Privacy Policy

[OPERATOR LEGAL NAME], registered office [REGISTERED ADDRESS], GSTIN [GSTIN], operates RozanaBill and is the data fiduciary for the personal information held in your account.

You are the data principal for the personal information you enter — the names and addresses of your customers, the details of your suppliers, the phone numbers of your employees. You decide what you put in. We process it on your instructions to provide the service, and we are not free to use it for our own purposes.

We collect only what the service needs in order to run:

• Your account. Your name, email address, and — if you set one — a username and password, stored only as a one-way hash. We cannot read your password, including if you ask us to.
• Your businesses. Each business on your login, its name, legal name and GSTIN.
• Your business data. Every document you create: invoices, quotations, purchase bills, delivery challans, credit and debit notes, payments, expenses, party and product records, stock, and your invoice templates. This is the substance of the service.
• Your uploads. Product pictures and your business logo, kept inside your own workspace.
• Your employees. The username, display name and role of each person you add to a business. Not their email — we do not require it.
• Technical records. The IP address, time and outcome of a sign-in attempt, kept so we can spot and block repeated password guessing.

• No advertising identifiers, and no cross-site tracking cookies.
• No third-party analytics. We do not embed any.
• No access to your documents beyond storing them and handing them back to you.
• No contacts, photos, files or browsing history from your device. The service reads nothing outside its own storage.

Under the Digital Personal Data Protection Act, 2023 we hold your account and technical records to provide the service you asked for and to meet our legal duties. We hold your business documents on your instructions, for the same purpose. We do not rely on consent for either.

Your workspace is stored on our server in [COUNTRY], under a database dedicated to this service. Every business on a login has its own separate workspace; two businesses on the same login cannot see each other’s documents, and we do not merge them.

A working copy is also kept in your own browser’s local storage so the service opens without a round trip. That copy is on your device, under your control, and is replaced from the server whenever you sign in.

We do not keep a second copy for ourselves. If you delete a business, its documents go with it.

The service sets three cookies, all of them necessary. There are no others.

• vy_session keeps you signed in. It holds a random token, not your identity, and it expires.
• vy_company remembers which of your businesses you are working in, so separate accounts on one browser do not open each other’s books.
• vy_demo marks a browser that is looking at the public demonstration rather than their own books.

None of them is used to follow you anywhere else, and none is shared with anyone.

A few things are kept in your browser’s own storage rather than sent to us. They never leave your device, and clearing your browser data removes them:

• vy_theme_app remembers whether you chose the light or dark theme in the app. It is a display preference and is never sent anywhere. The public website keeps its own separate setting and simply follows your device, so a choice you make while billing does not change a page you have not asked to change.
• vy_theme_site would hold such a choice for the website, should we ever offer one.
• gstbill.state.v1 is the working copy of your workspace, so the app opens without waiting for the server. It is replaced from our copy each time you sign in.

• Your own employees. A person you add to a business sees what their role allows, which is what you set when you added them.
• Your own recipients. When you press send on a WhatsApp, SMS or email, that document leaves your device and goes to the provider you chose, under their terms, to the number or address on the document. We are not a party to that transfer — but the person you sent it to is, which is why you should check the number before you send.
• Our hosting provider. It stores the database and may access it to keep the service running, under contract and only on our instructions.
• Law enforcement or a regulator, where we are legally compelled to disclose, or where disclosure is necessary to establish or defend a legal claim.
• A buyer of the business. If we sell or transfer the service, your data goes with it. We will tell you before it happens.

We have never sold personal information, and we do not intend to.

Your data is kept for as long as your account is open. When you delete a business, its documents are deleted at once. When you close your account, we delete your data within 30 days — unless we are legally required to keep some of it, such as a record of a tax invoice we issued.

We keep sign-in attempt records for a limited period for security, then delete them.

• Export. Ask us and we will send you an export of the documents for a business. You can also take your own copy at any time from the service.
• Correction. Edit it in the service. The service is the record of truth, so correcting it there corrects it everywhere.
• Deletion. Delete the business, or close your account. To have us delete your account instead, write to us and confirm.
• Withdraw from an employee. Remove the person from the business, which removes their login’s access at once.

To exercise any right that the service does not do for you on its own, write to us. We will respond within 30 days.

Data is sent over HTTPS and stored in a database that only the service can reach. Passwords are stored salted and hashed, never in readable form. Access for support is by your request; we do not browse customer accounts to look around.

No system is perfectly secure. If a breach affects your data we will tell you and the relevant authority as the law requires.

The service is for businesses and is not directed at anyone under 18. We do not knowingly collect information from a child. If you believe a child has given us information, write to us and we will delete it.

If we change this policy we will update the date at the top and, for a change that materially affects you, tell you by email or in the app before it takes effect.