This Privacy Policy describes how billeif collects, uses, processes, stores, and discloses information when you access or use the billeif platform, including its web application, mobile application, APIs, and online storefront tools.
By using the Services, you acknowledge that you have read and understood this Policy.
Information We Collect
2.1.1Business & Financial Data
- Tax Identifiers
- GSTINs, PAN numbers, and related tax registration details, collected to facilitate automated statutory compliance and reporting.
- Transaction Records
- Invoices, credit notes, debit notes, purchase orders, and associated transaction histories necessary for billing and GST filing.
- Bank & Payment Data
- Bank account information provided for payment processing, stored via encrypted and PCI-compliant third-party payment gateways. billeif does not store raw banking credentials.
- Inventory & Stock Data
- Product catalogues, warehouse data, stock levels, and batch/serial information uploaded by the user.
2.1.2Account & User Data
- Registration Information
- Name, email address, mobile number, and business name collected upon account creation.
- User Activity Logs
- System-generated logs of user actions within the platform for audit and security purposes.
- Role & Permission Data
- User access roles and permissions configured by the primary account administrator.
2.1.3AI Negotiation Telemetry
When the AI Bargaining Module is used on the online storefront, the platform collects negotiation metadata:
- Initial Offer Price
- The first price suggested by the buyer in a negotiation session.
- Final Concluded Price
- The price at which the negotiation was accepted, rejected, or abandoned.
- Total Negotiation Rounds
- The number of rounds conducted within a single negotiation session.
- Anonymised Opponent ID
- A randomised identifier assigned to each negotiating party. This ID is not linked to any personally identifiable information.
- Outcome Flag
- Whether the session resulted in a successful transaction, rejection, or walk-away.
2.1.4Technical & Usage Data
- Device & Browser Data
- IP address, browser type, operating system, and device identifiers collected automatically when accessing the platform.
- Session Data
- Login timestamps, session duration, and navigation patterns.
- Cookies
- Session and preference cookies used to maintain login state and user preferences. Users may disable cookies; however, certain features may be limited as a result.
Legal Basis of Processing
2.2.1Consent
The user provides free, informed, specific, and unambiguous consent for the collection and processing of personal data in accordance with Section 6 of the Digital Personal Data Protection Act, 2023.
2.2.2Data Retention
Personal data shall be retained only for as long as necessary to fulfil the purpose for which it was collected, in compliance with applicable provisions of the Digital Personal Data Protection Act, 2023.
How We Use Your Information
| Purpose | Use |
|---|---|
| Service Delivery | To provide, operate, and maintain all platform features, including billing, inventory management, e-invoicing, and e-way bill generation. |
| GST & Tax Compliance | To generate, prepare, and submit statutory GST reports and e-invoice data to government portals on your behalf. |
| AI Model Training | To improve the AI Bargaining Module's decision matrix using fully anonymised negotiation telemetry. No personally identifiable data is used in model training. |
| Security & Fraud Prevention | To monitor for suspicious activity, unauthorised access, and potential fraud. |
| Customer Support | To respond to queries, diagnose issues, and improve service quality. |
| Regulatory Compliance | To meet legal obligations under applicable Indian and international data protection and tax laws. |
| Platform Improvements | To analyse usage patterns and improve feature design, performance, and reliability. |
Data Sharing & Third-Party Disclosures
billeif does not sell your personal or business data to any third party. Data is shared only in the following circumstances:
- Government Portals
- Invoice and tax data is transmitted to the GST portal, IRP, and e-way bill portal as required by law.
- Payment Gateways
- Payment transaction data is routed through PCI-DSS compliant payment processors for authorised financial operations.
- Cloud Infrastructure
- Data is hosted on secure cloud infrastructure providers bound by data processing agreements with billeif.
- Legal Obligations
- Disclosure may occur where required by a court order, regulatory authority, or other lawful process.
Data Retention
- Active Subscriptions
- All data is retained for the duration of the active subscription.
- Post-Termination
- Upon subscription expiry or account termination, data is retained for sixty days to allow export. After this window, all data is permanently and irreversibly deleted from active servers.
- Legal Holds
- Where legally required, certain records may be retained beyond this period solely to fulfil regulatory obligations.
Data Security
billeif employs industry-standard technical and organisational security measures, including:
However, no system is entirely risk-free; users are advised to maintain strong credentials and report any suspected unauthorised access immediately.
Your Rights
- Access & Correction
- You may request access to or correction of your personal data at any time during an active subscription.
- Data Portability
- You may export all master data, invoices, and inventory records in JSON or Excel format at any time.
- Deletion
- You may request deletion of your data subject to legal retention obligations.
- Withdrawal of Consent
- You may withdraw consent for optional data processing at any time without affecting the legality of prior processing.
Grievance Redressal Mechanism
In accordance with applicable provisions of the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023, the Company has appointed a Grievance Officer.
Grievance Officer
Mr. Aritra Hui
Grievance Officer & Operations Head
The Grievance Officer shall be responsible for addressing user complaints, data-related concerns, operational issues, and platform-related disputes.
All grievances shall be acknowledged within 48–72 hours and resolved within a reasonable time period in accordance with applicable law.