clarity throughout this Privacy Policy, certain terms carry specific meanings. "Personal data" or "personal information" means any information relating to an identifiable individual, including name, email address, telephone number, billing details, job title, company name, IP address, device identifiers, and online identifiers when they can reasonably be linked to a person. "Sensitive personal data or information," where applicable under Indian rules, may include financial information such as bank account or payment card details, passwords, biometric data, health information, or other categories defined by law, though we generally limit collection of such data to what is necessary for billing, payroll, or compliance.

"Processing" includes any operation performed on personal data, such as collection, recording, organization, structuring, storage, adaptation, retrieval, consultation, use, disclosure, dissemination, alignment, combination, restriction, erasure, or destruction. "Data principal" refers to the individual to whom personal data relates. "Data fiduciary" refers to an entity that determines the purpose and means of processing; Top Nex Media acts as a data fiduciary for website and business contact data we control, and may act as a data processor when executing campaigns or analytics on a client's behalf.

Scope of This Policy

This Privacy Policy applies to personal information processed through topnexmedia.com and affiliated subdomains, contact forms, email correspondence, phone and messaging channels officially operated by Top Nex Media, client onboarding portals where provided, and in-person or virtual meetings scheduled through our teams. It does not automatically apply to third-party websites, advertising platforms, social networks, or tools that we link to or integrate with; those services maintain their own privacy policies. When we embed third-party scripts or pixels on our site, our Cookie Policy describes how cookies and similar technologies may affect your browsing experience.

Categories of Information We Collect

We collect personal information in varying categories depending on how you interact with us. The following list is representative rather than exhaustive, and we strive to collect only information that is adequate, relevant, and limited to what is necessary for stated purposes.

Identity and contact data: full name, business name, designation, email address, phone number, postal address, country and state of residence, and preferred language or communication channel.
Account and authentication data: usernames, encrypted passwords, multi-factor authentication tokens, and session identifiers if you are granted access to a client portal or internal collaboration workspace.
Commercial and billing data: GSTIN or tax identifiers, purchase order numbers, invoice records, payment status, billing contact details, and transaction references processed through payment gateways or bank transfers.
Marketing and lead data: source of inquiry, campaign attribution tags, pages viewed, form submissions, webinar registrations, newsletter subscriptions, and consent records for electronic communications.
Technical and usage data: IP address, browser type and version, operating system, device type, referring URLs, clickstream data, approximate geolocation derived from IP, crash logs, and performance metrics collected through analytics tools.
Recruitment data: résumé or curriculum vitae, cover letter, portfolio links, educational history, employment history, references, interview notes, and background check results where permitted and requested for specific roles. Candidates may direct privacy inquiries to hr@topnexmedia.com.
Client project data: credentials, brand assets, campaign briefs, audience lists, and performance reports supplied by clients for service delivery. Where such data includes personal information about our client's customers, processing is governed by the client agreement and applicable law.
Communications content: email threads, chat transcripts, call recordings where notice and consent are provided, meeting notes, and support tickets.

We do not knowingly collect personal information from children under eighteen years of age for marketing purposes. If you believe a minor has submitted data to us, please contact info@topnexmedia.com so we can take appropriate steps to delete such information where legally permissible.

How We Collect Personal Information

Direct Collection

You may provide personal information directly when you complete a contact form, request a proposal, sign a service agreement, attend an event we host or sponsor, subscribe to our newsletter, download a resource, participate in a survey, or communicate with our sales, account management, or support teams. Direct collection also occurs when clients upload materials to shared drives, provide access to advertising or analytics accounts, or share customer lists for email or remarketing campaigns subject to lawful basis and consent requirements.

Automated Collection

When you browse our website, servers and analytics services may automatically log technical information. Cookies, web beacons, local storage, and similar technologies may be used as described in our Cookie Policy. We may receive aggregated or pseudonymized insights from advertising partners about ad delivery and conversion events tied to campaigns we manage for ourselves or for clients.

Collection from Third Parties

We may receive business contact information from referral partners, event organizers, publicly available professional directories, social networking platforms where you interact with our official pages, and data enrichment providers that help us verify company details or maintain accurate CRM records. We require such third parties to have lawful grounds to share data with us and we use it consistently with this Privacy Policy.

Purposes and Legal Bases for Processing

Top Nex Media processes personal information for legitimate business purposes connected to operating a digital marketing agency in India and serving a global client base. Depending on context, our legal bases may include your consent, performance of a contract, compliance with legal obligations, and legitimate interests that are not overridden by your rights and freedoms.

Service delivery: planning and executing SEO, paid search, paid social, content marketing, email automation, creative production, website development, conversion rate optimization, reporting, and account management.
Client communication: responding to inquiries, scheduling consultations, sending project updates, sharing performance dashboards, and coordinating approvals.
Billing and finance: issuing invoices, processing payments, reconciling accounts, managing credit terms, and fulfilling tax and audit requirements under Indian law.
Marketing and business development: sending newsletters, case study announcements, and event invitations where permitted; measuring campaign effectiveness; and personalizing content on our website within configured limits.
Security and fraud prevention: monitoring for unauthorized access, investigating suspicious activity, enforcing our Terms and Conditions, and protecting intellectual property.
Recruitment: evaluating applications, conducting interviews, maintaining talent pools, and complying with employment laws. Human resources matters may be addressed through hr@topnexmedia.com.
Legal compliance: responding to lawful requests from courts, regulators, or law enforcement; maintaining records required by statute; and establishing, exercising, or defending legal claims.

