Privacy Policy

1. Introduction

This Privacy Policy describes how BillingSutra and its operators, administrators, affiliates, service providers, and authorized representatives (“Company”, “We”, “Our”, “Us”) collect, receive, store, process, use, disclose, and protect information in connection with your access to and use of BillingSutra. BillingSutra includes our website, web application, desktop application, mobile application, cloud platform, APIs, support channels, communication systems, and all related software services.

We value your trust and are committed to handling information responsibly. This Policy has been prepared to provide transparency regarding our data practices and to help you understand what information is collected, why it is collected, how it may be used, how long it may be retained, when it may be shared, and what rights or controls may be available to you.

By registering for, subscribing to, accessing, or using BillingSutra, you acknowledge that you have read and understood this Privacy Policy and agree to the collection and use of information in accordance with it. If you do not agree with this Policy, you should discontinue use of the Service.

2. Scope of Policy

This Privacy Policy applies to information collected through BillingSutra and related interactions with us, including but not limited to account registration, onboarding, subscription purchase, business configuration, software usage, support requests, form submissions, communication channels, payment processing interactions, and any integrated service features made available through our platform.

This Policy applies to both personal information and business-related information, to the extent such information is processed by us. It does not apply to third-party websites, services, plugins, applications, or integrations that operate independently of BillingSutra, even if they are linked to or accessible from our platform. Those third-party services may have their own privacy practices and policies, which you should review independently.

3. Information We Collect

We may collect several categories of information depending on how you use BillingSutra, what features you enable, what data you enter into the system, and how you interact with our services. The information collected may include personal identification details, contact information, account information, transactional information, subscription records, technical details, device information, support communications, usage logs, and business data processed through the platform.

The exact type of information collected will vary based on your selected plan, enabled features, payment activity, integrations used, and the manner in which you interact with the Service.

4. Information You Provide Directly

You may provide information directly to us when creating an account, subscribing to a plan, setting up your business profile, contacting support, filling forms, enabling features, or using BillingSutra in the ordinary course of business.

• Name, business name, firm name, company name, shop name, or organization name
• Email address, mobile number, billing address, and contact details
• GST details, business registration details, tax-related identifiers, and invoicing information
• Login credentials and account recovery details
• Subscription details, plan selections, upgrade requests, and payment-related references
• Support messages, issue reports, feedback, suggestions, and other communications
• Business data such as products, parties, invoices, quotations, expenses, ledgers, stock records, and related operational information entered into BillingSutra

You are responsible for ensuring that the information you provide is accurate, lawful, complete, and updated as needed.

5. Automatically Collected Information

When you access or use BillingSutra, certain technical and usage-related information may be collected automatically. This helps us operate the Service, maintain security, diagnose technical issues, improve performance, and understand usage behavior.

• IP address and approximate geolocation derived from IP
• Browser type, browser version, operating system, device type, and app version
• Log files, timestamps, access history, error logs, and crash diagnostics
• Pages visited, modules used, buttons clicked, session duration, and general usage patterns
• Referrer information, language settings, screen size, and network-related details
• Security events and authentication attempts

Such automatically collected data may be associated with your account where necessary for support, security, performance optimization, or lawful business operations.

6. How We Use Information

We use collected information for legitimate business and operational purposes related to providing BillingSutra and maintaining the quality, security, and usability of the Service. Depending on the context, we may use information to:

• Create, manage, and maintain your account and subscription
• Provide invoicing, billing, ERP, inventory, and related software functionality
• Process payments, renewals, subscription activations, and account-level service configuration
• Send transactional notifications, service updates, billing notices, security alerts, and important communications
• Respond to support requests, technical issues, and customer service inquiries
• Monitor service health, troubleshoot problems, fix bugs, and prevent fraud or abuse
• Improve features, workflows, reports, integrations, and user experience
• Comply with legal obligations, internal compliance requirements, and regulatory requests

We may also use aggregated and de-identified information for analytics, platform improvements, operational planning, and service enhancement, provided such information does not directly identify you.

7. Legal Basis, Consent & Authorization

By using BillingSutra and providing information through our platform, you authorize us to process such information for the purposes described in this Privacy Policy. Where applicable, the basis for such processing may include your consent, the need to perform a contract with you, the need to provide subscribed services, compliance with legal obligations, fraud prevention, system security, product improvement, and other legitimate business interests.

In certain cases, you may provide us with information about your customers, staff, vendors, parties, or business contacts. You are solely responsible for ensuring that you have all necessary rights, permissions, notices, or legal basis required to input, store, process, or otherwise handle such third-party information through BillingSutra.

8. Sharing of Information

We do not sell your personal information to third parties. However, we may share information in limited and necessary circumstances to operate and support BillingSutra lawfully and effectively.

• With payment gateways, banks, or processors for handling payments, verifications, renewals, settlements, or transaction-related matters
• With cloud providers, hosting providers, infrastructure vendors, communication tools, email services, SMS providers, support platforms, or analytics services used to operate the platform
• With legal authorities, courts, regulators, law enforcement, or government agencies where required by law, legal process, or good-faith compliance obligations
• With professional advisors such as legal consultants, auditors, accountants, or compliance experts under appropriate confidentiality obligations
• In connection with a business restructuring, merger, acquisition, asset sale, investment, or corporate transition, subject to lawful handling of data

We take reasonable steps to ensure that service providers handling information on our behalf are subject to appropriate contractual or operational safeguards.

9. Data Security

We implement commercially reasonable technical, administrative, and organizational measures to protect information from unauthorized access, misuse, alteration, accidental loss, destruction, or disclosure. These measures may include access controls, authentication safeguards, encryption in applicable scenarios, system monitoring, logging, role-based access controls, software updates, and other security practices reasonably appropriate for a SaaS environment.

