Privacy Policy

This Privacy Policy sets out how Khata Billing collects, uses, and protects any information that you provide when using our website and software platform. By accessing or using Khata Billing, you agree to the terms described in this policy.

Khata Billing is committed to ensuring that your privacy is fully protected. Any information by which you can be identified will be used strictly in accordance with this privacy statement and applicable Indian data protection laws.

Your Data Is Private — Always

Your business data stored within Khata Billing belongs exclusively to you. We operate under a strict data confidentiality framework:

• Only the logged-in account owner can view, access, edit, or export their own business data (invoices, transactions, customer records, payroll, etc.).

• No Khata Billing employee, team member, contractor, or external person has the ability or authorization to view or access your account data without your explicit written consent (e.g., for a specific technical support session you have initiated and approved).

• Unauthorized internal access to customer data is strictly prohibited and is treated as a serious disciplinary and legal violation within our organization.

• Your data is stored securely and is never accessible to other Khata Billing users or any third party outside of your own organization.

Data Security & Encryption

We are deeply committed to protecting your data using industry-standard security practices:

• All data transmissions between your device and our servers are protected using SSL/TLS encryption (HTTPS). Your data is never transmitted in plain text.

• Sensitive information such as passwords is stored using one-way cryptographic hashing. We do not store plain-text passwords anywhere in our system.

• Our servers are hosted in secure, access-controlled environments with firewall protection, regular security audits, and intrusion detection measures.

• We implement role-based access control internally — only personnel with a specific, documented need can access operational systems, and even then, never your business data.

• Regular data backups are maintained to prevent data loss due to hardware failures or unforeseen technical incidents.

We Will Never Sell or Share Your Data

Specifically, we will never:

• Sell your personal or business data to advertisers, data brokers, or any commercial entity.

• Share your data with marketing partners or affiliate networks without your explicit consent.

• Provide your customer lists, transaction data, or business records to any external organization.

• Use your business data to train AI/ML models or for any purpose outside of providing you the Khata Billing service.

The only circumstance under which we may be compelled to disclose your information to a third party is if we are legally required to do so under applicable Indian law (e.g., by court order, government directive, or statutory authority). Even in such cases, we will disclose only the minimum information legally required and will attempt to notify you in advance where permitted by law.

Information We Collect

When you register and use Khata Billing, we may collect the following:

• Name, business name, and job title

• Contact information including email address and mobile number

• GSTIN and business registration details (for GST-related features)

• Business data you voluntarily enter into the platform (invoices, products, customers, etc.)

• Device information, IP address, and browser type for security and fraud prevention purposes

• Usage patterns and feature interactions to improve product experience

How We Use Your Information

We use collected information strictly for the following purposes:

• To provide, maintain, and improve the Khata Billing software and services.

• To process your subscription, billing, and account management.

• To send important service notifications, product updates, and security alerts.

• To provide customer support when you contact us.

• For internal analysis to understand how users interact with our features (in aggregated, anonymized form only).

• To comply with legal obligations under applicable Indian laws and regulations.

How We Use Cookies

Cookies are small files placed on your device that help us improve your experience. We use cookies to:

• Keep you logged in securely during your session.

• Remember your preferences and settings.

• Analyse website traffic and feature usage in aggregate (no personally identifiable data is shared externally for this purpose).

You can disable cookies in your browser settings, though this may affect certain features of the website. Cookies do not grant us access to your device files or personal data beyond what you choose to share.

Your Rights & Control Over Your Data

You have full control over your personal information:

• You may request a copy of the personal data we hold about you at any time by emailing khatabilling@gmail.com.

• You may request correction of any incorrect or incomplete information.

• You may request deletion of your account and associated personal data, subject to any legal retention obligations.

• You may opt out of promotional communications at any time by contacting us or using the unsubscribe option in our emails.

Third-Party Services

Khata Billing may use limited, vetted third-party services (such as payment processors or SMS gateways) that are necessary to deliver our platform features. Any such third-party service provider is bound by strict confidentiality obligations and is not permitted to use your data for any purpose other than providing the specific service for which they are engaged. We do not allow third-party providers to use your data for advertising, analytics resale, or any independent commercial purpose.

Changes to This Policy

Khata Billing may update this Privacy Policy from time to time. We will notify registered users of any material changes via email or in-app notification. We encourage you to review this page periodically. Continued use of the platform after changes are published constitutes your acceptance of the updated policy.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at khatabilling@gmail.com. We will respond within 5 business days.