Privacy policy

Who we are, and whose data this is

BillXpert is operated by Xardent Technologies Private Limited, located at Shop no. 6, Hariom CHS, Kanyapada, Film City Road, Goregaon East, Mumbai, Maharashtra – 400063, India.

Under Indian data protection laws, including the Digital Personal Data Protection Act, 2023, there is an important difference between information about you as our customer and the business records you enter into our software:

First, when you sign up for an account, subscribe to a plan, or contact our support team, you give us your personal details: your name, phone number, email address, and billing information. We decide how this information is handled to manage your subscription and keep your account safe.

Second, when you run your business using BillXpert, you enter details about your own customers, suppliers, inventory items, and sales bills. You decide what goes in and why. If a shop owner adds a customer's phone number to an invoice, the shop decides why that number is there. We just store it for them and don't use it for anything else. We act only as a technical processor for those records.

What we collect

We collect information in a few specific situations:

Your account details: When you register, we ask for your name, email address, mobile phone number, and a password. Passwords are saved as scrambled cryptographic hashes; we can never view your actual password.

Your business profile: Your shop or company trade name, registered address, GSTIN, PAN, and any bank account or UPI details you add so they print onto your customer bills.

Daily shop records: Items and barcodes, purchase costs, selling prices, customer and vendor contacts, invoices, payments, and uploaded logos.

Payment history: When you purchase or renew a subscription plan, our payment gateway partner handles the transaction. We store your plan details and billing history, but your credit card numbers, debit card numbers, and UPI PINs never touch our servers.

Device and crash logs: Basic device identifiers, operating system version, browser details, and error logs to help us identify bugs and stop unauthorized logins.

Offline billing data: Because BillXpert counters work even when your internet drops, bills created while offline are saved on your local computer or device first until your internet reconnects and syncs.

Why we use it

We use this information to provide the service you signed up for. That means generating tax-compliant GST invoices, calculating taxes, updating stock counts across your counters, and letting you send digital bills to your buyers by SMS or WhatsApp when you choose to.

We also use contact information to answer support questions, send receipts for your subscription payments, and share important service notices.

We don't sell your data. We also don't look through your invoices, party ledgers, or profit margins to share with banks, distributors, FMCG brands, or loan agents.

GST and government portals

If you generate government e-invoices (IRN) or e-way bills through BillXpert, the software sends the necessary invoice fields to official government GST portals to generate your compliance documents.

This happens only when you choose to generate those tax documents. Once received by government servers, that data is handled under Government of India tax rules, not ours.

Who else sees it

We share information only with trusted service providers who help us run our operations:

• Cloud hosting: Secure cloud infrastructure to store your store records and maintain database backups.
• Payment gateways: To process subscription billing. We do not store your credit card, debit card, or UPI details.
• SMS and WhatsApp delivery: To send login verification codes and deliver digital invoices to your customers when you instruct us to.
• Error tracking: Diagnostic tools to catch software crashes and resolve system bugs.

These providers receive only the minimum information needed to perform their task. They are bound by confidentiality obligations and are strictly prohibited from using your data for their own marketing or selling it.

Outside of these service providers, we share information only if required by a court order or official law enforcement request under Indian law, or as part of a company merger after notifying you first.

Where your data is stored

Your account and business records are hosted on secure cloud infrastructure with encrypted automated backups.

Because BillXpert supports offline counter billing, your daily invoices, party ledgers, and stock levels are also stored locally on your own computer or device. This ensures you can bill customers even when your internet is down.

How we protect it

All connections between your web browser or desktop counter and our servers use HTTPS encryption. Account passwords are encrypted so no one on our staff can read them. Database accounts are separated so merchants cannot view each other's records, and backups are made regularly to prevent data loss.

No system connected to the internet can be completely risk-free. If you notice any suspicious activity on your account, email us right away at support@billxperts.com.

If a confirmed data breach takes place that affects your personal information, we will notify you and the Data Protection Board of India as required under the DPDP Act.

How long we keep it

We keep your records as long as your account remains active.

Indian tax regulations, including Section 36 of the CGST Act, 2017, require businesses to preserve accounting records and tax invoices for up to 6 years from the annual return due date.

If you decide to close your account, you can export your invoices, customer lists, and stock ledgers. After your account is closed, your store records are deleted from active databases, and residual backup archives are purged within standard backup cycles. Customer support messages are kept temporarily so we can reference previous questions if you contact us again.

Your rights

Under the Digital Personal Data Protection Act, 2023, you have clear rights over your personal data:

You can request a summary of the personal data we hold about you, ask us to fix inaccuracies, or request that we delete your personal details when they are no longer needed, except where tax laws require us to keep them. You can also withdraw consent you previously gave us, or nominate someone to manage your data in case of death or incapacity.

To exercise any of these rights, email support@billxperts.com. We will verify your identity using your registered email or phone and reply promptly.

If you are an individual customer whose phone number was entered on a bill by a shop using BillXpert, please contact that shop directly. They control their sales records, and we will assist them in addressing your request.

Cookies

Cookies are small files stored in your browser. We use them for essential functions:

• Strictly essential: To keep you logged in securely, protect against CSRF attacks, and remember your cookie choices.
• Store preferences: To remember your counter display layout and printing defaults.
• Anonymous analytics: Optional metrics to see how fast pages load so we can fix bugs and improve performance. Loaded only if you choose to allow them.

Children

BillXpert is a commercial tool for business owners and staff aged 18 and older. We do not knowingly collect personal details from minors. If you believe a child has provided us with their details, write to support@billxperts.com and we will delete the information.

Links to other websites

Our website and applications may link to external websites, such as the government GST portal or bank gateways. We do not control those sites and are not responsible for how they handle your data. Please check their privacy policies when you visit them.

Changes to this policy

We update this policy when our practices or legal obligations change. When we make material changes, we will notify you by email or through an in-app notice before the change takes effect, and we will update the date at the top of this page.

Contact and grievance officer

Under the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023, you can reach our Grievance Officer with any questions or complaints about your data:

For everyday billing software questions or account help, visit our contact page.