Where we rely on consent, you may withdraw consent at any time without affecting the lawfulness of processing based on consent before withdrawal, subject to contractual or legal restrictions. Where we rely on legitimate interests, we balance those interests against your expectations and rights, implementing safeguards such as data minimization and opt-out mechanisms for marketing.

Disclosure and Sharing of Personal Information

We do not sell personal information in the ordinary commercial sense. We may share personal data with categories of recipients under contractual confidentiality and security obligations, including cloud hosting providers, email service providers, customer relationship management platforms, project management tools, payment processors, accounting software vendors, analytics providers, advertising platforms, subcontractors assisting with specialized tasks such as video production or translation, professional advisers including lawyers and auditors, and affiliated entities within Top Nex Media Solutions Pvt. Ltd. where internal sharing is necessary for centralized operations.

We may disclose information when required by applicable law, regulation, legal process, or governmental request, or when we believe disclosure is necessary to protect the rights, property, or safety of Top Nex Media, our clients, users, or others. In connection with a merger, acquisition, reorganization, or sale of assets, personal information may be transferred subject to continued protection consistent with this policy or notice provided at the time of the transaction.

When we process personal data on behalf of a client, we share data only as instructed by the client agreement, including with ad networks, publishers, and martech integrations authorized by the client. Clients remain responsible for providing appropriate notices and obtaining consents from their end users where required.

International Data Transfers

Digital marketing operations frequently involve transfers of personal information to countries outside India, including jurisdictions where cloud infrastructure, advertising platforms, or collaboration tools are hosted. When we transfer personal data internationally, we implement appropriate safeguards such as standard contractual clauses, vendor due diligence, encryption in transit, access controls, and data processing agreements that require recipients to protect information in line with applicable standards. You may request additional information about transfer mechanisms by contacting info@topnexmedia.com.

Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Retention periods vary by data category: active client records may be kept for the duration of the engagement plus a reasonable archival period for dispute resolution and regulatory compliance; marketing leads may be retained until you opt out or request deletion, subject to suppression list requirements; financial records may be retained in accordance with Indian tax and company law; recruitment records may be retained for a defined period after an application decision unless you consent to longer storage in a talent pool. When data is no longer needed, we secure delete, anonymize, or aggregate it where deletion is not feasible due to backup systems.

Security Measures

Top Nex Media implements reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, alteration, disclosure, or destruction. Measures may include role-based access controls, strong password policies, multi-factor authentication for critical systems, encryption for data in transit using TLS, secure development practices, vendor security reviews, employee confidentiality agreements, and periodic training on data protection. No method of transmission or storage is completely secure; while we strive to protect your information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of credentials shared with you and for notifying us promptly at info@topnexmedia.com if you suspect unauthorized access related to our services.

Your Rights and Choices

Subject to applicable Indian law, including the Digital Personal Data Protection Act, 2023, you may have rights to access, correction, erasure, grievance redressal, and nomination, as well as rights relating to consent withdrawal and restriction of processing in certain circumstances. You may also have the right to object to processing based on legitimate interests or direct marketing, and to data portability where technically feasible and provided by law. To exercise rights, submit a verifiable request to info@topnexmedia.com with sufficient detail for us to locate your records. We may request identity verification to prevent unauthorized disclosure. We will respond within timelines prescribed by law or within a reasonable period where no specific timeline applies.

For marketing emails, you may use the unsubscribe link included in each message or contact us directly. SMS or messaging opt-outs will be honored where such channels are used. Browser-level controls can limit cookies as explained in our Cookie Policy. If you are an end user of a client's campaign and wish to opt out of marketing from that client, please contact the client directly; we will assist our clients in honoring valid opt-out requests when acting as their processor.

Grievance Officer and Contact Details

In accordance with Indian information technology rules, Top Nex Media Solutions Pvt. Ltd. designates a Grievance Officer to address complaints and concerns regarding personal data processing. You may contact the Grievance Officer by email at info@topnexmedia.com with the subject line "Privacy Grievance." We will acknowledge receipt and endeavor to resolve grievances within the time frames required by applicable regulations. If you remain dissatisfied after our response, you may have the right to escalate to the Data Protection Board of India or other competent authority once fully operational under the Digital Personal Data Protection Act, 2023.

For employment-related privacy questions, including background checks and personnel records, please contact hr@topnexmedia.com. For general business inquiries unrelated to privacy rights requests, info@topnexmedia.com remains our primary contact channel.

Updates to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in law, technology, business practices, or services. Material changes will be posted on this page with a revised effective date. Where required, we may provide additional notice such as email notification to registered clients or banner notice on our website. Continued use of our website or services after an update constitutes acknowledgment of the revised policy, except where further consent is legally required. We recommend reviewing this page regularly alongside our Terms and Conditions and commercial policies including the Refund and Cancellation Policy.