Privacy Policy

1. Who We Are and What This Policy Covers

SW_Billing is a multi-tenant accounting, billing and GST-compliance platform operated by , with its registered office at

This policy explains what personal data the platform collects, why we collect it, who we share it with, how long we keep it, and the rights you have over it. It applies to our web application, our mobile/WebView interface, our REST API, and our point-of-sale (POS) interfaces.

We process personal data in accordance with the Digital Personal Data Protection Act, 2023 (DPDP Act) and the Information Technology Act, 2000 together with the rules made under them.

2. Our Two Roles: Data Fiduciary and Data Processor

This distinction matters, because it determines who you should approach about a given record.

• We are the Data Fiduciary (controller) for the account data of the people who sign up to use SW_Billing — business owners, their staff users, and people who contact our support desk. We decide how that data is used, and Section 3 describes it.
• We are a Data Processor for everything a business enters into its own workspace — its customers, suppliers, employees, invoices, ledgers and payroll. The business that holds the account is the Data Fiduciary for that content. We process it only on that business's instructions, and we do not use it for our own purposes. Section 4 describes it.

If you are a customer, supplier or employee of a business that uses SW_Billing and you want your records accessed, corrected or deleted, please contact that business directly. We will assist them, but we cannot act on their records without their instruction.

3. Data We Collect About You (Account Holders and Users)

3.1 Identity and contact details

• Full name, first name and last name
• Email address (verified via an email confirmation link) and phone number
• Your role and permissions within the business, and your employee identifier where one is assigned
• Invitation details, where you were invited to a workspace by an existing user

3.2 Credentials and security data

• Your password, stored only as a bcrypt hash — we never store or have access to it in readable form
• Two-factor authentication data: your TOTP secret, recovery codes, and the date you confirmed 2FA
• Email-based one-time codes and their expiry, if you use email 2FA
• API access tokens and personal access tokens you generate, plus "remember me" tokens
• Password reset tokens, which expire after a short period

3.3 Business and tax registration details

When you set up a workspace, we collect information about the business itself:

• Trading name, legal name, display name, industry, and business description
• Business registration number and other statutory identifiers you enter
• GST details: GSTIN, GST registration date, GST state, composition-scheme status, whether GST is enabled, and declared annual turnover
• Mailing and physical addresses, city, state, PIN code and country
• Telephone, mobile, fax, website, and any social or messaging handles you choose to add
• Your business logo and thermal-printer logo
• Currency, timezone, financial year end, and configuration preferences

3.4 Subscription and billing data

• Your plan, subscription status, start and expiry dates, add-ons, and usage counts against plan limits
• Subscription invoices, amounts, payment status, and payment method type
• Identifiers issued by our payment processor: customer ID, subscription ID, invoice ID and payment intent ID
• Records of subscription-related emails we have sent you

We do not collect, see or store your card number, CVV or expiry date. Card details are entered directly with our payment processor (Stripe) and never reach our servers. We only hold the reference identifiers listed above.

3.5 Communication preferences

• Whether you have opted in to marketing emails, and the exact timestamp at which you gave that consent
• Your web-push notification subscription: the browser endpoint URL, encryption keys and the user agent of the device

3.6 Support data

• Support tickets you raise: ticket number, email address, subject, category, priority and full message thread
• Any files you attach to a ticket
• Messages you send through our contact form

4. Data You Enter About Other People

The platform is built to hold your business records, and many of those records describe other people. We process the following on your behalf and under your control:

4.1 Customers and suppliers

• Name, email, phone, addresses (including separate billing and shipping addresses)
• Tax number / GSTIN, place of supply, vendor codes and preferred payment mode
• Credit limits, running balances and party ledger history

4.2 Financial and transaction records

• Invoices, bills, quotes, purchase orders, credit notes and vendor credits, with line items, notes and GST breakdowns (CGST/SGST/IGST, HSN/SAC, place of supply)
• Payments, payment allocations, receipt vouchers and payment vouchers
• Expenses and expense receipts
• Chart of accounts, journals, transactions and transaction groups
• Products, product categories, pricing, custom attributes, inventory levels and stock intake records
• Tax rates, divisions, counters, POS devices and printer configurations

