Legal
Privacy Policy
Effective date: 10 October 2026
1. Introduction
Phenomit (“Phenomit”, “we”, “us”, or “our”) operates LibControl, a software solution designed to support library management, study-seat management, administrative operations, and related activities.
This Privacy Policy explains how we collect, use, process, store, disclose, and protect information when you visit https://libcontrol.in, submit an enquiry or demo request, register your interest in our services, communicate with our team, or access and use LibControl through your library or organisation.
This policy applies to website visitors, prospective customers, authorised library representatives, software users, and other individuals whose personal information we process in connection with our website and services.
By accessing our website or using our services, you acknowledge that you have had an opportunity to review this Privacy Policy. Where consent or another lawful basis is required for processing, we will rely on the applicable lawful basis in accordance with relevant data protection laws.
2. Information We Collect
We collect information that is reasonably necessary to operate our website, respond to enquiries, provide LibControl, support our customers, and fulfil applicable legal obligations.
2.1 Contact and Enquiry Information
When you request a product demonstration, submit a pre-registration form, contact our team, or enquire about LibControl, we may collect:
- Name of the individual submitting the enquiry.
- Mobile number and email address.
- Library, institution, or organisation name.
- City, state, and other relevant business location details.
- Information about your library's requirements, expected usage, or requested services.
- Any other information you voluntarily provide through a form, email, telephone call, or other communication channel.
We use this information primarily to respond to your enquiry, arrange demonstrations, explain product features, and facilitate potential onboarding.
2.2 Account and Authentication Information
When a library or organisation uses LibControl, we may process information required to create, authenticate, and administer user accounts, including:
- Usernames, login identifiers, and account details.
- Passwords stored or processed using appropriate security mechanisms.
- User roles, access permissions, and account status.
- Branch or library identifiers associated with an account.
- Account activity and relevant authentication logs.
Users should not share their passwords or authentication credentials with unauthorised individuals. Access should be granted only to staff members who require it for their responsibilities.
2.3 Library and Operational Information
Depending on the features used by a subscribing library, LibControl may process operational information entered, uploaded, or maintained by the library and its authorised staff.
This may include:
- Library membership and registration records.
- Student or member names and contact information.
- Study-seat allocation, booking, occupancy, and usage records.
- Library branch, seat, and facility information.
- Subscription, payment, billing, or fee records, where applicable.
- Administrative records, reports, and other information entered into the software.
- Communications or notes maintained within the system, where supported.
The nature of the information collected depends on the library's configuration and its use of the software.
Libraries and other organisations using LibControl are responsible for determining what information they enter into the system and ensuring that they have the appropriate authority and lawful basis to collect and process that information.
2.4 Technical and Usage Information
When you visit our website or access our services, certain technical information may be collected automatically, where enabled and permitted by applicable law.
This may include:
- Internet Protocol (IP) address.
- Browser type and version.
- Device type, operating system, and technical identifiers.
- Website pages visited and relevant interaction data.
- Date, time, and duration of access.
- Error reports, diagnostic information, and security logs.
- Referring website or source, where available.
We use this information to maintain website functionality, troubleshoot technical problems, monitor performance, protect against unauthorised access, and improve the user experience.
2.5 Cookies and Similar Technologies
Our website may use cookies or similar technologies to support essential functionality, maintain security, remember preferences, or understand website performance.
Where applicable, non-essential cookies or tracking technologies will be used in accordance with the choices available to users and relevant legal requirements.
You can manage or disable cookies through your browser settings. However, disabling certain cookies may affect the functionality or availability of some website features.
Analytics and advertising tools (Google Analytics and the Meta Pixel) are used only if you accept them in our cookie banner. See Section 12 for details.
3. How We Use Information
We use the information described in this policy for legitimate business purposes and other purposes permitted by applicable law, including:
3.1 Providing and Maintaining Services
- Delivering and operating LibControl.
