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Privacy Policy

Effective Date: 30 August 2026
Last Updated: 23 September 2026

This document is an electronic record in terms of the Information Technology Act, 2000 and rules thereunder, as applicable, and the amended provisions pertaining to electronic records in various statutes as amended by the Information Technology Act, 2000. This electronic record is generated by a computer system and does not require any physical or digital signatures.

This Privacy Policy is published in accordance with Rule 3(1) of the Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021, and describes how POSBooks (the "Platform"), owned and operated by Swiftmark Digital Solutions, with its place of business at Miryalaguda Road, Haliya, Telangana, India (hereinafter "Platform Owner", "we", "us", or "our"), collects, uses, shares, protects, or otherwise processes your information and personal data through our website posbooks.com, the POSBooks Android application, APIs, and SaaS services (collectively, the "Services" or "Platform").

We do not offer products or services under this Platform outside India unless explicitly stated. Your personal data will primarily be stored and processed in India. By visiting the Platform, registering, providing your information, or availing any service, you expressly agree to be bound by this Privacy Policy, our Terms and Conditions, and applicable service terms. If you do not agree, please do not use or access our Platform.

This Privacy Policy explains how POSBooks collects, uses, stores, shares, and protects information when you use our website, web application, Android app, APIs, and related SaaS services. POSBooks provides two kinds of tools: business billing and inventory (point of sale, purchases, sales, parties, dues, GST helpers, accounts, and related modules available on your plan) and personal finance tracking (wallets, expenses, income, and money owed). Features depend on your plan and what you turn on.

1. Data Controller / Data Fiduciary

For personal data processed in connection with the Services, the data fiduciary / data safety in-charge is:

2. Scope

This Policy applies to:

  • Visitors to posbooks.com and related landing pages;
  • Business owners, staff, and authorised users of the POSBooks web and Android mobile app;
  • End customers/suppliers whose data is entered into a business account by our subscribers (in which case the subscriber is typically the data controller for that business data, and POSBooks acts as a service provider / data processor); and
  • Anyone who contacts us by email, phone, WhatsApp, or support forms.

3. Information We Collect

Depending on how you use the Services, we may collect:

  • Account & identity data: name, business name, email, phone number, password (hashed), role/permissions, GSTIN/PAN/business identifiers (if provided), address, state, and country.
  • Business operational data: products, inventory, purchases, sales, invoices, payments, dues, parties (customers/suppliers), expenses, income, warehouses/branches, employees, attendance, leave, payroll, and reports you create or import.
  • Device & technical data: IP address, device model, OS version, app version, browser type, approximate location (if permission granted), crash/diagnostic logs, and usage analytics.
  • Communication data: support tickets, emails, call notes, and feedback.
  • Payment & subscription data: plan selected, billing status, transaction references from payment gateways/UPI providers. We do not store full card numbers on our servers when payments are handled by third-party processors.
  • Optional permissions: camera (barcode scanning, product images, invoice or voucher photos), storage/files, Bluetooth (thermal printers), notifications, and location where a feature needs it.
  • Personal finance data: wallets and balances you enter, expenses, income, people you record as owing you or whom you owe, instalments, and UPI payment references you create in Personal mode. This is separate from a shop’s party ledger.
  • Sign-in data: if you choose Google or X (Twitter) sign-in, we receive the account identifier, name, and email the provider shares. We do not receive your Google or X password.
  • AI inputs: text and images you submit in AI Studio, invoice scan, or voucher scan. That content, which may include a bill photo and the text we extract, is sent to the AI provider in use (Google Gemini, Anthropic Claude, OpenAI, or Groq).
  • Messages you send: if a business uses SMS, email, or WhatsApp through the Services, we process the recipient details and message content that business provides.
  • Affiliate data: if you join Earn with us, we process your referral activity and the payout details you submit.
  • Files: logos, product images, and documents you upload. Files are stored on object storage (Cloudflare R2).

4. How We Collect Information

  • Directly from you when you register, subscribe, configure settings, or contact support;
  • Automatically through cookies, SDKs, server logs, and analytics tools;
  • From your authorised users who enter data into your business workspace; and
  • From third-party services you choose to connect (for example Razorpay, SMS or WhatsApp providers, Google or X sign-in, Firebase, and AI providers).

5. Purposes of Processing

We process information to:

  • Provide, operate, secure, and improve the Services;
  • Create and manage accounts, subscriptions, and access controls;
  • Enable billing, inventory, GST helpers, accounts, personal-finance tracking, AI scan and assistant features, printing, import and export, and other modules on your plan;
  • Process subscription payments through Razorpay and show payment status;
  • Send SMS, email, or WhatsApp messages when a business uses those tools;
  • Send OTPs, transactional emails/SMS, invoices, and service notices;
  • Provide customer support and troubleshoot issues;
  • Detect fraud, abuse, security incidents, and illegal activity;
  • Comply with applicable Indian laws, tax, accounting, and regulatory obligations;
  • Send important product/service updates; and
  • With your consent where required, send marketing communications (you may opt out).

6. Legal Bases (where applicable)

We process personal data based on one or more of: performance of a contract; legitimate interests (security, service improvement, fraud prevention); consent (where required, e.g., certain notifications/marketing); and legal/regulatory obligations under Indian law, including the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023 (as applicable and brought into force).

