Privacy Policy

1. Introduction

HindustanBills ("we", "our", or "us") owns and operates the HindustanBills POS web application (the "Service"), a cloud-based point-of-sale platform designed for retail shop owners and their teams. We are committed to being transparent about the data we collect, why we collect it, and how we handle it.

This Privacy Policy applies to all users of the Service, including shop owners, managers, cashiers, and any other team members who are granted access through an invitation. By creating an account or continuing to use the Service, you acknowledge that you have read and understood this policy.

If you are using the Service on behalf of a business, you represent that you have the authority to bind that business to this policy and that you accept it on their behalf. Please read this document carefully before using our platform.

2. Information We Collect

We collect information in two broad categories: information you provide directly, and information generated automatically as you use the Service.

2.1 Information You Provide

• Account registration: When you sign up, we collect your name, email address, and a hashed version of your password. We never store passwords in plain text.
• Shop profile: Shop name, address, contact number, and any branding details you configure in the settings.
• Product catalogue: Product names, SKUs, prices, categories, stock levels, and any other fields you fill in when adding or importing products.
• Sales and billing data: Every bill you generate — including itemised line items, quantities, prices, discounts, payment mode (cash, UPI, credit), and timestamps.
• Customer and Udhaar (credit) records: Customer names, phone numbers, credit balances, payment history, and notes you attach to credit entries.
• Team member details: Names and email addresses of staff members you invite to the platform, along with the role you assign them.

2.2 Information Collected Automatically

• Usage logs: Actions taken within the app such as billing sessions started, products searched, reports accessed, and settings changed. These logs help us diagnose bugs and understand how features are used.
• Device and browser information: Browser type, operating system, screen resolution, and general location derived from IP address. We do not track precise geolocation.
• Session tokens: Encrypted tokens stored in your browser to keep you logged in securely between sessions.

3. How We Use Your Information

All data we collect is used strictly to operate, maintain, and improve the Service. Specifically, we use your information to:

• Deliver the core POS features: Process billing, update inventory, record Udhaar entries, and display analytics — all in real time.
• Authenticate and authorise users: Verify your identity when you log in and enforce role-based access so cashiers, managers, and admins each see the right parts of the platform.
• Send transactional communications: Deliver account-related emails such as team invitations, password reset links, and important service notices.
• Improve the Service: Analyse aggregated, anonymised usage patterns to identify which features are most valuable and where performance can be improved.
• Provide customer support: Use account and activity information to diagnose and resolve issues you report to us.
• Ensure security and prevent fraud: Monitor for unusual activity, enforce rate limits, and protect user accounts from unauthorised access.

We do not sell, rent, trade, or otherwise share your personal data or shop data with third parties for advertising or marketing purposes, under any circumstances.

4. Data Storage and Security

Your data is stored in a managed, cloud-hosted database with access controls, automated backups, and encryption at rest. All data transmitted between your browser and our servers is protected using TLS (HTTPS). Passwords are hashed using a modern one-way algorithm before being stored; we cannot recover or view your plain-text password.

Access to production data is limited to authorised personnel who need it to operate and support the Service. We do not allow developers or support staff to browse customer data unless required for an active support case, and only with your knowledge.

While we take commercially reasonable steps to protect your data, no system is completely immune to security threats. In the event of a data breach that affects your personal information, we will notify you as required by applicable law.

5. Data Sharing

We do not sell your data. We may share data in the following limited circumstances:

• Service providers: We use third-party vendors for hosting, database management, and email delivery. These providers process data on our behalf and are contractually prohibited from using it for any other purpose.
• Legal requirements: We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe in good faith that disclosure is necessary to protect our rights or prevent harm.
• Business transfers: If HindustanBills is acquired, merged, or undergoes a similar transaction, your data may be transferred as part of that deal. We will notify you before your data becomes subject to a different privacy policy.

6. Cookies and Local Storage

The Service uses browser cookies and local storage to maintain your login session and remember your preferences (such as dark or light mode). These are strictly functional and are not used for tracking, advertising, or cross-site analytics.

You can clear cookies and local storage at any time through your browser settings. Doing so will log you out of the Service and reset your preferences.

7. Data Retention

We retain your account and shop data for as long as your account remains active. If you stop using the Service, your data is kept for a reasonable period to allow you to reactivate if needed, and to comply with any legal obligations we may have.

If you request deletion of your account, we will permanently remove your personal information and shop data within 30 days, except where we are required by law to retain certain records. To request deletion, contact us at the email address listed in Section 10.

8. Your Rights

Depending on your location, you may have rights over your personal data. Regardless of jurisdiction, we honour the following requests from all users:

• Access: Request a copy of the personal data we hold about you.
• Correction: Ask us to correct inaccurate or incomplete information.
• Deletion: Request that we delete your account and associated personal data.
• Export: Download your shop data (products, sales, customers) at any time directly from within the app using the built-in CSV export features.
• Objection: Object to how we process your data in specific circumstances.

To exercise any of these rights, contact us at the address in Section 10. We will respond to all requests within 30 days.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the Service, legal requirements, or best practices. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you by email or via an in-app notice.

Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Privacy Policy. If you do not agree with the updated terms, you should stop using the Service and contact us to request deletion of your account.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the way we handle your data, please reach out to us. We take privacy seriously and will respond promptly.

Email: [email protected]