- Creating and administering library and user accounts.
- Supporting library management, study-seat management, and related functions.
- Maintaining service availability and resolving technical issues.
- Providing software updates, maintenance, and agreed support services.
3.2 Enquiries, Demonstrations, and Onboarding
- Responding to enquiries and demo requests.
- Scheduling product demonstrations.
- Understanding prospective customers' requirements.
- Providing quotations and relevant product information.
- Coordinating account setup, onboarding, and implementation.
3.3 Customer Support and Communications
- Responding to support requests and feedback.
- Communicating about account status, service interruptions, and technical matters.
- Sending subscription, billing, renewal, and payment-related communications.
- Notifying users of material changes to our services, policies, or security practices.
- Providing product updates and other service-related information.
Where required by applicable law, we will obtain consent before sending promotional communications. You may request to stop receiving promotional messages, although essential service and legally required communications may continue.
3.4 Security, Fraud Prevention, and Misuse
- Protecting accounts and systems against unauthorised access.
- Detecting suspicious activity and investigating potential misuse.
- Enforcing access controls and relevant service terms.
- Maintaining security records and investigating incidents.
- Protecting the rights, property, systems, and legitimate interests of Phenomit, our customers, and users.
3.5 Improvement and Development
We may use appropriate service usage information and feedback to evaluate performance, improve usability, identify errors, enhance existing features, and develop new capabilities.
Where feasible and appropriate, information used for analytical or product-improvement purposes will be aggregated, de-identified, or otherwise minimised.
3.6 Legal and Regulatory Compliance
We may process or disclose information where reasonably necessary to comply with applicable laws, lawful requests from competent authorities, court orders, contractual obligations, or legitimate legal proceedings.
4. How We Share Information
Phenomit does not sell personal information to third parties.
We may disclose information in the following circumstances, subject to applicable law and appropriate safeguards.
4.1 Service Providers
We may engage trusted service providers to support the operation of our website and software. These may include providers of:
- Website hosting, cloud infrastructure, and data storage.
- Email delivery and business communications.
- Security monitoring and technical maintenance.
- Software development and support.
- Payment processing and accounting services, where applicable.
Such providers may process information on our behalf only to the extent necessary for their assigned services and subject to appropriate contractual, confidentiality, and security requirements.
4.2 Libraries and Authorised Administrators
LibControl may allow authorised library administrators and staff to access information relevant to their assigned roles.
The library or organisation responsible for an account generally determines who is authorised to access its operational records. Access permissions should be configured appropriately by the relevant administrators.
Phenomit does not authorise users to access information belonging to other libraries or individuals without appropriate permission.
4.3 Legal Requirements and Protection of Rights
We may disclose information where required or permitted by applicable law, including in response to lawful requests from public authorities, courts, regulators, or law enforcement agencies.
We may also disclose information when reasonably necessary to investigate suspected fraud, protect system security, enforce contractual rights, or address threats to individuals or property.
4.4 Business Transfers
If Phenomit undergoes a merger, restructuring, acquisition, sale of assets, or similar business transaction, relevant information may be transferred as part of that transaction, subject to applicable law and appropriate confidentiality and data protection safeguards.
4.5 No Unauthorised Commercial Sharing
We do not permit personal information entrusted to us to be used for unrelated third-party marketing without an appropriate legal basis or consent where required by law.
5. Roles and Responsibilities for Library Data
When a library or organisation uses LibControl to maintain records relating to its members, students, staff, or other individuals, the library will generally determine the purposes for which those records are collected and used.
Depending on the actual service arrangement and applicable law, the library may act as the data fiduciary, controller, or equivalent responsible entity, while Phenomit may process such information on the library's behalf to provide the software.
The precise roles will depend on the relevant facts, contractual terms, and applicable legislation.
Libraries are responsible for:
- Providing appropriate privacy notices to individuals whose information they collect.
- Obtaining consent or establishing another lawful basis where required.