4.3 Bank account and banking data

• Bank account name, account number, bank name, branch and bank/IFSC codes; IBAN and SWIFT where entered
• Opening and current balances, and reconciliation settings
• Bank transactions — date, amount, description, reference, counterparty name and account, and running balance — whether entered manually, imported, or synced through a connected bank feed
• Where you connect a bank feed, the identifiers, consent records, connection status and sync timestamps issued by that provider

4.4 Employee and payroll data Sensitive

If you use the payroll and HR modules, the platform stores substantially more sensitive data:

• Full name, preferred name, title, gender, date of birth, nationality and marital status
• Personal and work email, mobile, home and work phone numbers, and home address
• Employment details: employee number, hire date, probation and termination dates, contract type, department, job title and work location
• Compensation: salary, hourly and daily rates, overtime rates, allowances, commission structure and pay frequency
• Statutory and tax identifiers, tax scale, threshold claims and additional tax amounts
• Retirement/provident fund details, including fund name and member number
• Bank account name, account number and bank/branch codes used to pay salaries
• Leave balances, leave requests, approval workflows, leave audit logs and attached documents
• Time entries, payroll periods and payroll entries
• Emergency contact names, relationships, phone numbers and email addresses
• Work visa type and expiry, where recorded
• Performance review dates and performance notes, and any HR documents uploaded against the employee

Because this category includes financial, identity and employment data about identifiable individuals, the business operating the workspace is responsible for having a lawful basis to hold it, for informing its employees, and for restricting access using the platform's role and module permissions.

5. Data We Collect Automatically

5.1 Session and login records

• Session records containing your user ID, IP address, browser user agent and last activity time
• A login history for every sign-in: timestamp, IP address and user agent
• Your last login time and account active status

5.2 API and application analytics

When our API analytics feature is enabled, each API request is logged with:

• Endpoint path, HTTP method, route name and API version
• Response status code and response time in milliseconds
• Request and response payload sizes, and query string parameters
• Your user ID and business ID, IP address and user agent
• Error messages and stack traces where a request fails

We log request metadata and query parameters. We do not log request bodies, so the contents of the records you create are not duplicated into the analytics log.

5.3 Audit trails

• Document status histories and invoice change histories
• Email sending history: sender and recipient addresses, CC and BCC, subject, message body, attachments, delivery and bounce status, open and click counts, the originating IP address and user agent, and the provider's message ID
• Backup and restore logs: the action taken, who performed it, IP address, user agent and file metadata
• Business deletion logs
• Leave approval audit logs

5.4 Device data

• For paired POS terminals and devices: device name and type, pairing code, pairing and last-active timestamps, and device metadata such as operating system and browser

5.5 Server logs

Our servers keep standard application and error logs. These may incidentally contain IP addresses, request paths and error context, and are used only for diagnosing faults and investigating security incidents.

6. Files You Upload

The platform accepts file uploads in several places. These are stored on our file storage and are accessible only within your workspace:

• Business logos and thermal-printer logos
• Product images
• Attachments on invoices, quotes, bills, purchase orders, credit notes, vendor credits and simple transactions
• Expense receipts
• Leave request attachments and employee HR documents
• Support ticket attachments
• Workspace backup exports you generate

We do not inspect the contents of your uploads. Please do not upload material you are not entitled to hold, and avoid uploading identity documents unless you have a lawful reason to retain them.

7. Why We Process Your Data

We do not sell your personal data, and we do not use your business records to build advertising profiles or to train machine-learning models.

8. Third Parties Who Process Data for Us

We share data only with the processors needed to run the service, and only to the extent each one needs:

PDF documents such as invoices are rendered on our own servers; your document contents are not sent to a third-party rendering service.

Beyond these processors, we disclose data only where:

• You or the business controlling the record instruct us to
• We are required to by law, court order, or a lawful request from a government or tax authority
• It is necessary to establish, exercise or defend a legal claim, or to prevent fraud or harm
• Our business is merged, acquired or restructured — in which case we will notify you and the acquiring party remains bound by this policy

9. How Your Data Is Separated and Secured

9.1 Tenant isolation

SW_Billing is multi-tenant. Each business's records — invoices, contacts, employees, ledgers and everything else in Section 4 — live in a dedicated PostgreSQL schema for that business, not in a shared table filtered by an ID column. Requests are bound to the correct schema before any query runs, so one workspace cannot read another's data.

