Privacy policy

KVN Billing is accounting software for businesses. Most of the information in the app is your business's data, not ours: the invoices you raise, the parties you sell to, the stock you hold and the payments you record. This page explains how that data is handled.

1. Information we hold

• Account details — name, username, email address, mobile number, a hashed password, and two-step login settings if enabled.
• Business profile — business name, GSTIN, address, logo, bank and UPI details, invoice settings and plan.
• Business records — invoices and other vouchers, parties, items, stock movements, payments, expenses, ledgers and reports, including the customer contact details you enter.
• Payment references — amounts, references and status for online payments. Card numbers and UPI credentials are handled by the payment gateway, not stored by us.
• Technical records — sign-in times, device and browser information, IP address, failed login attempts and an activity log of changes in the business.
• Support messages — what you send us by email or WhatsApp, so we can answer and keep a record.

2. Why we use it

• To run the software: create documents, calculate tax, keep stock and produce reports.
• To prepare files you ask for, such as GSTR-1 Excel, e-Invoice JSON, e-Way Bill ZIP, invoices and statements.
• To sign you in, keep sessions secure, block repeated failed logins and show the activity log.
• To send messages you switch on, such as payment reminders, licence notices or invoice links.
• To provide support and diagnose faults.
• To meet legal, tax and accounting obligations that apply to us.

3. Who else is involved

We do not sell business data. It is shared only where a feature you use needs another provider to work:

• Hosting and database — servers and managed infrastructure that run the app and store the encrypted database.
• Email — a mail service that delivers invoices, reminders and platform notices.
• WhatsApp and SMS — the provider you connect for WhatsApp messages or the SMS gateway URL you configure.
• Payment gateway — when you switch on online payments or refunds; the gateway processes the payment and tells us the result.
• GST and e-Way systems — only the files you choose to download or upload, through your own portal login.
• Legal requests — where we are required by law to disclose information, or to protect the safety and rights of the service and its users.

4. How it is protected

• Traffic to the app is encrypted with HTTPS; security headers and cross-site request protection are applied.
• Passwords are stored as one-way hashes. Only one session per login stays active, and repeated failed attempts lock the login.
• Each request is checked against the permissions of the signed-in user; staff see only what the owner allows.
• Database queries are parameterised, so entered text cannot run as database commands.
• A full encrypted database backup is taken weekly with AES-256 and the last five copies are retained. Access to backups is limited to the platform administrator.

5. How long it is kept

Business records are kept while the account is active, because accounting records need to remain available across financial years. Backups rotate: a copy leaves the retention window as newer backups are made. When an account is closed, records are removed from the live database and from subsequent backups within the normal backup cycle, unless a longer period is required by law.

6. Your choices and rights

• Access and correction — most data can be viewed and corrected in the app itself. Ask us if something cannot be changed there.
• Export — invoices, ledgers and reports can be downloaded from the app.
• Messages — reminders and campaigns are sent only when switched on. A party can be marked to stop receiving them.
• Deletion — you can ask us to close an account. We will confirm what will be removed and what must be kept for legal or tax reasons.
• Complaints — write to us first; we will try to resolve it quickly.

7. Cookies and local storage

The app stores your sign-in token on the device so you do not have to type the password on every screen, and sets a security cookie used to block cross-site request forgery. These are necessary for the service to work. We do not use advertising cookies or third-party analytics trackers on the marketing pages.

8. Children

KVN Billing is a business tool and is not intended for anyone under 18. We do not knowingly collect information from children.

9. Changes to this policy

If the way we handle data changes, this page is updated and the date at the top changes. Material changes will also be communicated in the app or by email.

10. Contact

Privacy questions, access requests and deletion requests: [email protected]. Include your business name and the username or email on the account so we can find it.