- Collecting only information reasonably necessary for their operations.
- Maintaining appropriate access permissions for their staff.
- Responding to requests from their members or other individuals, where they are the responsible entity.
- Ensuring that their use of LibControl complies with applicable data protection and other legal requirements.
Phenomit will process library operational data in accordance with the agreed service arrangement, applicable instructions, and relevant legal obligations.
6. Data Retention
We retain personal information only for as long as reasonably necessary to fulfil the purposes described in this Privacy Policy, provide our services, meet contractual commitments, comply with applicable legal requirements, and resolve disputes.
Retention periods may vary depending on the category of information and the circumstances in which it was collected.
For example:
- Enquiry information: Retained for the period necessary to respond to requests, manage prospective customer relationships, and maintain appropriate business records.
- Account information: Retained while an account remains active and for a reasonable period afterwards where necessary for contractual, legal, security, or dispute-resolution purposes.
- Library operational records: Retained in accordance with the applicable service arrangement, the library's instructions, and relevant retention requirements.
- Billing and accounting records: Retained for the periods required by applicable financial, tax, and accounting laws.
- Security and technical logs: Retained for an appropriate period based on security, operational, and legal requirements.
When information is no longer required, we will take reasonable steps to delete it, anonymise it, or securely dispose of it, subject to applicable legal obligations, backup processes, and legitimate retention requirements.
Customers should contact Phenomit before account termination if they require assistance with data export, retention, or deletion, and should maintain their own appropriate backups of important records.
7. Data Security
Phenomit takes reasonable technical and organisational measures designed to protect information against unauthorised access, accidental loss, alteration, disclosure, destruction, or misuse.
Depending on the service and technical environment, these measures may include access restrictions, authentication controls, secure data-handling practices, system monitoring, and appropriate maintenance procedures.
However, no website, software platform, network, or electronic storage system can be guaranteed to be completely secure. We cannot guarantee absolute security against every possible threat or unauthorised activity.
Users and customer organisations also play an important role in maintaining security. We recommend that they:
- Use strong, unique passwords.
- Avoid sharing account credentials.
- Assign permissions according to staff responsibilities.
- Remove access promptly when a staff member no longer requires it.
- Keep devices and browsers updated.
- Notify us promptly of suspected unauthorised access or security incidents.
If a personal data breach occurs, Phenomit will take appropriate steps to investigate, contain, and address the incident and make any notifications required by applicable law.
8. Data Transfers and Storage Locations
Information may be stored or processed in India or in other locations where our hosting or service providers operate, depending on the technical arrangements used to deliver LibControl.
Where personal information is transferred across jurisdictions, we will take steps required by applicable law and implement appropriate safeguards where necessary.
Customers with specific requirements concerning data residency, cross-border transfers, or regulatory compliance should confirm the relevant arrangements with Phenomit before onboarding.
9. Your Privacy Rights
Depending on the applicable law and the circumstances of processing, individuals may have rights concerning their personal information, including the right to:
- Request information about personal data processed by us.
- Request access to personal information, where applicable.
- Request correction of inaccurate or incomplete information.
- Request deletion or erasure where legally available.
- Withdraw consent where processing is based on consent.
- Raise concerns or submit a complaint regarding the handling of personal information.
- Exercise any additional rights provided by applicable law.
To exercise a relevant right, please email info@phenomit.com with a description of your request and sufficient information to help us identify the relevant records.
We may request reasonable verification of your identity or authority before processing a request, particularly where the request concerns account information or records belonging to a library or another individual.
Where a request concerns information maintained by a library through LibControl, we may direct the request to the relevant library administrator or require the library's authorisation before taking action.
We will respond within the period required by applicable law or, where no specific period applies, within a reasonable time.
Certain information may need to be retained where required by law or where another lawful basis for retention applies.
10. Children's and Student Information
LibControl may be used by libraries and study facilities that maintain records relating to students or other members, including individuals who may be minors.