9.2 Security measures

• Passwords hashed with bcrypt at a high work factor; never stored or transmitted in plain text
• Optional two-factor authentication, by authenticator app (TOTP) or email code, with recovery codes
• Token-based API authentication with expiring tokens
• Role-based access control and per-module permissions, so staff users only see what their role allows
• Encryption in transit over TLS/HTTPS
• Server-side session storage, with CSRF protection on all state-changing requests
• Audit logging of logins, email sends, document changes, backups and deletions
• Regular backups, with backup and restore actions logged against the user who performed them

No system is perfectly secure. You are responsible for keeping your password confidential, enabling two-factor authentication, and removing users who leave your business.

10. Cookies and Similar Technologies

We use a small number of first-party cookies. We do not use third-party advertising or cross-site tracking cookies.

Blocking the strictly necessary cookies will prevent you from signing in. You can clear or block cookies through your browser settings.

11. How Long We Keep Data

When you close a workspace we log the deletion, remove the tenant schema and its uploaded files, and retain only what we are legally required to keep.

12. Your Rights

Under the DPDP Act, 2023 you have the right to:

• Access — obtain a summary of the personal data we process about you and who we have shared it with
• Correction and completion — have inaccurate or incomplete data corrected or updated
• Erasure — have your personal data deleted where we no longer need it and no legal obligation requires us to keep it
• Withdraw consent — withdraw any consent you gave, as easily as you gave it; this does not affect processing already carried out
• Grievance redressal — raise a complaint with us and receive a response
• Nominate — nominate another individual to exercise your rights in the event of your death or incapacity

Most of these you can exercise directly in the app: update your profile and business details in Settings, manage marketing preferences in your account, revoke API tokens, and export your data.

To have your account and workspace erased, follow the process on our Delete Your Account page, which sets out what is deleted, what we must retain, and how long it takes.

If you are in the EU/EEA or UK, you additionally have the rights to data portability, to restrict processing, to object to processing based on legitimate interests, and to lodge a complaint with your local supervisory authority.

You also have a duty, under the DPDP Act, not to submit false particulars or impersonate another person when exercising these rights, and not to file frivolous complaints.

We respond to verified requests within 30 days. To make a request, use our contact form or write to us using the details in Section 17.

13. Children's Data

SW_Billing is a business tool and is not directed at children. Under the DPDP Act, a child is any person under 18 years of age. We do not knowingly create accounts for children, and we do not carry out tracking, behavioural monitoring or targeted advertising directed at children.

If a business records an employee under 18 in the payroll module, that business is responsible for obtaining verifiable consent from the child's parent or lawful guardian. If you believe we hold a child's data without that consent, contact us and we will delete it.

14. Data Location and Cross-Border Transfers

Our application servers, database and file storage are operated by our cloud hosting provider. Some of the processors in Section 8 — in particular our payment processor and open-banking providers — operate outside India, so your data may be transferred to and processed in other countries.

Where such transfers occur, we rely on:

• The transfer being permitted under Section 16 of the DPDP Act and not to a country restricted by the Central Government
• Contractual data protection commitments with each processor, including standard contractual clauses where the recipient is in the EU/EEA scope
• Limiting each transfer to the minimum data the processor needs

15. Data Breach Notification

If a personal data breach occurs, we will notify the Data Protection Board of India and every affected user, in the form and within the timelines required by the DPDP Act and its rules. Our notice will describe the nature and extent of the breach, its likely consequences, the measures we have taken, and what you should do to protect yourself.

16. Changes to This Policy

We may update this policy as the platform changes or the law develops. The "Last updated" date at the top always reflects the current version. For material changes — a new category of data, a new processor, or a new purpose — we will give notice by email and by an in-app notice before the change takes effect. Continuing to use SW_Billing after that point means you accept the updated policy.

17. Grievance Redressal and Contact

In accordance with the DPDP Act, 2023 and the Information Technology (Intermediary Guidelines) Rules, grievances about how we handle your personal data can be raised with us at:

You can also reach us through our contact form. We acknowledge grievances within 24 hours and aim to resolve them within 15 days.

If you are not satisfied with our response, you may escalate your complaint to the Data Protection Board of India.

Related reading: Terms of Service · Delete Your Account · Contact Us