7. Third-Party Services

We may use trusted service providers who process data on our behalf or as independent controllers for their own services, including (as configured for your deployment):

  • Hosting, and Cloudflare R2 for files you upload;
  • Email delivery from info@posbooks.com;
  • SMS, phone OTP, and WhatsApp providers, when a business turns those on;
  • Google Firebase (analytics, push notifications, and related Google services);
  • Google and X (Twitter), only if you choose those sign-in buttons;
  • Razorpay, for subscription and other gateway payments. We do not store full card numbers;
  • Google Gemini, Anthropic Claude, OpenAI, and Groq, only when you use an AI feature. Do not submit data you are not allowed to share with that provider;
  • Google Play, for distribution of the Android app;
  • Analytics, crash reporting, and performance monitoring tools.

These providers process data under their own terms and privacy policies. We encourage you to review them. We do not sell personal data.

8. Cookies and Similar Technologies

Our website and web app may use cookies and similar technologies for authentication, session management, preferences, security, and analytics. You can control cookies through your browser settings; some features may not work if cookies are disabled.

9. Data Sharing

We may share data with:

  • Service providers who help us operate the Services under confidentiality and data-protection obligations;
  • Your authorised users within your business account;
  • Payment processors to complete transactions;
  • Authorities when required by law, court order, or to protect rights, safety, and security; and
  • A successor entity in case of merger, acquisition, or restructuring (with notice where legally required).

10. International Transfers

Servers and subprocessors may be located in India or other countries. Where data is transferred outside India, we take reasonable contractual and organisational measures consistent with applicable law.

11. Data Retention

We retain account and business data for as long as your subscription/account remains active and thereafter for a reasonable period needed for backups, dispute resolution, audit, tax, and legal compliance, unless a longer retention period is required by law. You may request deletion as described below.

12. Security

We implement reasonable technical and organisational safeguards, including access controls, encrypted transport (HTTPS), hashed passwords, server hardening, and monitoring. No method of transmission or storage is 100% secure; you are responsible for safeguarding login credentials and device access.

13. Your Rights and Choices

Subject to applicable law, you may:

  • Access, rectify, and update your personal data directly through functionalities provided on the Platform;
  • Request access, correction, updating, or deletion of personal data;
  • Withdraw consent where processing is consent-based (withdrawal is not retrospective and may limit services that require such data);
  • Raise a grievance with our Grievance Officer.

To exercise rights:

You may delete your account from Settings in the POSBooks app (password confirmation) or by email as described on the data-deletion page. Deletion may be refused or delayed where the law requires us to keep records, or where a subscription, dispute, or fraud review is still open. Once deleted, you lose access to the account. We may retain anonymised data for analytics.

We may verify identity before acting on requests. Business account owners are responsible for data of their employees/customers entered into their workspace.

13A. Consent

By visiting our Platform or providing your information, you consent to the collection, use, storage, disclosure, and processing of your information in accordance with this Privacy Policy. If you disclose personal data relating to other people, you represent that you have authority to do so. You consent to us (including affiliates, technology partners, and service providers) contacting you through SMS, instant messaging apps, calls, and/or email for purposes described in this Policy. To withdraw consent, write to the Grievance Officer with subject line "Withdrawal of consent for processing personal data".

13B. Security Precautions

We adopt reasonable security practices and procedures to protect personal data from unauthorised access, disclosure, loss, or misuse, including secure servers and access controls. However, transmission over the internet cannot always be guaranteed as completely secure. Users are responsible for protecting login credentials and password records for their account.

13C. Fraud Warning

If you receive an email or call claiming to be from Swiftmark Digital Solutions or POSBooks requesting debit/credit card PIN, net-banking password, or mobile banking password, do not provide such information. Report it immediately to appropriate law enforcement.

14. Children's Privacy

The Services are intended for business use by adults. We do not knowingly collect personal data from children under 18. If you believe a child has provided data, contact us for deletion.

15. Business Customer Responsibilities

If you use POSBooks to store customer, supplier, employee, or personal-finance data about other people, you must have a lawful basis to collect and process that data, provide any required notices, and configure retention and access appropriately. You must have consent before you send SMS, email, or WhatsApp to those people through the Services. POSBooks is not responsible for unlawful data entry by subscribers.

16. Android App Permissions

Permissions (camera, files, Bluetooth, notifications, location, internet) are requested only to enable features such as scanning, printing, image upload, alerts, and invoice or voucher photos. A photo you submit to an AI feature is sent to the AI provider described in section 7. You may deny optional permissions, though some features may be unavailable.

17. Grievance / Data Safety Contact

Mahesh Kumar Nomula
Miryalaguda Road, Haliya, Telangana, 508377, India
Privacy: dataincharge@posbooks.com
Deletion: delete_request@posbooks.com
Support: support@posbooks.com
Contact: contact@posbooks.com
Phone: +91 9391661744

We aim to acknowledge grievances within a reasonable time and resolve them in accordance with applicable law.

18. Changes to this Policy

We may update this Privacy Policy from time to time. The updated version will be posted at https://posbooks.com/privacy-policy with a revised "Last Updated" date. Continued use of the Services after changes constitutes acceptance of the updated Policy where permitted by law.

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