The library or organisation collecting such information is responsible for determining the appropriate legal basis for processing, providing required notices, and obtaining parental or guardian consent where required by applicable law.
Phenomit does not require libraries to enter unnecessary personal information about children. Libraries should collect and maintain only the information reasonably necessary for their legitimate operational purposes.
If you believe that personal information relating to a child has been collected or processed unlawfully through our services, please contact us at info@phenomit.com so that the matter can be reviewed and appropriate action taken.
11. Third-Party Websites and Services
Our website or software may contain links to, or integrations with, third-party websites and services, including communication platforms, payment services, analytics providers, and other external applications.
These services may collect or process information under their own privacy policies and terms of service.
Phenomit does not control the independent privacy practices of third-party providers. We encourage users to review the relevant policies before submitting information to those services.
The inclusion of an external link or integration does not necessarily indicate an endorsement of the third party or a guarantee regarding its privacy or security practices.
12. Cookies and Website Preferences
When you first visit this website, a cookie banner asks whether you accept or reject non-essential cookies. Your choice is saved for 180 days in a cookie named lc_cookie_consent.
- Essential cookies — needed for security, forms, and remembering your cookie choice. These are always active.
- Analytics and marketing cookies — Google Analytics and the Meta Pixel help us understand visits and measure our advertising. They load only if you click Accept. If you click Reject, they are not loaded and any existing analytics cookies are removed.
To change your choice later, clear the cookies for this website in your browser settings. The cookie banner will then appear again on your next visit.
Cookies and similar technologies may be used to support website navigation, essential functionality, security, and performance measurement.
Where required, we will provide appropriate information and choices regarding non-essential cookies and similar technologies.
You can manage cookies through your browser settings. Please note that restricting essential cookies may affect certain website features.
For further details about cookies used on this website, visitors may contact us using the details provided below.
13. Promotional Communications
If you submit a demo request, register your interest, or contact Phenomit, we may use your contact details to respond to your enquiry and provide information relevant to your request.
We may also send product announcements, service information, or promotional communications where permitted by applicable law and, where required, with your consent.
You can request to stop receiving promotional communications by emailing info@phenomit.com or by using an available unsubscribe mechanism.
Opting out of promotional communications will not prevent us from sending essential messages relating to your account, subscription, security, billing, or legal obligations.
14. Changes to This Privacy Policy
We may revise this Privacy Policy from time to time to reflect changes in LibControl, our business practices, technology, service providers, or applicable legal requirements.
Any revised policy will be published on this website with an updated “Last Updated” date.
Where required by applicable law, we will provide additional notice or obtain consent before implementing material changes that require it.
We encourage users and customer organisations to review this page periodically.
15. Applicable Law
This Privacy Policy is intended to operate in accordance with applicable data protection and privacy laws, including relevant Indian legislation and rules, as applicable to Phenomit and its services.
The processing of personal information, the exercise of privacy rights, and any applicable obligations will be determined by the law relevant to the particular processing activity and the individuals concerned.
Nothing in this Privacy Policy is intended to exclude or restrict any right or protection that cannot lawfully be excluded or restricted.
16. Contact and Privacy Requests
If you have questions about this Privacy Policy, wish to exercise an applicable privacy right, or have concerns about how personal information is handled in connection with LibControl, please contact us.
Phenomit — LibControl Library and Study-Seat Management Software
Email: info@phenomit.com
Address: Phenomit, Rishi Nagar, Hisar – 125001, Haryana, India.
Website: https://libcontrol.in
Please include sufficient details to help us understand and respond to your request. Do not include passwords or other unnecessary sensitive information in your email.
We will review privacy-related enquiries and respond in accordance with applicable law.
By using our website or services, you acknowledge that you have had the opportunity to review this Privacy Policy. Where applicable law requires consent or another lawful basis for processing, such processing will be carried out on that basis.