However, no digital system, online transmission, cloud platform, or storage infrastructure can be guaranteed to be completely secure. You acknowledge that use of online services involves inherent cyber and network risks. We therefore cannot guarantee absolute security, and we disclaim liability to the extent permitted by law for security events caused by force majeure, malicious attacks, third-party service failures, or user negligence.

10. Data Retention

We retain information for as long as reasonably necessary to provide the Service, fulfill contractual obligations, maintain records, comply with legal or tax requirements, resolve disputes, enforce agreements, protect our platform, and support legitimate business operations.

Retention duration may depend on the nature of the information, your subscription status, support history, legal obligations, security requirements, billing records, and platform architecture. For example:

• Account and subscription records may be retained for billing, compliance, and audit purposes
• Support communications may be retained to improve support quality and preserve service history
• Log data may be retained for security, diagnostics, and product stability purposes
• Business data may remain available for a limited retention window after cancellation or expiry, subject to plan terms, technical limitations, or legal requirements

We may delete, anonymize, archive, or permanently remove information when it is no longer reasonably required or where deletion is appropriate under our policies or applicable law.

11. User Responsibilities

You are responsible for the legality, quality, and accuracy of the information you enter into BillingSutra. You should only upload or process information that you are authorized to use and that is relevant to your lawful business operations.

• You must keep your login credentials confidential.
• You must maintain updated account information and secure access devices.
• You should maintain independent backups of critical business data unless backup services are expressly included and relied upon under your plan.
• You are responsible for obtaining any required notice, consent, or legal basis before entering third-party personal data into the platform.

We shall not be responsible for privacy violations, unlawful disclosures, or misuse of data resulting from your unauthorized conduct, staff misuse, inaccurate entries, or breach of legal obligations by your business.

12. Cookies & Tracking Technologies

BillingSutra may use cookies, session storage, local storage, tokens, identifiers, scripts, pixels, or similar technologies to operate core features, maintain sessions, remember user preferences, analyze traffic, improve performance, secure the platform, and support account functionality.

Cookies and similar technologies may be used for:

• User authentication and secure session management
• Remembering preferences and platform settings
• Measuring product performance and feature interaction
• Understanding usage trends and improving service quality
• Monitoring reliability, errors, and suspicious activity

You may be able to manage cookie preferences through your browser or device settings. However, disabling certain technologies may impact functionality, login persistence, or performance of the Service.

13. Third-Party Services & Integrations

BillingSutra may integrate with or support third-party services such as payment gateways, cloud storage providers, email services, SMS services, analytics providers, backup systems, or business tools. These services may independently collect, process, or store information according to their own privacy policies and terms.

We are not responsible for the privacy, security, or data-handling practices of independent third-party services. You should carefully review the privacy policies and contractual terms of any third-party service before enabling or relying upon such integration.

If you voluntarily connect BillingSutra with a third-party integration, you authorize the transmission of relevant data necessary to enable that integration, subject to technical feasibility and applicable legal requirements.

14. Business Data Processed Through BillingSutra

BillingSutra is intended to help businesses manage operational records such as invoices, quotations, products, customers, vendors, expenses, inventory, ledgers, reports, taxes, and related business information. Such data may include personal data, financial details, or commercially sensitive information depending on how you use the platform.

In relation to business data entered by you:

• You remain responsible for ensuring that such data is lawfully collected and processed.
• You acknowledge that the Company may process such data as necessary to host, store, display, back up, transmit, export, secure, troubleshoot, and support the functionality of the platform.
• We may access limited portions of business data where reasonably necessary for support, debugging, migration, onboarding assistance, compliance review, or security response.

We do not claim ownership of your business data. However, you grant us the limited rights necessary to process that data for service delivery and platform operations.

15. Children’s Privacy

BillingSutra is intended for business and professional use and is not directed toward children. We do not knowingly collect personal information from individuals under the age of 18 for independent use of the platform. If you believe that a minor has provided personal information to us without appropriate authorization, please contact us so that we may review and, where appropriate, delete such information.

16. Your Rights & Choices

Depending on applicable law and the nature of the information involved, you may have certain rights or choices regarding your information. These may include the ability to:

• Access or review certain account information
• Update or correct inaccurate profile details
• Request account closure or deletion, subject to retention obligations and service limitations
• Object to certain communications or unsubscribe from non-essential marketing messages
• Request clarification regarding our data practices

Some requests may be limited by legal obligations, security requirements, technical constraints, fraud prevention needs, tax retention duties, contractual obligations, or the need to preserve data required for dispute resolution or compliance.

17. International Transfers

Depending on our hosting arrangements, infrastructure providers, software tools, analytics systems, communication vendors, or support operations, information may be stored or processed on servers located in India or in other jurisdictions through authorized service providers.

By using BillingSutra, you understand and agree that information may be transferred to and processed in locations where data protection laws may differ from those in your own jurisdiction. In such cases, we will take commercially reasonable steps to ensure appropriate handling and protection of information.

18. Policy Updates

We reserve the right to modify, amend, replace, or update this Privacy Policy at any time. Updated versions will be posted on this page along with the revised “Last Updated” date. Unless otherwise required by law, the updated version will become effective upon publication.

Continued use of BillingSutra after any changes to this Privacy Policy constitutes your acceptance of the revised Policy. We encourage you to review this page periodically to stay informed about how we handle information.

19. Contact Information

If you have any questions, concerns, privacy-related requests, or complaints regarding this Privacy Policy or the way BillingSutra handles information, you may contact us using the official support details below.

Please include your registered email address, business name, and sufficient details regarding your privacy concern so that we can review and respond appropriately.