1. Who we are and what this covers
Hisaab Kitaab (“we”, “us”) is online software that wholesalers, distributors and other shops use to keep records of their orders, stock, customers and the payments they receive. This policy explains what personal data we handle when you visit this website, ask for access, or use the app, and how we look after it.
It is written with India’s Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000 in mind.
2. Two kinds of data: yours, and your shop’s records
Your account details
The details of the shop owner and staff who use the app (name, mobile number, email, shop name and similar). For this data, we decide why and how it is used, so we are responsible for it.
The records your shop keeps in the app
Your customers (parties), their phone numbers and addresses, products, orders, stock and payment entries. Your shop decides what to record and why. For these records, your shop is responsible for the data (the “data fiduciary”), and we only store and process it on your shop’s behalf to run the app (as a “data processor”). If a customer of your shop asks about their data, your shop should answer them; we will help where we can.
3. What we collect
- Access requests:shop name, business type, owner’s name, mobile, email, city and state that you send through the request form or WhatsApp.
- Account: name, mobile, email, password (stored only in a scrambled, one-way form by our login provider — we cannot see it), role in the shop, and shop details such as address, GSTIN or FSSAI number if you add them.
- Shop records: everything your team enters in the app — customers, products, orders, stock, payments, notes.
- Support:the messages you send us in Help & Support or on WhatsApp.
- Technical: login session cookies (needed to keep you signed in), basic server logs (time, page, browser type, IP address) and privacy-friendly page-visit counts on this website that do not use tracking cookies or build a profile of you.
4. How we use it
- To review access requests, create your shop account and send you the invite link.
- To run the app: show your records, make bills and reports, and keep your team’s logins working.
- To answer support questions and tell you about important changes, plan renewals or problems.
- To keep the service safe — stop misuse, investigate errors and protect accounts.
- To meet legal duties when the law requires it.
We do notsell personal data, rent it, or use your shop’s records to advertise to your customers. We do not look at your shop’s records except when needed to fix a problem you reported, keep the service secure, or when the law requires it.
5. Customer bill links
When your shop sends a bill, the customer receives a private link with a long random code. Anyone who has that link can open that one bill (shop details, items, totals and payment history) without logging in — that is how customers see their bill. Internal order and payment notes are never shown on the bill. The link is not listed on search engines.
Bills are sent from your own phone through WhatsApp or SMS. We do not send messages to your customers.
7. How we protect it
Data travels over encrypted connections (HTTPS). Each shop can see only its own records — this is enforced inside the database, not just on screen. Staff see only what their role allows, and access to admin tools is limited. No system is perfectly secure, so please use a strong password, do not share logins, and remove staff who leave. If a breach affects your data, we will tell you and the authorities as the law requires.
8. How long we keep it
- Shop records and account details: while your account is active.
- After you ask to delete your account: deletion is scheduled and done after a 30-day window (so a mistaken request can be stopped). Backups roll over after that.
- Access requests that never become an account: deleted when no longer needed, at most within 12 months.
- Some records may be kept longer only if the law requires it.
9. Your rights
You can ask us to:
- tell you what personal data we hold about you and how it is used;
- correct or update it (most details you can change yourself in Settings);
- delete your account and data;
- name a person who can use these rights for you if you are unable to;
- hear and resolve a complaint (grievance) about how your data was handled.
To use any of these, message us on WhatsApp or, if you have an account, use Help & Support inside the app. We will reply within a reasonable time, and within any time limit set by law. If you are not satisfied, you may complain to the Data Protection Board of India once it accepts complaints.
Before you add your customers’ details, make sure you have a fair business reason to keep them — for example, they bought from you on credit and you need to record what is due.
11. Children
Hisaab Kitaab is a business tool for adults. Do not create an account if you are under 18. Shops should not record children’s personal data in the app.
12. Changes to this policy
We may update this policy as the app or the law changes. The date at the top shows the latest version. For important changes we will also tell account owners inside the app before they take effect.
13. Contact and grievances
For any privacy question, request or complaint, message us on WhatsApp or, if you have an account, use Help & Support inside the app. Please read our Terms of Use too.