BillBahiPrivacy Policy
This policy explains what personal data [Legal entity name] ("we") processes when you use BillBahi, why, and your rights. For personal data of users in India we act as a Data Fiduciary under the Digital Personal Data Protection Act, 2023 (DPDP Act). Where a CA uses BillBahi to serve clients, the CA is responsible for their own professional use of client data.
1. What we collect
| Data | Examples | Why |
|---|---|---|
| Account details | Name, email, mobile number, password (stored only as a salted hash), account type; for CAs, firm name and ICAI number if given | To create and secure your account, verify you, and let clients and CAs recognise each other |
| Ledger data | Expenses, amounts, dates, vendors, categories, purposes, GST details, notes, audit results | To provide the bookkeeping and audit features |
| Files | Bills, receipts, tickets, policies and bank or card statements you upload, forward or that are fetched from a connected mailbox | To store your records and extract details from them |
| Email content | Sender, subject, date, body text and attachments of emails you forward, or of mailbox messages matching your filter | To capture transactions, bills and statements. Only with your separate consent. |
| Mailbox connection | Account email address and access tokens for Gmail or Outlook (encrypted) | To fetch matching messages read-only |
| Statement passwords | Passwords you save for locked bank statements (encrypted) | To open statements that arrive by email |
| Security & usage logs | Sign-ins, IP address, browser, access-log events such as a CA opening your ledger | To keep accounts secure, detect misuse, and show you who accessed your data |
Statements and bills often contain partial card or account numbers and details of other people (e.g. merchants). We process these only as part of your records. We do not collect full card numbers, CVVs, UPI PINs or net-banking passwords, and we never ask for them.
2. Legal basis and consent
We process account and ledger data to provide the service you asked for. Email capture and mailbox access are based on your specific consent, which you can withdraw at any time in Settings. Withdrawal stops further processing; data already processed stays in your ledger until you delete it.
3. Automated reading and AI
To read bills, alerts and statement layouts BillBahi doesn't recognise, the relevant text or file is sent to Anthropic's Claude API. Anthropic acts as our service provider (processor), and under its commercial terms API inputs are not used to train its models. Results are stored in your ledger. Extraction can be wrong, so you and your CA review what is captured.
4. Google and Microsoft mailbox data
If you connect Gmail, we request read-only access (gmail.readonly) and fetch only messages matching your filter. BillBahi's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, we use Gmail data only to provide the email-capture feature you see in BillBahi. We do not use it for advertising, do not sell it, and do not let people read it except with your consent, for security, or where required by law. Gmail data is not used to train AI models. The same limits apply to Microsoft Outlook data. Disconnecting a mailbox revokes our access (for Google, we also revoke the token with Google).
5. Who we share data with
- People you choose: CAs or clients you connect with, at the access level you set.
- Service providers who process data for us under contract: cloud hosting ([hosting provider and region]); email delivery ([email provider]); SMS verification (Twilio); AI reading (Anthropic); mailbox access (Google, Microsoft, at your request). Some of these process data outside India, including in the United States. Transfers are made in line with the DPDP Act and any restrictions notified under it.
- Authorities when required by law or a valid legal order.
We do not sell personal data or use your financial data for advertising.
6. Security
HTTPS everywhere; passwords hashed with scrypt; mailbox tokens and statement passwords encrypted with AES-256-GCM; strict access checks on every ledger and file; rate limiting and account lockout; an access log you can review. No system is perfectly secure. If a personal data breach affects you, we will notify you and the Data Protection Board of India as the law requires.
7. How long we keep data
Ledger data and files are kept while your account is active, so you can meet your record-keeping obligations. Delete entries at any time, or delete your account to remove everything you own. Deleted data is removed from live systems immediately and from backups within 30 days. Security logs are kept for up to 1 year. Processed email records are kept as part of your ledger until you delete them.
8. Your rights
Under the DPDP Act and applicable law you can: get a summary of your personal data and how it's processed (Settings → Download all my data); correct or complete it (edit in the app); erase it (delete entries or your account); withdraw consent; nominate someone to exercise your rights if you die or become incapacitated; and raise a grievance. Contact us at support@example.com for anything you can't do in the app. We respond within 30 days.
9. Grievance Officer
In line with the Information Technology Act, 2000 and rules under it, and the DPDP Act:
[Grievance Officer name], Grievance Officer, [Legal entity name], [Registered address]
Email: grievance@example.com
We acknowledge complaints within 24 hours and aim to resolve them within 15 days. If you're not satisfied, you may complain to the Data Protection Board of India.
10. Children
BillBahi is for adults running a business or profession. We do not knowingly create accounts for anyone under 18.
11. Changes
We'll notify you by email or in the app before material changes take effect.